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Free auto repair invoice template

A clear repair invoice for mechanics and shops, with the vehicle, mileage, labor and parts itemized separately. Customers see what was done and what was replaced, and you have a record for warranty work.

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Download asPDFWordExcel· opens in Google Docs

Uses the Trade Pro design. The builder starts with typical auto repair lines you can edit.

Northside Auto Repair1415 N Lamar Blvd, Austin, TX 78701 · (512) 555-0183
InvoiceNo. INV-001
CustomerChris Allen(512) 555-0109
Job site2017 Honda Accord EX · VIN 1HGCV1F3XHA012345 · 84,210 miJob ref: RO-5520
DatesCompleted: Oct 3, 2026Due: Oct 19, 2026
Labor
TaskHoursRateAmount
Diagnose brake noise0.5125.0062.50
Replace front pads and rotors1.8125.00225.00
Brake fluid flush0.7125.0087.50
Materials
ItemQtyUnitAmount
Front brake pads, ceramic (new)1 set72.0072.00
Front rotors (new)2 ea89.00178.00
DOT 3 brake fluid and shop supplies1 lot28.0028.00
Warranty & notesRear pads at 4 mm, recommend replacing within 5,000 miles. 12-month / 12,000-mile warranty on parts and labor.Payment is due by the due date shown. Thank you for your business.
Labor$375.00
Materials$278.00
Tax (8.25%)$53.87
Total due$706.87
Pay to: Card, cash or check. Payment due at pickup. · Reference: INV-001Customer signature: ____________________

Example with sample details. Yours will show your business and customer.

How to write an auto repair invoice

  1. 1

    Record the vehicle

    Year, make, model, VIN and mileage go at the top. The template's job site field works well for this.

  2. 2

    Describe the complaint and the fix

    Say what the customer reported and what you did, in plain words.

  3. 3

    Itemize labor by job

    List each repair with labor hours at your shop rate, so the customer can see the time on each job.

  4. 4

    List each part and its condition

    Show every part with its price and whether it is new, used or rebuilt.

  5. 5

    Add recommendations and warranty

    Note anything that needs attention soon and the warranty on this repair.

What to include on a auto repair invoice

  • Shop name, address and any registration number your state requires
  • Vehicle year, make, model, VIN and mileage
  • Customer complaint and work performed
  • Labor hours and rate for each job
  • Each part with price and whether it is new, used or rebuilt
  • Shop supplies, tax, warranty and recommendations

Pricing tips for auto repair shops

Bill book time

Many shops bill labor from a labor guide's book hours rather than actual time. It keeps prices consistent between technicians.

Charge for diagnosis

Put diagnostic time on its own line, and say whether it is credited toward the repair.

Keep shop supplies modest and visible

Rags, cleaners and small hardware can be a small separate line. Keep it reasonable so it doesn't look like a hidden fee.

Questions auto repair shops ask

Do I have to list parts and labor separately?

Many states require auto repair invoices to separate parts and labor and to say whether parts are new, used or rebuilt. Check your state's rules; this template keeps them in separate tables.

Where do I put the VIN and mileage?

Use the job site field for the vehicle details, or put them in the notes. They print near the top of the invoice.

Can I note recommended future repairs?

Yes. Add them in the notes so the customer has them in writing and you have a record for the next visit.

Is this template really free?

Yes. Fill it in online and download PDF, Word or Excel as often as you like. There is no sign-up, no watermark and nothing to install. Your details stay in your own browser.

Templates for other trades

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