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Free Auto Repair Invoice Generator. Just Your Email.

Diagnostic, brakes, oil change, parts and labor are already on the invoice. Fill in prices and the customer, then download the PDF.

Auto Repair invoicing

What belongs on an auto repair invoice

A shop invoice gets read long after the car leaves the lot: by the customer comparing it to the estimate, by a warranty administrator, sometimes by a state consumer office. Build it so each of them finds the answer without calling you.

Bill labor by book time, parts by the piece

Enter labor as a quantity of hours from your labor guide at your posted door rate, so “Labor (book hours) × 2.4” matches the estimate the customer signed. List each part on its own line with the brand and part number in the details field; a customer who later buys rotors elsewhere can see exactly what came off the shelf. If the diagnostic fee is credited toward the repair, say so on that line.

Put the car on the invoice, not just the customer

Two Camrys in the same family look identical on paper. Type the year, make, model, 17-digit VIN, plate and odometer reading into the notes to client, or into the details of the diagnostic line, so the PDF ties every charge to one vehicle.

Match the invoice to the authorized estimate

Repair-shop rules differ from state to state. Many require a written estimate and the customer’s go-ahead before work starts, plus fresh approval when the price climbs past a set amount. Look up your state’s rules. When a job grows, write down who approved the extra work, when and how (“Approved by phone, 3:40 pm”) so the final total never surprises anyone.

Name the shop supplies charge

Rags, brake cleaner and disposal of used oil are real costs. If you recover them, bill a separate “Shop supplies” line, often a small percentage of labor with a cap, instead of quietly raising the parts prices.

Spell out the warranty

Write the coverage into terms and conditions, for example “12 months / 12,000 miles, parts and labor, this shop”. Say what voids it and whether a comeback has to return to you.

Prefer a Word or Excel file? Get the free auto repair invoice templates. Billing for other work? Use the free invoice generator.

Preview & download

Preview, then download

Hit Preview & Style to open a full-page, print-ready preview of your invoice. Switch the template style and brand color and watch the whole invoice retheme instantly — pick the look that fits your business, then download.

Invoice preview shown in the Bold Branded template style — The same invoice restyled — Bold Branded.

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Works on any device — build and send from your phone on the job site or from your desk.

FAQ

Frequently Asked Questions

Quick answers on auto repair invoicing and the generator.

Where do I put the VIN and mileage?

The generator has no separate vehicle block, so type the year, make, model, VIN, plate and odometer reading into the notes to client or the details of your first line. Both print on the PDF.

How do I bill book-hour labor?

Use one labor line, set the quantity to the hours your labor guide lists (for example 1.8), and set the price to your hourly shop rate. The line total works itself out.

Do I need a signed estimate before starting a repair?

It depends on your state. Many states require a written estimate and customer authorization before work begins, and approval again if the cost goes over the estimate by a set amount. Check your state’s auto repair or consumer protection rules and note any added approvals on the invoice.

Can I charge a shop supplies fee?

Most shops can, as long as it is disclosed. Some states limit how it is calculated or require it on the estimate. Bill it as its own line so the customer can see it rather than finding it folded into parts.

What should the warranty section say?

The term in months and miles, whether it covers parts, labor or both, who honors it, and what voids it (such as customer-supplied parts or racing use). Put it in terms and conditions so it prints on the invoice.

What happens to sample lines I don’t use?

Any sample line still at $0 and unedited is dropped when you download, so you can ignore the ones that don’t fit this job. Rename or delete the rest as you like.

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