Mechanic Invoice Template
Auto repair invoices with parts, labor and vehicle details
Create a clear auto repair invoice: vehicle details, parts and labor listed separately, diagnostic and shop fees, and warranty terms your customer can see at a glance.
An auto repair invoice customers trust
Drivers are wary of repair bills they don't understand. An itemised invoice that separates parts from labor, shows the vehicle you worked on and explains any fees builds trust, reduces disputes and gives both of you a service record.
- Record make, model, VIN or registration and mileage
- List parts and labor as separate lines
- Add warranty terms and the customer's authorisation
Built for garages and mobile mechanics
What a repair invoice should show so it doubles as a service record.
Vehicle details
Make, model, year, VIN or registration and odometer reading, so the invoice is tied to the right vehicle.
Parts
Each part with its quantity and price, and whether it is new, used or remanufactured.
Labor time
Hours charged and the labor rate — whether you bill actual time or standard book time.
Diagnostic fees
Show diagnostic or inspection charges separately, and whether they are credited against the repair.
Warranty
State the warranty on parts and labor — for example, 12 months or 12,000 miles.
Authorisation
Record that the customer approved the work and the estimate, especially for additional repairs found during the job.
Mechanic invoice example
A front brake job on a 2018 sedan, with a diagnostic check.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic inspection | 1 | 95.00 | 95.00 |
| Labor: replace front brake pads and rotors (hours) | 2.5 | 120.00 | 300.00 |
| Parts: front brake pad and rotor kit (per side) | 2 | 68.00 | 136.00 |
| Shop supplies and disposal | 1 | 42.00 | 42.00 |
| Subtotal | 573.00 | ||
| Tax (8%) | 45.84 | ||
| Total due | 618.84 | ||
Some US states — California, for example — require auto repair invoices to list parts and labor separately and to show whether parts are new or used.
Example figures only — replace them with your own rates.
Create this invoiceWhat to include on a mechanic invoice
- Your shop name, address, contact details and any registration number
- Customer name and contact details
- Vehicle make, model, year, VIN or registration, and mileage
- Parts and labor listed separately, with the labor rate
- Diagnostic, shop supply or disposal fees, and tax
- Warranty terms and payment details
How mechanics price repairs
Book time (flat rate)
Labor charged using standard times from a labor guide, regardless of actual time taken.
Actual time
Labor charged for the hours actually worked, common for diagnostics and unusual jobs.
Fixed-price services
A set price for routine jobs like oil changes, tyre fitting or annual services.
Mechanic invoicing FAQs
What should an auto repair invoice include?
Your shop details, the customer, the vehicle (make, model, VIN or registration and mileage), each part and its price, labor hours and rate, any fees, tax, the total, and warranty terms.
Should parts and labor be listed separately?
Yes. It makes the invoice easier to understand and dispute-proof, and in some places — including California — it is a legal requirement for auto repair invoices.
Can I charge a diagnostic fee?
Yes, as long as the customer agreed to it beforehand. Show it as its own line and state whether it is credited if they go ahead with the repair.
What is a shop supplies fee?
A small charge covering consumables such as cleaners, lubricants and rags that are hard to itemise. Show it clearly and keep it reasonable.
How long should I keep repair invoices?
Keep copies for at least as long as your tax authority requires — often five to seven years — and for the length of any warranty you give.
Hand customers a clear repair invoice
Create an itemised mechanic invoice with vehicle details, parts and labor, then send it as a PDF before the car leaves the shop.