Auto Repair Invoice Template
An auto repair shop invoice bills hr, lists labour, products and services on separate lines and states the terms (Due on pickup). This template is pre-filled for replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan: 8 lines totalling $838.00 before tax. Edit it 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
Invoice
Bill to
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
- Balance due
- $838.00
Notes
Thank you for choosing Summit Auto Repair Shop. Terms: Due on pickup.
Payment details
Bank transfer or card. Please quote the invoice number.
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Auto Repair invoice at a glance
| Typical job | Replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan |
|---|---|
| Main billing unit | hr |
| Usual payment terms | Due on pickup |
| Deposit practice | 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. |
| Sample lines | 8 lines, $838.00 before tax |
| Largest line | Replace front brake pads and rotors: $261.00 (31%) |
| Labour hours billed | 2.6 h, $377.00 |
| Trade-specific fields | Vehicle year, make and model, VIN, License plate, Odometer in / out, Repair order no., Technician |
Sample auto repair invoice line items
Replace front brake pads and rotors, flush the brake fluid and diagnose a check-engine light on a 2017 sedan: 8 lines adding up to $838.00, split into labour $377.00 (45%), products $275.00 (33%) and services $135.00 (16%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic scan, check-engine light (Code P0420 retrieved, catalytic converter efficiency tested) | 1 each | $135.00 | $135.00 |
| Replace front brake pads and rotors (Book 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 bleed (Book time 0.8 hr) | 0.8 hr | $145.00 | $116.00 |
| DOT 3 brake fluid | 1 qt | $18.00 | $18.00 |
| Shop supplies (Brake cleaner, lubricant, rags) | 1 each | $25.00 | $25.00 |
| Used fluid disposal | 1 each | $8.00 | $8.00 |
| Subtotal | $838.00 | ||
| Total before tax | $838.00 |
What an auto repair invoice should include
- Your auto repair shop name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Casey Nguyen in the sample)
- A unique invoice number (INV-9754) and the issue date
- Payment terms and a due date: Due on pickup
- Vehicle year, make and model: for example 2019 Ford Transit, VIN ending 4287
- VIN: for example 2019 Ford Transit, VIN ending 9093
- License plate: for example LIC-121359
- Odometer in / out: for example 84,405 mi
- Line items in hr or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How auto repair shops bill
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.
Auto repair shops commonly use "Due on pickup". 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.
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.
Auto Repair invoicing tips
- 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.
Auto Repair billing disputes to head off
- Customers sometimes suspect a part was never replaced; offering the old parts back and noting 'old parts returned' or 'declined' on the invoice removes that doubt.
- A final bill well above the figure given at drop-off is the classic shop dispute, so carry the approved estimate total and each approved addition onto the invoice to show how the total grew.
Work an auto repair can bill for
Core tasks of Automotive Service Technicians and Mechanics (O*NET 49-3023.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Test drive vehicles and test components and systems, using equipment such as infrared engine analyzers, compression gauges, and computerized diagnostic devices.
- Inspect vehicles for damage and record findings so that necessary repairs can be made.
- Test and adjust repaired systems to meet manufacturers' performance specifications.
- Repair, reline, replace, and adjust brakes.
- Estimate costs of vehicle repair.
- Review work orders and discuss work with supervisors.
How to make an auto repair invoice
-
Add both parties
Enter Summit Auto Repair Shop (your business) and the customer, Casey Nguyen, then vehicle year, make and model.
-
Number and terms
Give it a unique number such as INV-9754 and set the terms to Due on pickup.
-
List the work
One line per item: the sample runs from "Diagnostic scan, check-engine light" (1 each) to "Used fluid disposal" (1 each).
-
Check the total
The 8 lines come to $838.00; add sales tax only if your state taxes auto repair.
-
Download and send
Download the PDF or print it, then keep a copy with the auto repair records.
Frequently asked questions
How do I make an auto repair invoice?
Add your auto repair shop details, the customer, vehicle year, make and model, vin, license plate and odometer in / out, then one line per item with quantity and rate. The template above is pre-filled with 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; change the prices and download the PDF.
How do auto repair shops charge?
Mostly hr. 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.
When should an auto repair invoice be paid?
Due on pickup is the usual arrangement. 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. Put the terms and the due date on the invoice so there is no doubt.
How much do auto repair shops earn per hour?
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). Self-employed rates are usually higher because they cover overhead and unbilled time.