Free Auto Repair Invoice Template

An auto repair invoice is part bill, part service record. The customer wants to see what was wrong, which parts went in, how many labor hours it took and what the warranty covers. The next shop that works on the car may ask for it too, so vehicle details and mileage matter as much as the total.

This auto repair invoice template, which works just as well as a mechanic invoice template, is loaded in the editor below with a real brake job: labor at an hourly rate, parts with part numbers, a diagnostic charge, shop supplies, and the vehicle, VIN and odometer reading in the invoice header. Change it to your shop and the job in front of you, then download a PDF.

Auto repair invoice templates

Pick a template to load it into the editor below. Your own saved draft is not touched until you start editing.

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  1. $270.00
  2. $89.95
  3. $149.00
  4. $67.50
  5. $18.50

Tip: copy rows from Excel or Google Sheets and paste them into any line.

Show on invoice

Total$627.67

What to include on an auto repair invoice

Beyond your shop details, the customer's details, an invoice number and dates, a repair invoice needs a few things most invoices don't.

Vehicle, VIN and mileage
Year, make and model, the 17-character VIN and the odometer reading at drop-off. They tie the invoice to one car and give the customer a service history. Add them as custom fields in the invoice details so they print in the header.
The complaint and the cause
Write what the customer reported and what you found, such as “Grinding when braking: front pads worn to 2 mm, rotors scored”. A clear cause makes the repair easier to approve and to remember at the next visit.
Labor as hours × rate
Put labor hours in the quantity column and your hourly rate beside it, even if you bill from a flat-rate labor guide. Customers compare labor across shops, and hours × rate is what they expect to see.
Parts with numbers
List each part on its own line with the part number in the details, and say whether it is new, OEM, aftermarket or remanufactured if that matters for the warranty. Quantity × unit price keeps the math visible.
Shop supplies and fees
Shop supplies, disposal of oil, tires or batteries, and environmental fees go on their own lines instead of being buried in labor. A named fee is questioned far less often than a vague one.
Warranty and authorization
State the parts and labor warranty, for example 12 months or 12,000 miles, and note that the customer authorized the work. Many places require written authorization before repairs over a set amount, so keep the signed estimate with your copy.

Example: a front brake job with a diagnostic

Labor at $135 an hour, two parts lines, a half-hour diagnostic and shop supplies. Sales tax applies to the parts only in this example.

Description Qty Rate Amount
Labor: front brake pads and rotors (hours) 2 $135.00 $270.00
Ceramic brake pads, front set 1 $89.95 $89.95
Brake rotor, front 2 $74.50 $149.00
Diagnostic: check engine light (hours) 0.5 $135.00 $67.50
Shop supplies 1 $18.50 $18.50
Subtotal $594.95
Sales tax (7% of $238.95 in parts) $16.73
Total due $611.68

Whether labor, parts and shop supplies are taxed depends on your state or country. When only part of the bill is taxable, work out the tax and enter it as a fixed amount on the tax line.

Estimate first, invoice second

Most repair disputes start with a bill that is higher than the customer expected. The fix is a written estimate before work begins, signed or approved by text or email, and a phone call for approval whenever you find something that pushes the job over it. Several US states have auto repair laws that require exactly this for jobs above a certain amount, so check the rules where your shop operates.

Invoiceize makes the estimate and the invoice from the same data. Write the estimate in the quotation generator, and when the customer approves it, convert it to an invoice with one click: the vehicle, the parts and the labor come across, and you only add what changed.

  • Write the estimate with the same lines you expect to bill: labor hours, parts, fees.
  • Get approval in writing (a signature, text or email) before you start.
  • Call before exceeding the estimate, and note the approval on the invoice.
  • Offer the replaced parts back to the customer, and say so on the invoice.

Shops and mobile mechanics

A shop invoice and a mobile mechanic invoice carry the same information, but a mobile mechanic usually adds a call-out or travel fee and often collects payment on the spot. Put the service address in the client block, add the call-out fee as its own line, and if you are paid in the driveway, mark the invoice paid by entering the amount in Amount paid, or make a receipt instead.

Fleet customers are different again. They often want one invoice per vehicle, the unit number or plate as a custom field and a purchase order number in the header, and they pay on Net 30 terms. The same template covers all three: add or remove custom fields to suit the customer.

Payment terms for auto repair

Retail customers usually pay when they pick up the car, so “Due on receipt” is the normal term. Say which payment methods you take (card, cash, check or a payment link) in the payment details so there is no surprise at the counter.

For commercial and fleet accounts, Net 15 or Net 30 is common. Agree on it before the first job, put the account's PO number on each invoice, and send invoices as soon as each vehicle is done rather than in a batch at the end of the month.

In many places a repair shop can hold a vehicle until the bill is paid, known as a mechanic's lien, but the rules and notice requirements differ by state and country. Treat it as a last resort, and check the local rules before relying on it.

Auto repair invoice FAQ

Parts, labor, vehicle details and warranties.

What should an auto repair invoice include?

Your shop and the customer's details, invoice number and date, the vehicle (year, make, model), VIN and mileage, the complaint and cause, labor hours and rate, each part with its number and price, shop fees, tax, the total and the warranty.

How do I add the VIN and mileage to the invoice?

Add custom fields in the invoice details, such as “VIN” and “Odometer”. They print in the invoice header next to the number and date. The auto repair template already has Vehicle, VIN, Odometer and a repair order number set up.

Is this the same as a mechanic invoice template?

Yes. A mechanic invoice and an auto repair invoice list the same things: the vehicle, parts, labor and fees. Use this template whether you run a shop or work as a mobile mechanic, and rename any label to match how you work.

Should I charge tax on labor as well as parts?

It depends on where you are. Some states and countries tax parts only, some tax labor too, and some treat shop supplies differently. Check your local rules, then set the tax line as a percentage or as a fixed amount you calculated.

Can I turn an approved estimate into an invoice?

Yes. Write the estimate in the quotation generator, then use Convert to invoice. The customer, vehicle fields and every line come across with a new invoice number.

Is this auto repair invoice template free?

Yes. Fill it in on this page and download the PDF for free, with no watermark and no account.

More free invoice templates

Different work, different invoice. Each of these opens in the same free generator.

Browse all invoice templates → Open the invoice generator → Write a quote first → Make a receipt instead →