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Auto Repair Invoice Template
Fill in the vehicle, list the parts with their part numbers, then list the labor jobs in hours. Shop supplies are worked out as a percent of labor, and tax can apply to the parts only. The repair invoice totals itself and downloads as a PDF.
Updated · Sources re-checked by
| Subtotal | $0.00 |
| Total | $0.00 |
$0.00 balance due
Nothing you type is uploaded. The PDF is made in your browser, with no watermark. This is a template for your records, not tax or legal advice.
How the auto repair invoice works
Parts = quantity × price each, summed. Labor = hours × your hourly rate for each job. Shop supplies = labor × the supplies percent. Tax applies to the parts only when you tick it, and labor is left untaxed on this page. Total = parts + labor + shop supplies + tax on parts.
| Hours | $95 per hour | $120 per hour | $150 per hour |
|---|---|---|---|
| 0.5 | $47.50 | $60.00 | $75.00 |
| 1.5 | $142.50 | $180.00 | $225.00 |
| 3 | $285.00 | $360.00 | $450.00 |
| 6 | $570.00 | $720.00 | $900.00 |
| Field | What to write |
|---|---|
| Year, make, model | The vehicle exactly as it appears on the registration |
| VIN or plate | A way to tell similar vehicles apart |
| Mileage in | Needed for any warranty on the work |
| Part numbers | Lets the customer check the parts and use the warranty |
| Labor hours per job | Shows how the labor total was reached |
| Shop supplies and disposal | Charged on their own line so they are not a surprise |
Worked example: front brakes on a 2016 Honda Accord
- Parts: pads 1 × $64 plus rotors 2 × $58 = $180.00.
- Labor: 1.8 hours × $120 = $216.00.
- Shop supplies at 5% of labor = $10.80.
- Tax at 7% on the parts only = $12.60.
- Invoice total: $419.40.
Common questions
What should an auto repair invoice include?
The shop's name and contact details, the customer, the vehicle with VIN or plate and mileage, each part with its number and price, each labor job with hours and rate, shop supplies, tax, the total and any warranty terms.
Why list part numbers on the invoice?
They let the customer and a later shop check exactly what was fitted, and they make a warranty claim simple. Brand and part number together avoid arguments.
How are shop supplies charged?
Many shops add a small percent of labor, sometimes with a cap, to cover rags, cleaners and small fasteners. Say the percent on the invoice so it is visible. Set it to zero if you do not charge it.
Is labor taxed on a repair invoice?
It depends on where you work. In many places parts are taxed and labor is not, in others both are taxed. This page taxes parts only when ticked. Check local rules, and add taxable labor under Extra items if it applies.
Should the invoice match the estimate?
It should be close. If the final price is higher, the customer usually has to approve the extra work first. Note the approval, with the date and who gave it, on the repair order.
How long should a shop keep repair invoices?
Keep them for as long as your tax office and your warranty terms require, commonly several years. Saving the PDF with the date and vehicle in the file name makes them easy to find.
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This tool makes an invoice for your records and your clients. It is not tax or legal advice and it does not create an official e-invoice for any tax authority. Check the rules where you work.