Start free trial

Free tool

Auto repair invoice template

Fill in the parts, the labor and your tax rate. The invoice builds itself as you type. Download it as a PDF or print a blank copy to fill in by hand. No account, no email address, no watermark across the middle of it.

Your shop

Customer & vehicle

Line items

$120.00
$0.00

Your work saves in this browser only. Nothing you type here reaches our servers. “Download PDF” opens your browser’s print dialog. Pick Save as PDF as the destination.

Your shop name
Invoice
INV-1001
Invoice date
—
Customer
—
Vehicle
—
DescriptionTypeQty / HrsRateAmount
—Labor1$120.00$120.00
—Part1$0.00$0.00
Subtotal$120.00
Sales tax $0.00
Total due $120.00
Thank you for your business.

Doing this twenty times a week?

This page is fine for the occasional invoice. It is not fine as a system. Every time you use it you retype the customer, retype the vehicle, and look up what you charged them last time in a folder somewhere. MyAutoShopPro keeps the customer, the vehicle and the full service history, turns an approved estimate into an invoice without rekeying anything, and takes the card payment on the same screen.

See pricing How invoicing works →

What belongs on an auto repair invoice

A repair invoice does two jobs at once. It tells the customer what they are paying for, and it is the record you fall back on when something goes wrong nine months later. Both jobs need the same thing: detail. An invoice that says “brake work, $640” satisfies nobody. One that lists the pads, the rotors, the hardware kit, the hours and the rate answers the question before it gets asked.

Every automotive repair invoice should carry:

  • Shop identity. Name, address, phone, and your license or registration number if your state issues one.
  • Invoice number and date. Sequential, never reused.
  • Customer and vehicle. Name and contact, plus year, make, model, plate and the odometer reading at the time of service. Mileage is what makes a warranty claim provable later.
  • Itemized parts. Each part on its own line with quantity and price. Note anything that is used, reconditioned, or aftermarket rather than OEM. A number of states require this in writing.
  • Itemized labor. Hours and your hourly rate, kept separate from parts. Rolling them together is the single most common cause of a disputed bill.
  • Sales tax. Shown as its own line, at the rate that applies where the work was done.
  • The total, and what was actually paid against it.
  • Warranty terms. Even one line. “Parts and labor warranted 24 months / 24,000 miles” prevents most of the arguments that follow a repeat failure.

Car repair invoice vs. work order vs. estimate

These three documents get used interchangeably in conversation and they should not be. The estimate comes first: it is your quoted price, and in most states the customer has to approve it before a wrench moves. The work order is the internal document, meaning what the technician is actually assigned to do. The invoice comes last, and it bills for what was completed.

The gap between the estimate and the invoice is where shops get into trouble. If you quoted $400 and the invoice says $700, you need a record of the customer approving the difference before the extra work happened. A text message is fine. Nothing at all is not.

Using this free auto shop invoice template

Enter your shop details once and this page remembers them in your browser, so the next invoice starts with the header already filled in. Add a line for each part and each labor operation. Labor lines take hours and a rate; everything else takes a quantity and a unit price. Untick Tax on any line your state does not tax. Labor is the usual one.

When it looks right, Download invoice PDF opens your browser's print dialog. Choose “Save as PDF” as the destination to email it, or pick your printer to hand it over at the counter. Print blank copy gives you an empty ruled form with your header on it, for the shops that still write the ticket by hand and key it in later.

When a template stops being enough

A blank template is the right tool for a few invoices a month. Past that it starts costing you real time in ways that are easy to miss: retyping the same customer, hunting through a folder for what you charged for the same job last spring, and reconciling which invoices were actually paid.

That is the point where shops move to repair shop invoicing software. The customer and vehicle are already there, an approved estimate becomes an invoice without rekeying, the card payment settles against the invoice automatically, and the totals land in your reports without a spreadsheet in between.

Invoice FAQ

Auto repair invoice questions

Q1What has to be on an auto repair invoice?

Your shop name, address and phone; the date; an invoice number; the customer's name and contact; the vehicle (year, make, model, plate, and odometer reading); an itemized list of parts and labor with the price of each; the sales tax charged; and the total. Most states also expect labor and parts to be broken out separately rather than rolled into one 'repair' line, and several require the invoice to note whether any part used was reconditioned or used rather than new.

Q2Is this auto repair invoice template really free?

Yes. There is no account, no email address, and no watermark. Fill it in, save it as a PDF, and print it. We build shop management software and this page is how people find us. That is the whole arrangement.

Q3Does anything I type here get sent to you?

No. The form runs entirely in your browser. Your shop details, customer information and logo are saved to your own browser's local storage so the page remembers them next time, and none of it is transmitted to our servers.

Q4How do I save the invoice as a PDF?

Click Download invoice PDF. That opens your browser's print dialog. Change the destination to 'Save as PDF' and save. Chrome, Edge, Safari and Firefox all do this without any extra software.

Q5Should I charge sales tax on labor?

It depends on your state. Parts are taxable almost everywhere; labor is not. States like Florida and California generally do not tax repair labor, while Texas and New York tax it in specific circumstances. Set the tax rate field to whatever applies to you, and untick the Tax box on any line that should not be taxed. Confirm with your accountant or your state's department of revenue before you rely on it.

Q6How do I number my invoices?

Any sequence works as long as it never repeats and never skips backwards. Most shops start at 1001 and count up. Sequential numbering is what makes an invoice traceable in an audit, so avoid restarting the count each month or each year.

Q7What is the difference between an invoice and an estimate?

An estimate is your quoted price before the work is done, and in most states the customer has to authorize it before you can begin. An invoice is the bill for work already completed. If the final cost went above what the customer authorized, the invoice needs to reflect a documented approval for the difference. Use the free estimate template for the first one and this page for the second.

Q8How long should I keep copies of repair invoices?

Three to seven years is the usual guidance, driven by your state's record-keeping rules and the IRS retention window for business records. Warranty claims are the practical reason to keep them longer: if a part you installed fails in eighteen months, the invoice is what proves when it went in and at what mileage.

Free tools

More free shop tools