Free Auto Repair Estimate Template
This auto repair estimate template has vehicle, VIN and mileage fields, separate parts and labor lines, sales tax on parts only and a customer authorization with a not-to-exceed amount. Download it free in Word, Excel or fillable PDF, or build it below. A filled brake job example is further down.
Free · No signup · Word, Excel and fillable PDF · Parts, labor and customer authorization
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Download the auto repair estimate template
Laid out like a repair order: customer, vehicle (year, make, model, VIN, odometer), the customer's concern, parts and labor lines with a taxable flag, shop supplies, and an authorization block with a not-to-exceed amount.
- Auto repair estimate template (.docx): Edit in Word, Pages or Google Docs.
- Auto repair estimate template (.xlsx): Line totals, tax and the total calculate for you. Opens in Google Sheets.
- Auto repair estimate template (.pdf): Fillable form on page 1, a filled example on page 2. Print it or type into it.
Free, no signup and no email needed. Rows marked "(example)" are samples to type over. Each file carries a small "Template by InvoiceSonic" footer that you can delete.
Auto repair estimate example: front brakes and check-engine diagnosis
A shop in Sacramento estimating a brake job and a check-engine diagnosis on a 2017 Honda Accord with 92,450 miles. The shop, customer and VIN are made up; the parts prices and $140 labor rate are typical.
| Item | Qty | Rate | Taxable | Amount |
|---|---|---|---|---|
| Diagnose check-engine light (code read and test) | 1 hr | $140.00 | N | $140.00 |
| Front brake pads, ceramic | 1 set | $68.00 | Y | $68.00 |
| Front brake rotors | 2 ea | $82.00 | Y | $164.00 |
| Labor: replace front pads and rotors | 1.6 hr | $140.00 | N | $224.00 |
| Brake fluid, DOT 3 | 1 qt | $16.00 | Y | $16.00 |
| Labor: brake fluid flush | 0.5 hr | $140.00 | N | $70.00 |
| Shop supplies (5% of labor) | 1 ea | $21.70 | N | $21.70 |
| Subtotal | $703.70 | |||
| Sales tax (7.25% on $248.00 of taxable lines) | $17.98 | |||
| Total | $721.68 | |||
Sales tax at California's 7.25% statewide base rate applies to the $248.00 of parts only; labor lines are marked N. Local district taxes add to the base rate, so use your shop's full rate. Shop supplies are 5% of the $434.00 of labor.
Auto repair estimate rules: written estimates and authorization
Some states regulate repair estimates directly. California, for example, requires a repair shop to give the customer a written estimated price for parts and labor, and not to charge for work or parts beyond that estimate without the customer's consent, obtained before the extra work is done (Business and Professions Code section 9884.9).
- Get the signature on the estimate before you start work.
- If you find more work, stop, call the customer, and record who approved what, when and for how much.
- Keep the signed estimate with the repair order and the final invoice.
Check your own state's consumer protection or automotive repair rules; they differ.
What to include in an auto repair estimate
Vehicle details
Year, make, model, VIN, odometer reading and plate, so the estimate matches one car.
The customer's concern
Write the complaint in the customer's words. It's the yardstick for whether the repair fixed it.
Parts lines
Part name, quantity and price. Note whether parts are OEM, aftermarket or used; some states require it.
Labor lines
Hours and rate for each operation, listed separately from parts.
Fees
Diagnostic time, shop supplies and disposal fees as their own lines, not buried in labor.
Customer authorization
Signature, date and a not-to-exceed amount. Get approval again before going over it.
How to fill in an auto repair estimate
-
1
Enter the customer and vehicle
Name and phone, then year, make, model, VIN and odometer reading in the Vehicle box.
-
2
Record the concern
Write what the customer reports, such as "grinding when braking", in the Details box.
-
3
Add parts and labor
Replace the example rows. Parts lines are marked Y for tax; labor lines N, unless your state taxes repair labor.
-
4
Add fees and tax
Add diagnostic time and shop supplies, then your sales tax rate in the Excel file.
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5
Get it signed before work starts
Have the customer sign and fill in a not-to-exceed amount. Call for approval before going over it.
Car ready? Invoice it at pickup
Switch the estimate to an invoice with the same parts and labor, then send it or print it at the counter.
Create an invoiceFrequently asked questions
What should an auto repair estimate include?
Customer details, the vehicle's year, make, model, VIN and mileage, the customer's concern, parts and labor as separate lines, fees, tax, the total and a signed customer authorization.
Do I need a written estimate before repairing a car?
In some states, yes. California, for example, requires shops to give a written estimate for parts and labor and to get the customer's consent before charging more than it. Check your state's rules.
Is labor taxable on an auto repair estimate?
It depends on the state. Parts are generally taxable. Many states don't tax repair labor when it's listed separately, but some do. Mark each line Y or N to match your state.
What are shop supplies on an estimate?
A charge for consumables such as rags, cleaners and small hardware. Many shops charge a percentage of labor with a cap. Show it as its own line.
How do I turn an auto repair estimate into an invoice?
If you built it on this page, switch the estimate to an invoice after the work and adjust for any approved extras. The parts and labor lines carry over.
Can I use this auto repair estimate template in Google Docs or Google Sheets?
Yes. Upload the .docx to Google Drive and open it with Google Docs, or open the .xlsx with Google Sheets. The Sheets version keeps the formulas, so line totals, tax and the total still calculate.
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