Free template · Excel · Estimates by trade
Free auto repair estimate template
A written repair estimate with the vehicle's details, parts and labour for each job, and the customer's authorisation, which several states and provinces require before work starts.
Auto repair estimate template
Excel workbook (.xlsx) · 20 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Diagnostic | Cooling system pressure test and inspection (hours) | 0.8 | 145.00 | 116.00 | Y |
| Labour | Replace water pump and thermostat (hours) | 2.9 | 145.00 | 420.50 | Y |
| Parts | Water pump, new, with gasket | 1 | 214.00 | 214.00 | Y |
| Parts | Thermostat and housing | 1 | 86.00 | 86.00 | Y |
| Parts | Coolant, OE type (L) | 6 | 14.00 | 84.00 | Y |
| Shop supplies | Cleaners and disposal | 1 | 20.00 | 20.00 | Y |
| Subtotal | 940.50 | ||||
| GST | 47.03 | 5% | |||
| PST (British Columbia) | 65.83 | 7% | |||
| ESTIMATE TOTAL | 1,053.36 |
Why an auto repair estimate needs its own layout
In auto repair, the estimate isn't just a sales document. Some states and provinces require a written estimate, and the customer's authorisation, before work starts. California's Automotive Repair Act requires a written estimate and the customer's consent to the work; Ontario requires shops to offer a written estimate and generally caps the final bill at 10% above it.
This template has a vehicle block, parts and labour grouped by job, and authorisation lines for the customer's signature. The example is a cooling-system repair in British Columbia, with GST and PST.
What to include on an auto repair estimate, and why
- A written estimate before work. Required in some places and wise everywhere. It's what the customer is authorising.
- Customer authorisation. A signature, or a written note of verbal approval with the date and time. Ontario requires a written record if approval is verbal.
- New, used or rebuilt parts. Customers have a right to know, and some jurisdictions require it.
- How you'll handle extra work. Say you'll call for approval before going over the estimate. It's the law in some places and builds trust everywhere.
- Diagnostic charge. If the customer declines the repair, say whether the diagnostic is still charged.
How to price it
Book time labour
Price labour from a labour guide's standard time for each job, so the estimate matches the invoice.
Parts by grade
Offer OE and aftermarket parts at different prices where it makes sense, each stated.
Diagnostic first
For problems you can't see, estimate the diagnostic first, then give a repair estimate once you know.
Deposits and payment terms
- Diagnostic charged whether or not the repair goes ahead, if agreed
- Approval needed before work beyond the estimate
- Payment on pickup
- Estimate valid for a stated number of days
Put the deposit and payment schedule on the estimate itself, so the customer signs up to them and they carry straight onto the invoice. For how to record a deposit you take up front, see customer deposits and retainers.
Sales tax, GST/HST and PST on auto repair work
United States
Parts are taxable goods in most states with sales tax; labour is taxable in some states and not others.
Several states regulate repair estimates. California, for example, requires a written estimate and the customer's authorisation before work. Check your state's consumer rules for auto repair.
Canada
GST/HST applies to parts and labour once you're registered. British Columbia charges PST on vehicle repairs; Saskatchewan and Manitoba also tax many repair services.
In Ontario, a shop must offer a written estimate before work and generally can't charge more than 10% above it; verbal approvals must be recorded in writing.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one estimate works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Estimate sheet opens filled in with the example in the preview: a British Columbia shop estimating a cooling system repair, estimate EST-50388 for an example customer. The lines come to a subtotal of $940.50 and a total of $1,053.36. The price holds for 7 days. The figures are made up to show the layout; they are not market rates.
In British Columbia, GST applies to parts and labour, and PST generally applies to vehicle repairs on parts and labour as well.
The notes box reads: “We will contact you for approval before any work or charges beyond this estimate. Parts are new unless stated. Estimate valid 7 days. Customer authorises the work listed above.”
Lines on the price list sheet
The Price list sheet starts with the lines auto repair businesses usually charge for. Add your rates once and copy them onto each estimate.
| Line | Unit | Note |
|---|---|---|
| Diagnostic | flat or per hour | Charged even if the repair is declined, if agreed. |
| Labour | per hour (book time) | By job. |
| Parts | each | New, used, rebuilt or aftermarket stated. |
| Fluids | per litre or quart | |
| Shop supplies | flat or % | |
| Environmental fees | flat | Tires, batteries, oil. |
| Towing | flat | |
| Storage | per day | After a stated period. |
What's in the file
| Sheet | What it holds |
|---|---|
| Estimate | The printable auto repair estimate, filled in with the example on this page: your details, the customer, vehicle, 15 lines, two tax lines, deposit required, scope and terms, and signature lines. |
| Price list | The lines auto repair businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each estimate. |
| Estimate log | One row per estimate: status (Pending, Accepted, Declined, Expired), the invoice number once billed, a follow-up date and your win rate. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the auto repair estimate template (.xlsx)
Or send it from AcboBooks
Need one estimate today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your auto repair price list, turns an accepted estimate into the invoice (see estimate software), tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
- Government of British Columbia: provincial sales tax (PST)
- California Bureau of Automotive Repair: consumer information
- Ontario: car repair shops, your rights
Questions
Do I have to give a written estimate?
In some places, yes. California requires one before work; Ontario requires you to offer one. Even where it isn't required, it prevents most disputes.
What if the job costs more than the estimate?
Stop and get the customer's approval for the extra before continuing. Record it in writing with the date and time, and update the estimate.
Can I charge for a diagnostic if the customer declines the repair?
Yes, if you told them up front. Put it on the estimate as its own line.
How do I turn the estimate into an invoice?
Copy the approved lines onto the invoice, add any approved extras, and keep the signed estimate with the repair order.
Related
- Auto repair invoice template
- PST, QST and RST guide
- Estimate (glossary)
- How to set up sales tax
- Accounting software for auto repair shops
- General estimate and quote template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
AcboBooks
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