Free template · Excel · Invoices by trade
Free auto repair invoice template
A repair order invoice with the vehicle's details, each part and its number, labour by the job, and shop supplies and environmental fees on their own lines.
Auto repair invoice template
Excel workbook (.xlsx) · 22 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Labour | Front brakes: pads and rotors, inspect calipers (hours) | 1.6 | 145.00 | 232.00 | Y |
| Parts | Front brake pads, ceramic | 1 | 89.00 | 89.00 | Y |
| Parts | Front rotors | 2 | 112.00 | 224.00 | Y |
| Labour | Brake fluid flush (hours) | 0.6 | 145.00 | 87.00 | Y |
| Parts | DOT 4 brake fluid (L) | 1 | 18.00 | 18.00 | Y |
| Shop supplies | Cleaners, lubricants, disposal | 1 | 25.00 | 25.00 | Y |
| Subtotal | 675.00 | ||||
| GST | 33.75 | 5% | |||
| PST (British Columbia) | 47.25 | 7% | |||
| TOTAL | 756.00 |
Why an auto repair invoice needs its own layout
An auto repair invoice is also a service record. The customer keeps it for warranty claims and to show the next buyer, and you need it if the car comes back. That means the VIN, the mileage, and each part with enough detail to know what was installed.
This template has a vehicle block, lines for parts and labour by job, and shop supplies and fees. The example is a brake job in British Columbia, where PST applies to vehicle repairs as well as GST.
What to include on an auto repair invoice, and why
- VIN and odometer reading. Ties the work to the vehicle. Warranty claims and resale both rely on it.
- Each part, with whether it's new, used or rebuilt. Many states and provinces require it, and customers deserve to know.
- Labour by job. One labour line per job (brakes, fluid flush) makes the hours easy to check.
- Work recommended but declined. If the customer said no to a repair, writing it down protects you if it fails later.
- Your warranty. Months and kilometres or miles, on parts and labour.
How to price it
Book time
Most shops charge labour from a labour guide's standard time for the job, whatever the actual time. Say on the invoice that labour is billed by the guide.
Actual time
For diagnosis and unusual work, bill the actual hours.
Shop supplies
A small flat fee or a percentage of labour, capped. Show it as its own line so it doesn't look hidden.
Typical payment terms
- Due on pickup; the vehicle is released on payment
- Fleet and business accounts on Net 30
- Deposit on special-order parts
- Storage charges after a stated number of days, if posted and agreed
Whatever terms you use, put them on the invoice itself. A due date printed on the page is easier to enforce than one mentioned on the phone. See how to collect overdue invoices for what to do when a customer is late.
Sales tax, GST/HST and PST on auto repair work
United States
Parts are tangible goods, taxable in most states with sales tax. Repair labour is taxable in some states and not in others, often depending on whether it's stated separately on the invoice.
Tire and battery fees set by the state are often required on the invoice as their own line. Check your state's rules.
Canada
GST/HST applies to parts and labour once you're registered.
British Columbia charges PST on vehicle repairs (parts and labour), with some exemptions. Saskatchewan and Manitoba also charge provincial sales tax on many repair services. Check your province's bulletin.
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 invoice works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Invoice sheet opens filled in with the example in the preview: a British Columbia shop billing a brake job, invoice RO-50421 for an example customer. The lines come to a subtotal of $675.00 and a total of $756.00. Payment is due on completion. The figures are made up to show the layout; they are not market rates.
In British Columbia, GST applies to the whole invoice, and PST generally applies to repairs of vehicles, on parts and labour, unless an exemption applies.
The notes box reads: “Due on pickup. Rear pads at 4 mm: recommend replacing within 5,000 km (declined today). Parts and labour warranty: 12 months or 20,000 km.”
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 invoice.
| Line | Unit | Note |
|---|---|---|
| Labour | per hour (book time or actual) | Say which method you use. |
| Diagnostic | flat or per hour | Scan and test. |
| Parts | each | With part number; new, used or rebuilt. |
| Fluids | per litre or quart | Oil, coolant, brake fluid. |
| Shop supplies | flat or % of labour | Cleaners, rags, small hardware. |
| Environmental or disposal fee | flat | Tires, batteries, oil. |
| Tire mount and balance | per tire | Plus valve stems. |
| Core charge | each | Refunded when the old part is returned. |
| Towing | flat or per km/mile | If you arranged it. |
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable auto repair invoice, filled in with the example on this page: your details, bill-to, vehicle, 15 lines, two tax lines, deposit received and balance due. Fits one letter page. |
| 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 invoice. |
| Invoice log | One row per invoice: payments as they arrive, balance, status (Open, Overdue, Paid) and days overdue. |
| 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 invoice template (.xlsx)
Or send it from AcboBooks
Need one invoice today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your auto repair price list, turns estimates into invoices, 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)
Questions
Do I have to show parts and labour separately?
It's best practice everywhere and required in some places. It also matters for tax in states that tax parts but not labour.
Should the invoice say if a part is used or rebuilt?
Yes. Several states and provinces require it, and it heads off complaints.
How do I bill a core charge?
As its own line. When the customer returns the old part, refund it with a credit on the same or a later invoice.
Do I need an estimate before starting?
Often, yes. Some states and provinces require a written estimate and the customer's approval before work starts. See the auto repair estimate template.
Related
- Auto repair estimate template
- PST, QST and RST guide
- Markup and margin calculator
- How to set up sales tax
- Accounting software for auto repair shops
- General invoice 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.
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