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Free Auto Repair Invoice Template

Auto repair invoices — sometimes called repair orders — must clearly separate labour from parts and fluids, because these attract different tax treatment in many jurisdictions and because clients (and insurers) want to see exactly what work was performed and what was fitted.

Quick-fill by industry

Accent Color

Your Business

Bill To (Client)

Invoice Details

%

Line Items

Item 1
$100.00
Item 2
$100.00
Item 3
$100.00
Item 4
$100.00
Item 5
$100.00

Payment Terms

Due on collection of vehicle

Country-Specific Versions

🇺🇸 United States (USD) →🇬🇧 United Kingdom (GBP) →🇨🇦 Canada (CAD) →🇦🇺 Australia (AUD) →

About Auto Repair Invoicing

Auto repair invoices — sometimes called repair orders — must clearly separate labour from parts and fluids, because these attract different tax treatment in many jurisdictions and because clients (and insurers) want to see exactly what work was performed and what was fitted. A detailed repair invoice also serves as a service record that adds value to the vehicle. Shops billing insurance companies must follow the insurer's approved labour rates and parts sourcing requirements, which should be noted on the invoice.

Frequently Asked Questions

Should labour and parts be listed separately on an auto repair invoice?
Always. Labour and parts are taxed differently in many US states (labour is often tax-exempt while parts are subject to sales tax). Even where tax treatment is identical, clients and insurers expect to see the breakdown. A combined 'repair charge' is a red flag for insurance assessors and makes disputes harder to resolve.
How should auto repair shops handle warranty-covered work on invoices?
If work is covered by manufacturer warranty, show the full labour and parts costs on the invoice and then apply a 100% warranty credit so the client sees the value of the coverage. This protects you when reclaiming from the manufacturer and gives the client a clear record of what was done.
What should auto repair shops do when the final cost exceeds the estimate?
Most jurisdictions require shops to obtain authorisation from the customer before exceeding an agreed estimate by more than a set percentage (commonly 10%). Document any authorisation in writing or via text/email. On the invoice, reference the original estimate number and clearly note that the additional work was authorised on a specific date.
Do auto repair shops charge sales tax on parts and labour?
In the US, most states tax auto parts but not labour, though some (e.g. Hawaii, New Mexico) tax both. Always check your specific state's rules. In the UK, both labour and parts are subject to 20% VAT for VAT-registered businesses. In Australia, both are subject to 10% GST.

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