Auto Repair Invoice Generator — Parts, Labor and the Vehicle on One Page
Create repair invoices and estimates that list every part, labor hours at your shop rate, the VIN and mileage, and your warranty terms. For independent shops and mobile mechanics.
No signup required. 100% free.
Sample auto repair invoice
A filled-in example with made-up details. Open it in the editor, click anything on the paper and change it to yours, then download the PDF.
Foundry Road Auto Service
2140 Foundry Rd, Bay 3Sacramento, CA 95815(916) 555-0148Auto Repair Dealer Reg. #ARD 310457[email protected]INVOICE
No. RO-20614
Terms: Due on receipt
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Check-engine diagnosis, code P0171Smoke test found cracked intake air boot1 × $125.00No sales tax | 1 | $125.00 | $125.00 |
| Intake air boot, OEM #17228-6A0-A01OEM part1 × $86.40 | 1 | $86.40 | $86.40 |
| Upstream O2 sensor, #234-4622Aftermarket, slow response on live data1 × $142.75 | 1 | $142.75 | $142.75 |
| Labor: replace intake boot and O2 sensorHours at $145 shop rate, includes road test1.6 × $145.00No sales tax | 1.6 | $145.00 | $232.00 |
| Shop suppliesCleaners, rags, small hardware1 × $18.50 | 1 | $18.50 | $18.50 |
- Subtotal
- $604.65
- Sales tax (8.75%)
- $21.67
- Total
- $626.32
Notes
2017 Honda Accord EX, VIN 1HGCR2F85HA104472, plate 8KTR214, odometer 96,340 mi in / 96,352 mi out. Customer states rough idle and check-engine light; fixed vacuum leak and replaced sensor, codes cleared. Estimate of $640 approved by customer by phone, Oct 6, 11:15 am.Terms
Due at pickup by card, cash or check. Warranty: 12 months / 12,000 miles on parts and labor; excludes wear items and customer-supplied parts.Repair Shop Billing Problems, Fixed
Parts and Labor Get Lumped Together
'Brake job — $480' invites the question every service writer dreads: why so much? Splitting each part with its part number from the labor hours at your shop rate shows the customer exactly where the money went and ends most price arguments at the counter.
The Invoice Has to Identify the Vehicle
A customer with two cars, a fleet account with ten. Without the VIN, plate and odometer reading on the paperwork, warranty claims and service history become guesswork. Put them on every invoice, in the notes or as custom fields with a free account.
Work Without Sign-Off Causes Disputes
The customer approved a diagnosis, not a $900 repair. Writing up an estimate first, getting it signed, and noting the authorization on the final invoice protects you when the bill is higher than the customer expected.
Small Fees Go Unbilled
Diagnostic time, shop supplies, used oil and tire disposal, a mobile call-out. Each is small, but across a month they add up to real money. Giving each one its own line means it gets charged, and the customer sees it as a normal cost of the job.
How to Create an Auto Repair Invoice
Add Shop, Customer and Vehicle
Enter your shop name, logo and contact details, then the customer. Add year, make, model, VIN, plate and mileage in the notes, or as custom fields with a free account.
List Parts, Labor and Fees
Add each part with its part number and price, labor as hours at your shop rate, then the diagnostic, shop supplies and disposal fees. Mark labor not taxable if your state taxes parts only.
Sign, Download, Hand Over
Add your warranty terms and signature, then download the PDF to print at the counter or text to the customer yourself, or copy a share link.
Features for Auto Repair Billing
Auto Repair Invoicing Tips
Record the mileage on every invoice
The odometer reading ties the repair to a point in the vehicle's life. If a part fails under a '12 months / 12,000 miles' warranty, the invoice proves when and at what mileage it was installed.
Write the complaint, the cause and the fix
'Customer states grinding when braking. Found front pads worn to backing plate, rotors scored. Replaced front pads and rotors, road tested.' This turns the invoice into a service record the customer understands and the next technician can use.
List part numbers and say if parts are OEM or aftermarket
'Oil filter, OEM #15400-PLM-A02' or 'Alternator, remanufactured, #ALT-1187' tells the customer what went into the car, supports warranty claims with your supplier, and lets the customer compare prices fairly.
Put the warranty terms in writing
State what is covered and for how long, e.g. '12 months / 12,000 miles on parts and labor; excludes wear items and customer-supplied parts'. Put it in the terms so it prints on every invoice the same way.
Note the authorization on the final invoice
Add a line in the notes like 'Estimate of $612.40 approved by customer by phone, Mar 14, 10:20 am; additional $85 approved Mar 14, 2:05 pm'. If the bill is questioned later, the record of what was approved is right there.
Frequently Asked Questions
An auto repair invoice should include your shop name, address, phone and any registration number your state requires, the customer's name and contact details, the vehicle's year, make, model, VIN, license plate and odometer reading, the customer's complaint, each part with part number, quantity and price, labor hours at your shop rate, the diagnostic fee, shop supplies and disposal fees, tax, the total due, your parts and labor warranty, and a note of the customer's authorization for the work.
Put each part on its own line with the part number, quantity and unit price, e.g. 'Front brake rotor, #BR-5521 — 2 @ $68.50 = $137.00'. Put labor on its own lines as hours at your shop rate, e.g. 'Replace front pads and rotors — 1.8 hr @ $135 = $243.00'. In Invoita you can rename the Qty column to Hours. Customers can then see what the parts cost and how long the job took, which also helps when they compare against another shop's quote.
Without an account, add them in the notes at the top of the job, e.g. '2018 Honda Civic LX, VIN 2HGFC2F59JH512345, plate 7ABC123, odometer 84,212 mi'. With a free account you can add custom fields for VIN, plate and mileage so they print in the invoice header on every job. Recording mileage in and out also backs up any warranty claim later.
List the diagnostic fee as its own line, e.g. 'Check-engine diagnosis, code P0420 — $120'. If your policy is to credit it toward the repair when the customer approves the work, show that as a discount so the credit is visible. Shop supplies (rags, cleaners, small hardware) and fluid or tire disposal should also be separate lines with a fixed amount, e.g. 'Shop supplies — $18.50', rather than buried in the labor rate.
Many states require auto repair shops to give a written estimate and get the customer's authorization before starting work, and to get approval again if the cost goes up. Check your state's rules. In Invoita you can rename INVOICE to ESTIMATE, list the parts and labor you plan to do, and have the customer sign it. Then note the authorization (who approved, when, and how) on the final invoice.
Yes, completely free. Create unlimited repair invoices and estimates with your shop logo, parts and labor breakdowns and a warranty note, and download a clean PDF with no watermark and no signup. You download the PDF or copy a share link and give it to the customer yourself.
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No signup, no watermarks. Itemize parts and labor, record the vehicle, and download a clean PDF for the customer in minutes.