Identify the customer and vehicle
Record the customer, repair-order number, VIN, year, make, model, plate, odometer, and service dates required for the repair record.
Built for repair shops and mechanics · Free · No sign-up
Free Auto Repair Invoice Generator
Create an itemized repair invoice with vehicle details, separate labor, parts, and shop charges, then apply tax or prior payments and download a private PDF.
Your customer and vehicle data stays on this device and is never uploaded.
Amount
subtotal:
Subtotal
Repair total
Amount Due
Repair documentation and tax rules vary by jurisdiction. Confirm local estimate, authorization, parts, warranty, and invoice requirements.
Auto repair billing guide
How to create an auto repair invoice
A useful repair invoice identifies the vehicle and repair order, separates completed labor from installed parts, and records the final authorized charges and payment balance.
Separate labor and parts
List diagnostic and repair labor with hours and rates, then identify each part, its condition or specification, quantity, and unit price.
Record other authorized charges
Itemize shop supplies, disposal, towing, sublet work, or other charges, then show tax, discounts, prior payments, and warranty notes.
Auto repair invoice checklist
- Repair shop and customer names, addresses, and contact details
- Invoice number, issue date, due date, and repair-order reference
- VIN, year, make, model, plate, odometer, and service dates
- Itemized diagnostic and repair labor with hours and rates
- Part names or numbers, condition or specification, quantities, and prices
- Shop supplies, fees, additional authorized work, warranties, tax, payments, and amount due
Auto repair invoice vs. estimate vs. work order
These documents serve different stages of the repair and may have jurisdiction-specific requirements.
| Document | What it does | When to use it |
|---|---|---|
| Estimate | Describes anticipated parts, labor, and cost before work | Before repair work begins or when local rules require it |
| Work order / authorization | Records requested and approved work and later changes | During diagnosis and repair |
| Final invoice | Itemizes completed work, installed parts, final charges, and payments | When the vehicle is returned and payment is due |
Worked example
Auto repair invoice example
For front brake service on a 2021 Honda Accord, the shop can separate labor, parts, and shop supplies while showing a prior payment.
Inspection and front brake replacement
2.5 hours × $120
Front brake pad set
1 × $95
Front brake rotors
2 × $130
Shop supplies and disposal
1 × $25
Auto repair invoice FAQs
What should an auto repair invoice include?
Include shop and customer details, the repair order and invoice number, vehicle and odometer information, service dates, separately itemized labor and parts, other authorized charges, tax, warranties, payments, and the balance due. Local requirements vary.
Should parts and labor be listed separately?
Yes. Separate sections make hours, labor rates, part quantities, prices, and tax treatment easier to verify. They also help preserve a useful service record.
Should an invoice include the VIN and odometer reading?
They are commonly included because they identify the vehicle and its mileage at service, and some jurisdictions require them. Confirm the fields required where the shop operates.
How do I identify new, used, rebuilt, or aftermarket parts?
Name the part and describe its condition or source—such as new OEM, new aftermarket, used, rebuilt, or reconditioned—in the part description. Include a part number when useful or required.
What is the difference between an auto repair invoice and estimate?
An estimate describes anticipated work and cost before repairs. A final invoice records the work actually completed, parts installed, final charges, tax, and payments. An invoice does not replace a required estimate or authorization.
How should additional authorized work appear?
Add the extra labor, parts, or charges as separate lines and include the authorization reference in the repair details or notes. Keep the underlying approval record when required.
How do I show warranty or no-charge repairs?
Use a clearly labeled zero-price line or notes to identify the warranty or no-charge work, the covered part or labor, and any applicable warranty reference or limits.
Are auto parts and labor subject to sales tax?
Tax treatment varies by jurisdiction and charge type. This tool lets you choose which sections are taxable and apply one rate; confirm the correct treatment for parts, labor, supplies, and other charges.
Can this invoice serve as the complete repair record?
It records final charges, but it may not replace estimates, diagnostic reports, customer authorizations, parts-return notices, warranty documents, or retention records required by local rules.
Is my customer and vehicle information uploaded to a server?
No. The draft is stored locally in this browser, and the PDF is created on your device. No account is required.