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Free Auto Repair Invoice Template

Short answer

An auto repair invoice shows the vehicle, the approved work, each part fitted with its price, labour hours, fees, tax, the warranty and the total due.

The auto repair invoice is the customer's record of what was done to their car, and often the document they show at their next service, when they sell the car or if a part fails under warranty. It should match the approved estimate, list every part fitted and the labour for each job, and note the mileage and date. Any work added during the repair should appear with a note of when the customer approved it, so the total never comes as a shock at the counter.

Sample auto repair invoice

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Hillcrest Auto Works

[Street address, city]
[Phone] · [Email]

Invoice

Number
INV-1042
Date
Oct 24, 2026
Due date
On completion
Reference
Quote Q-1042

Bill to

Gabriel Ferreira

[Client address]

Job

2017 Honda Civic: front brakes and noise on braking

Example prices: replace with your own

DescriptionQtyAmount
Diagnostic inspection and road test1 job× $95.00$95.00
Front brake pads, ceramic (parts)1 set× $68.00$68.00
Front brake rotors (parts)2 each× $74.00$148.00
Replace front pads and rotors (labour)1.8 hour× $120.00$216.00
Brake fluid flush (parts and labour)1 service× $89.00$89.00
Clean and lubricate caliper slide pins2 each× $18.00$36.00
Shop supplies and disposal of old parts and fluid1 job× $22.00$22.00
Subtotal
$674.00
Tax (example rate 7%)
$47.18
Total
$721.18

Payment due on completion. Pay by card: [payment link] · Bank transfer: [account details]

  • Parts and labour warranted for 12 months or 12,000 miles, whichever comes first.
  • Advisory: rear tyres at 3mm, recommend replacing within the next few months.
  • Old pads and rotors returned to the customer as requested.
Fill it in online — free

What to include in an auto repair invoice

  • Vehicle details and mileage

    Make, model, registration or VIN and mileage at the time of repair. It ties the invoice to the car for warranty claims and service history.

  • Work performed

    Describe each repair as completed, in plain language, matching the approved estimate.

  • Parts fitted

    List each part with part number or brand, whether it is new, aftermarket or remanufactured, the quantity and price.

  • Labour by job

    Show the labour time and rate for each repair, so the customer can compare it with the estimate.

  • Additional approved work

    Anything added during the repair goes on its own line with the date and how it was approved.

  • Warranty and advisories

    State the warranty on parts and labour, and list recommended work that the customer declined, so there is a record they were told.

How to write an auto repair invoice, step by step

  1. Start from the approved estimate

    Use the estimate lines and update parts and labour to what was actually fitted and worked.

  2. Add approved extras

    Add any extra work with its approval date and method, such as by phone or by message.

  3. Record mileage and parts details

    Enter the mileage and part numbers or brands for every part fitted.

  4. Write warranty and advisories

    Note the warranty terms and any declined recommendations with their urgency.

  5. Invoice before collection

    Have the invoice ready when the customer comes to collect, so they can review it, pay and leave without waiting.

Payment terms and getting paid

Payment on collection is the norm for retail customers, and it is reasonable to release the car once the invoice is paid. For fleet and business accounts, agree a monthly statement or a fixed term in advance and keep their purchase order numbers on each invoice.

Card payment from a link or a code at the counter makes collection quick. For larger repairs, letting the customer see the invoice before they arrive avoids a long conversation at pick-up, and gives them time to ask about any line they do not recognise.

Frequently asked questions

What should an auto repair invoice include?
Vehicle details and mileage, the work performed, each part with its type and price, labour time and rate, fees, tax, the total, warranty terms and any recommended work the customer declined.
Can the invoice be higher than the estimate?
Only for extra work the customer approved. Show it on its own line with when it was approved. Rules on how far an invoice may exceed an estimate without approval vary by place, so check the ones where you work.
Should I record declined repairs on the invoice?
Yes. Listing recommended work the customer chose not to do, with how urgent it is, gives both of you a record that they were advised and helps them plan the next visit.

More templates and guides

Pricing a new job? Start with the matching quoteFree Auto Repair Quote Template

Templates for related trades

Further reading

Send it as a branded invoice your client pays by card

i-quote sends the invoice in your brand with a Pay button, card payments go to your own Stripe account, and automatic reminders go out before and after the due date. The Free plan includes 3 invoices and 3 quotes a month.

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