What’s on the mechanic invoice template
Extra fields on this template: Vehicle, VIN, Mileage in.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic: check engine lightScan codes P0301, P0302; inspect ignition | 1 | $125.00 | $125.00 |
| Labor: replace spark plugs and ignition coilsBook time 1.5 h at $140/h | 1.5 | $140.00 | $210.00 |
| Spark plug, iridium (new)Part no. [NGK 97506] | 4 | $12.50 | $50.00 |
| Ignition coil (new)Part no. [099700-115] | 2 | $68.00 | $136.00 |
| Shop supplies and disposal | 1 | $24.00 | $24.00 |
| Subtotal | $545.00 | ||
| Tax (7.25%) | $15.23 | ||
| Total | $560.23 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What to put on an auto repair invoice
- Vehicle details: year, make, model, VIN and odometer reading. They tie the invoice to the car, which matters for warranty claims and resale history.
- The customer’s complaint and what you found, in a line or two.
- Labor separately from parts. Show hours (flat-rate book time or actual) and your hourly rate, or a fixed price per job.
- Each part on its own line with its part number and whether it is new, used, rebuilt or reconditioned.
- Shop supplies and disposal fees as separate, clearly labelled lines.
- Tax. In many states parts are taxable and labor isn’t, so mark labor lines as untaxed.
- Warranty terms for parts and labor.
State rules for repair shops
Many states regulate auto repair invoices. California, for example, requires an itemized invoice that lists each part, states whether it is new, used, rebuilt or reconditioned, and shows the shop’s registration number, and it doesn’t allow charging more than the written estimate without the customer’s consent. Other states have similar rules. Check your state’s consumer or motor vehicle repair regulations and add any required statements to the notes.
Pricing tips
- Use book time for common jobs so customers see a consistent price, and actual time for diagnosis.
- Explain shop supplies (rags, cleaners, small hardware) as a percentage or flat fee; customers dislike unexplained charges.
- Get approval in writing before going over the estimate, and note the approval on the invoice.
Frequently asked questions
Should labor be taxed on a mechanic invoice?
It depends on the state. Many states tax parts but not repair labor; some tax both. In this template the labor lines are marked untaxed, so tax applies to parts only; change that if your state taxes labor.
What is a repair order number?
Many shops number the job when the car comes in (the repair order, or RO) and use the same number on the invoice. Use it as the invoice number.
Do I need to list part numbers?
It isn’t always required, but it helps with warranty claims and shows the customer exactly what was installed.