Auto Repair Estimate Template
An auto repair shop estimate forecasts the price before work starts: 8 lines for replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan, totalling $838.00, with labour the largest share (45%). It states its assumptions and stays valid for 30 days. Edit the lines and download the PDF.
Pre-filled for an auto repair: replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan. Example prices: replace them with your own.
From
Summit Auto Repair Shop
204 Market Street
Madison, WI 53703
billing@example.com
(312) 555-0104
Estimate
Prepared for
Casey Nguyen
27 Birch Avenue
Georgetown, TX 78626
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic scan, check-engine lightCode P0420 retrieved, catalytic converter efficiency tested | 1 each | $135.00 | $135.00 |
| Replace front brake pads and rotorsBook time 1.8 hr | 1.8 hr | $145.00 | $261.00 |
| Front brake pads, ceramic | 1 set | $85.00 | $85.00 |
| Front brake rotors | 2 each | $95.00 | $190.00 |
| Brake fluid flush and bleedBook time 0.8 hr | 0.8 hr | $145.00 | $116.00 |
| DOT 3 brake fluid | 1 qt | $18.00 | $18.00 |
| Shop suppliesBrake cleaner, lubricant, rags | 1 each | $25.00 | $25.00 |
| Used fluid disposal | 1 each | $8.00 | $8.00 |
- Subtotal
- $838.00
- Estimate total
- $838.00
Notes
An auto repair estimate should list each operation with labor hours and parts, show the VIN and mileage, and leave room for the customer's signature authorizing the work.
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Auto Repair estimate at a glance
| Scope estimated | Replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan |
|---|---|
| Estimate total | $838.00 before tax |
| Valid for | 30 days from the estimate date |
| Deposit | Most repairs are paid when the car is collected; shops tend to ask for payment up front only on special-order or non-returnable parts. |
| Labour (2 lines) | $377.00, 45% |
| Products (2 lines) | $275.00, 33% |
| Services (1 line) | $135.00, 16% |
| Priced in | hr |
Estimate breakdown for replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan
| Item | Type | Est. quantity | Est. amount |
|---|---|---|---|
| Diagnostic scan, check-engine light | Services | 1 each | $135.00 |
| Replace front brake pads and rotors | Labour | 1.8 hr | $261.00 |
| Front brake pads, ceramic | Products | 1 set | $85.00 |
| Front brake rotors | Products | 2 each | $190.00 |
| Brake fluid flush and bleed | Labour | 0.8 hr | $116.00 |
| DOT 3 brake fluid | Materials | 1 qt | $18.00 |
| Shop supplies | Fees | 1 each | $25.00 |
| Used fluid disposal | Fees | 1 each | $8.00 |
| Estimated total | $838.00 |
What to write on an auto repair estimate
An auto repair estimate should list each operation with labor hours and parts, show the VIN and mileage, and leave room for the customer's signature authorizing the work.
Materials and products are $293.00 of this $838.00 estimate (35%), so say how long those prices hold: supplier prices can move before the job starts.
Labor is usually billed in flat-rate book hours per operation rather than clock time, with parts at a markup and small shop-supply and fluid-disposal fees.
Assumptions behind each line
Write these next to the 8 lines so the customer sees what the $838.00 depends on.
- Diagnostic scan, check-engine light: 1 each, $135.00.
- Replace front brake pads and rotors: 1.8 hr at $145.00 per hr ($261.00); extra hr at the same rate.
- Front brake pads, ceramic: 1 set at $85.00 ($85.00); another grade or brand changes this line.
- Front brake rotors: 2 each at $95.00 ($190.00); another grade or brand changes this line.
- Brake fluid flush and bleed: 0.8 hr at $145.00 per hr ($116.00); extra hr at the same rate.
- DOT 3 brake fluid: 1 qt at $18.00 ($18.00); another grade or brand changes this line.
- Shop supplies: a flat $25.00.
- Used fluid disposal: a flat $8.00.
Changes, overruns and change orders
If the customer adds work, put it on a signed change order first. Here one more hr of "Replace front brake pads and rotors" adds $145.00, or 17.3% of the estimate.
A 10% rise in material prices would add $29.30 to this job, which is why many auto repair shops limit how long an estimate stays valid.
Tips from auto repair billing
- Print the VIN and the odometer reading at drop-off on every repair order, because parts and labor warranties are tied to that mileage and that specific vehicle, not just to the customer's name.
- Record the customer's approval of every additional repair found during inspection, with the time and how it was given, since some states require written or recorded authorization before a shop goes beyond its estimate.
- Label each part as new OEM, aftermarket, used or remanufactured; it explains price differences, and some states require shops to identify used or rebuilt parts on the invoice.
- Show labor hours per operation instead of one lump labor figure, so the charge can be checked against a published labor guide when the customer sees the car was finished in less time.
- List recommended repairs the customer declined, such as a torn CV boot or seeping valve cover, so the record shows they were warned if the part fails later.
Checking the labour rate
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Automotive Service Technicians and Mechanics $23.88 (employees, not contractor rates).
The sample's $145.00 per hour for "Replace front brake pads and rotors" is 6.1 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Turning the auto repair estimate into an invoice
-
Get it approved
Ask Casey Nguyen to sign or reply in writing to estimate EST-2111.
-
Record the changes
Update quantities to what was actually used across the 8 lines.
-
Switch the document type
Change Estimate to Invoice in the tool; the lines and parties stay.
-
Deduct what was paid
Enter any deposit as amount paid so the balance due is correct.
Frequently asked questions
How do I write an auto repair estimate?
Describe the job (Replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan), list each line with an estimated quantity and rate, total it ($838.00 in the sample), state how long it is valid and what it assumes, then send it as a PDF for approval.
Is an auto repair estimate binding?
An estimate is a forecast, not a fixed price, so the final invoice can differ when the work or materials change. Rules vary by country and state; to stay safe, get written approval before billing noticeably more than the $838.00 you estimated.
How long should an auto repair estimate be valid?
Thirty days is common and is what this template uses. With 35% of the price in materials, a shorter validity protects you if supplier prices rise.