Auto repair invoice software has to list parts and labor separately and tie the invoice to the vehicle: VIN, odometer in and out, repair order number and shop supplies. Below is a filled front-brake repair invoice for $724.46, plus a checklist for mechanics. InvoiceSonic covers the invoice, not full shop management.
Worked repair invoice · iPhone and web · 0% of your payments
A filled invoice for a 2018 sedan, written against repair order #RO-1042 that the customer authorized before work started.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic: brake noise inspection (labor) | 0.5 h | $140.00 | $70.00 |
| Front brake pads, ceramic (part, new) | 1 set | $68.50 | $68.50 |
| Front brake rotors (part, new) | 2 | $82.00 | $164.00 |
| Replace front pads and rotors (labor) | 1.8 h | $140.00 | $252.00 |
| Brake fluid flush (labor) | 0.8 h | $140.00 | $112.00 |
| DOT 3 brake fluid (part) | 1 qt | $14.00 | $14.00 |
| Shop supplies (5% of labor) | 1 | $21.70 | $21.70 |
| Hazardous waste disposal | 1 | $5.00 | $5.00 |
| Parts $246.50 · Labor $434.00 · Supplies and fees $26.70 | |||
| Subtotal | $707.20 | ||
| Sales tax, 7% on parts ($246.50) | $17.26 | ||
| Total due at pickup | $724.46 |
Example rates, not recommended prices. States differ on whether repair labor and shop supplies are taxable. California's Automotive Repair Act requires the invoice to list parts and labor separately and say whether each part is new, used or rebuilt (Business and Professions Code §9884.8). Check your state's rules.
Shops with several bays usually need shop management software that adds parts ordering, labor guides, technician time clocks and inspections. A mobile mechanic or one-bay shop that mostly needs clean repair invoices, estimates and payment reminders can use InvoiceSonic, free to start or A$19 a month for Pro. It does not look up labor times or order parts.
Enter the actual job details, review the totals and preview your invoice. You can start without an account. Downloads follow the free-tool limits; saving, tracked sending and reminders are available with an account.
Save common parts and your labor rate; totals and tax recalculate automatically.
Add the VIN, odometer and repair order number to the invoice notes.
Send the estimate, get it accepted online, then convert it to the invoice.
Sent, viewed, paid and overdue status for fleet and account customers.
Up to three reminders at 7, 14 and 30 days overdue for account customers.
Add your own card payment link or bank details. InvoiceSonic takes nothing.
Create the job invoice now, then save the customer, status and reminder workflow when you are ready.
Start the 7-day trialSeparate parts and labor lines, vehicle details (VIN, odometer, year, make and model), the repair order number, shop supplies, flexible sales tax, estimates that convert to invoices and payment tracking.
At minimum the shop, the customer, the vehicle and VIN, the date and odometer reading, itemized parts and labor, and the total. Some states set extra rules: California requires parts and labor listed separately and whether each part is new, used or rebuilt.
It depends on the state. Many tax parts but not repair labor; some tax both. Shop supplies are treated differently from state to state too.
No. It handles estimates, invoices, reminders and payment tracking. It does not order parts, look up labor times or manage technician time clocks.
No. InvoiceSonic takes 0% of what your customer pays. Put your own payment link (Stripe, PayPal, Square, Venmo and so on) or bank details on the invoice; that provider's own fees still apply to card payments.
No. InvoiceSonic has a native iPhone and iPad app and a web app. On Android, open invoicesonic.com in Chrome and add it to your home screen; it is the same account.
Auto repair invoice template · Estimate template · Quote and invoice software · Invoice tracker · Payment reminder emails
A useful billing system starts with an invoice the customer can verify. Set up the job details, agree the charging basis and check the balance before you automate follow-up.
Separate the diagnostic authorisation from the approved repair. Identify the vehicle and explain which labour and parts the estimate includes. If the repair changes after inspection, document the revised work and approval before billing it.
Include the vehicle reference, repair-order number, visit date and relevant mileage record. Check the legal billing name and delivery contact against the accepted work. Keep the approved estimate, additional repair authorisation, parts supplied and labour record available to resolve questions. An invoice records the charge; it does not replace the underlying approval or supporting documents.
Diagnosis is separate here because the agreement bills it separately. If the diagnostic charge is credited against the repair, reflect that agreement rather than automatically charging both in full.
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Diagnostic labour | 1 | 85.00 | 85.00 |
| Approved repair labour | 2 | 85.00 | 170.00 |
| Replacement component | 1 | 140.00 | 140.00 |
| Example subtotal | 395.00 | ||
Listing one total for ‘repair’ makes it hard to distinguish labour, parts and previously approved extras. Use clear descriptions and avoid presenting a part as replaced when it was only inspected or repaired.
For fleet work, include the customer’s vehicle and purchase-order references. If a third party is paying, confirm the authorised payer and scope; an owner’s approval does not necessarily establish a warranty provider’s payment obligation.
The free browser tool prepares the document. Saving customers, sending tracked invoices and managing reminders require an account and are subject to plan limits. Payment status needs accurate payment records; an invoice view alone does not confirm payment.