Free Auto Repair Invoice Template
A free, professional auto repair invoice template you can download as Word, Excel, PDF, or open in Google Docs and Sheets. Built for repair shops and mechanics, it itemizes parts, labor hours, shop supplies, and diagnostic fees the way customers expect to see them. Add your shop's hourly labor rate, tax, and warranty terms in minutes.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Diagnostic / inspection fee | 1 | $95.00 | $95.00 |
| Labor — certified technician (per hour) | 2 | $125.00 | $250.00 |
| Parts — brake pads & rotors | 1 | $180.00 | $180.00 |
| Shop supplies & fluids | 1 | $35.00 | $35.00 |
| Disposal / environmental fee | 1 | $12.00 | $12.00 |
| Subtotal | $572.00 | ||
| Sales tax (8%) | $45.76 | ||
| Total | $617.76 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Independent auto repair shops
- ✓Mobile mechanics
- ✓Tire and brake specialists
- ✓Transmission and engine rebuilders
- ✓Auto body and collision shops
What to include
- ✓Vehicle year, make, model, and VIN
- ✓Odometer / mileage reading at service
- ✓Itemized parts with part numbers
- ✓Labor hours and shop hourly rate
- ✓Diagnostic and shop supply fees
- ✓Warranty period on parts and labor
- ✓Sales tax on parts (labor often exempt)
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for auto repair
- ✓ List parts and labor on separate lines so customers see the breakdown
- ✓ Always record the VIN and mileage — it protects you on warranty claims
- ✓ Note which work was declined or recommended for the next visit
- ✓ State your parts and labor warranty (e.g. 12 months / 12,000 miles) on every invoice
- ✓ Get written authorization before exceeding the original estimate by more than 10%
Auto Repair invoice FAQ
Do I charge sales tax on auto repair labor?
In most US states, parts are taxable but labor is exempt when listed separately. A few states tax both. Keep parts and labor on different lines and check your state's rules so you collect the right amount.
Should I include the VIN on a repair invoice?
Yes. Recording the VIN, year, make, model, and mileage ties the work to a specific vehicle and is essential if a warranty or comeback claim ever arises.
What's the difference between an estimate and an invoice?
An estimate is your quoted price before work begins; many states require customer authorization for overages. The invoice is the final bill issued after the repair, reflecting the actual parts and hours used.
Can I add a shop supplies or environmental fee?
Yes, and it's common. List shop supplies and any disposal or environmental fee as separate line items so the charges are transparent and not buried in the labor rate.
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