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Auto Repair Invoice Template
Car owners, and in some states regulators, expect a repair invoice to name the vehicle, every part and every labor operation. This auto repair invoice template does that, with the condition of each part spelled out.
Free, no signup. Reviewed by M. Humza.
Columbus, OH 43209
shop@example.com
(614) 555-0152
| Invoice no. | INV-1042 |
| Invoice date | 09/28/2026 |
| Terms | Due on receipt |
| Due date | On receipt |
Columbus, OH 43219
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front brake pads, new TPart number | 1 set | $68.50 | $68.50 |
| Front rotors, new TPart number | 2 ea | $54.00 | $108.00 |
| Labor: replace front pads and rotors T | 1.8 hr | $135.00 | $243.00 |
| Brake parts cleaner and caliper grease, new TPart number | 1 ea | $12.00 | $12.00 |
| Hazardous waste disposal: used brake fluid T | 1 ea | $5.00 | $5.00 |
Payment due at vehicle pickup.
Vehicle: year, make, model, VIN, odometer in and out. 12 months parts and labor warranty.
T = taxable item
| Subtotal | $436.50 |
| Sales tax (8%) | $34.92 |
| Total | $471.42 |
| Balance due | $471.42 |
Sample data. Names are invented and prices are placeholders to show the layout, not market rates.
How repair shops bill parts and labor
Repair shops bill labor by the hour, often from a flat-rate labor guide, plus each part supplied. Keeping parts and labor on separate lines is standard practice and required in some states, along with naming every part charged.
California, for example, requires auto repair invoices to list service work and parts separately, with a subtotal for each and the sales tax shown separately. The shop's registration number, name and address must match the Bureau of Automotive Repair's records.
Each part must be described as new, used, rebuilt or reconditioned, and each crash part as OEM or non-OEM aftermarket. A generic shop supplies or miscellaneous parts charge is not allowed. Check the rules in your state.
This generator prints one subtotal for all lines. Where your state requires separate parts and labor subtotals, add them in the notes, or use the Excel template and add a subtotal row for each.
Fields an auto repair invoice needs
- Vehicle. Year, make, model, VIN or plate, and odometer reading.
- Parts. Part number and condition for each: new, used, rebuilt or reconditioned. California also requires crash parts to be marked OEM or aftermarket.
- Labor operations. Each repair with its labor hours.
- Fees. Named for what they are, such as a disposal fee. California does not allow a generic shop supplies charge.
- Warranty. Parts and labor coverage, in the notes.
Closing out a repair order
- Record the vehicle. Year, make, model, VIN or plate, and the odometer in and out.
- One line per labor operation. "Replace front pads and rotors" with the hours from your labor guide.
- Each part with its number and condition. New, used, rebuilt or reconditioned, written into the description.
- Name every fee. A disposal fee is a disposal fee; skip the shop supplies catch-all if you work in California.
- Compare with the authorized estimate. In states such as California, going over it needs the customer's consent first.
Auto repair invoice example
A front brake job, each line priced by the generator's calculator.
| Line | Quantity and rate | Amount |
|---|---|---|
| Front brake pads, newPart numberTaxable | 1 set at $68.50 | $68.50 |
| Front rotors, newPart numberTaxable | 2 each at $54.00 | $108.00 |
| Labor: replace front pads and rotorsTaxable | 1.8 hr at $135.00 | $243.00 |
| Brake parts cleaner and caliper grease, newPart numberTaxable | 1 each at $12.00 | $12.00 |
| Hazardous waste disposal: used brake fluidTaxable | 1 each at $5.00 | $5.00 |
| Subtotal | $436.50 | |
| Sales tax, 8% of $436.50 (taxable lines only) | $34.92 | |
| Total, due on receipt | $471.42 | |
Each line in the sample is taxed at 8%, the Franklin County, Ohio rate because Ohio taxes vehicle repair services, labor as well as parts. Many states tax the parts only; mark the lines to suit yours.
Payment terms: Due on receipt
Due on receipt is standard because the customer pays when picking up the car. Fleet and commercial accounts sometimes run on monthly terms instead.
Auto repair invoice in Word and Excel
The Word and Excel files start with this brake job, each part already marked new.
- Auto repair invoice template for Word (.docx)
- Auto repair invoice template for Excel, with formulas (.xlsx)
- Blank printable invoice form (PDF)
- Fillable invoice form (PDF)
Blank copy in Google DocsBlank copy in Google Sheets
Authorization before, proof of payment after
Start with the auto repair estimate template to get the customer's written authorization before work begins. If they pay at pickup, an auto repair receipt is their proof of payment.
Sources
- California Business and Professions Code section 9884.8
- California Code of Regulations, title 16, section 3356 (invoice requirements)
- California Business and Professions Code section 9884.9
- California Business and Professions Code section 9884.10 (return of replaced parts)
- Ohio Revised Code section 5739.01, taxable sales and services