Auto repair invoice template (parts & labor)

An auto repair invoice is more than a bill. It's a record of what was done to a specific vehicle, which parts went in, and what warranty applies. Customers look at it closely, and in some states the law says what it must contain.

This free template gives you room for vehicle details, itemized parts and labor, shop fees and warranty terms. Fill it in online, download the PDF, and add a QR code so customers can pay at pickup.

What to include on an auto repair invoice

• Your shop details: name, address, phone and any state registration or license number.
• Customer name, phone and address.
• Invoice number and date, plus the repair order or estimate number (use the PO number field).
• Vehicle: year, make, model, VIN, license plate and odometer reading in.
• Customer concern and diagnosis, in a sentence or two.
• Parts, each with a part description, quantity and price, noting whether each is new, used or rebuilt.
• Labor, with hours and your labor rate.
• Shop supplies, disposal and other fees, each on its own line.
• Warranty terms and how to pay.

Put the vehicle details at the top of Notes, or in the first line's description, so they appear on the PDF.

Example line items

Description	Qty	Rate
Diagnostic — brake noise, road test and inspection	1	$120.00
Front brake pads, ceramic (new)	1 set	$89.99
Front brake rotors (new)	2	$74.50
Labor — replace front pads and rotors	1.8 hrs	$140.00
Brake fluid flush, DOT 3	1	$119.00
Shop supplies	1	$18.50

Many shops bill labor by published "book" hours for each job rather than the time on the clock. Whichever you use, show the hours and the rate so the customer can see how the labor charge was worked out.

Estimates and state rules

Several states have consumer protection rules for auto repair. California is the best-known example: under its Automotive Repair Act, overseen by the Bureau of Automotive Repair, shops must give a written estimate and get the customer's authorization before starting work, and the final invoice must itemize parts and labor and say whether any parts are used, rebuilt or reconditioned.

Other states have their own requirements for written estimates, authorization for work over the estimate, or returning replaced parts on request. Check your state's rules — often from the attorney general or a consumer affairs agency — and follow them on every job. When a job grows beyond the estimate, note the customer's approval (who, when and how) on the invoice.

Shop supplies, cores and fees

• Shop supplies cover rags, cleaners and small hardware. Show them as a separate line, and tell customers about the charge on the estimate.
• Core charges are refundable deposits on parts like batteries, alternators and starters. List the core charge on its own line, and credit it when the customer returns the old part.
• Disposal fees for tires, oil or batteries go on their own line. Some states set specific fees on tires or batteries, so charge them the way your state requires.

Warranty notes

State the warranty on parts and labor in Notes — for example "Parts and labor warranted for 12 months or 12,000 miles, whichever comes first." Say what the warranty doesn't cover, and whether it applies only at your shop. Clear warranty terms prevent arguments months later.

Payment terms

Most customers pay when they pick up the vehicle. Fleet and commercial accounts may pay on Net 30 terms and need a PO number on each invoice — see Net 30 explained. Add a payment QR code or Zelle details so customers can pay on the spot.

Sales tax on auto repair

Sales tax on repairs varies by state:

• North Carolina taxes repair, maintenance and installation services, so tax applies to the whole repair, labor included (see our North Carolina guide).
• New York taxes maintaining and repairing tangible personal property (see our New York guide).
• Illinois doesn't tax the service itself, but tax applies to parts transferred as part of the repair (see our Illinois guide).

Parts are taxable in most states that have a sales tax. Keep parts, labor and fees on separate lines, tick Tax on the lines your state taxes, and split the rate into state and local parts.

Common mistakes on auto repair invoices

• Missing VIN or odometer reading, which weakens warranty claims.
• Parts and labor combined into one price.
• Charging more than the approved estimate without recorded authorization.
• Not saying whether parts are new, used or rebuilt.
• Core charges not credited after the customer returns the old part.

Checklist

• ✅ Year, make, model, VIN and odometer on every invoice
• ✅ Parts and labor itemized, with part condition noted
• ✅ Labor hours and rate shown
• ✅ Customer authorization recorded for extra work
• ✅ Warranty terms in Notes
• ✅ Sales tax checked for parts and labor in your state