Free Auto Repair Invoice Template
Invoice auto repair clearly: itemize parts, labor hours and a diagnostic fee, with the vehicle details, then download a PDF.
Create this invoice → Free · no signup · downloads as PDF
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A filled-in example. Your details replace the placeholders — nothing here is saved.
City, Postcode
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labor (hours) | 1 | $1,200.00 | $1,200.00 |
| Parts | 4 | $450.00 | $1,800.00 |
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What to include on a auto repair invoice
- Shop name and contact
- Customer and vehicle (make/model/VIN/mileage)
- Parts with quantities
- Labor hours and diagnostic fee
- Tax, total and warranty/terms
How repair shops bill: book time, parts and authorization
Shops price labor from a flat-rate guide (“book time”): each job has a standard hours figure, multiplied by the shop’s labor rate — so the invoice says 2.5 hours even if your tech beat the clock. Parts carry a markup over wholesale, with OEM vs aftermarket noted. Diagnostics are a separate billed step, and most states require a written estimate and customer authorization before work begins — your invoice should reference that approval. A small “shop supplies” percentage line is common; cap it and label it honestly.
Typical shop charges (US)
Labor rates vary hugely by region and specialty (Euro/diesel higher):
- Shop labor rate: $100–$180 per flat-rate hour
- Diagnostic: $100–$180, sometimes credited to the repair
- Front brake job (pads + rotors): $300–$600 per axle
- Alternator replacement: $400–$800 parts and labor
- Shop supplies line: commonly 5–10% of labor, capped at $25–$50
- Parts: marked up from wholesale; OEM vs aftermarket noted per line
What belongs on every repair order/invoice
- Vehicle year/make/model, VIN and mileage in — most states require it on the invoice
- The customer’s authorization (date/time and how it was given) for the exact amount invoiced
- Labor hours per operation, at the stated rate — not one merged labor line
- Old-parts disposition: offer to return them; note hazardous disposal fees where charged
- Warranty terms per repair — 12 months/12,000 miles is the common industry standard
FAQ
- What should a auto repair invoice include?
- Why was I billed 2 hours when the car was done in 1?
- Flat-rate (book) billing: the industry guide assigns standard hours per job, and shops bill that figure regardless of actual time. It cuts both ways — if the job runs long, the customer still pays book time. Stating “labor billed per flat-rate guide” on the invoice pre-answers the question.
- What is a shop supplies fee?
- A small line covering consumables that are impractical to itemize — rags, brake cleaner, fasteners, gloves. Typical is 5–10% of labor with a dollar cap. It’s legitimate when disclosed; it looks bad when it appears without explanation, so label it clearly.
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New to invoicing? Read how to make an invoice.