AvoAuto Body Repair Invoice Template (Free Fillable PDF)
Collision repair invoices are read against an insurance estimate line by line: labor hours per operation, parts with their type (OEM, aftermarket, used), paint and materials by the hour, and sublet work like alignment or glass. The customer sees only the deductible and wants to know why it is not the whole bill. This template has the claim fields, the labor categories body shops use, and a clear split between what the insurer pays and what the customer owes.
Free, fillable, US Letter. No email, no sign-up. Fill in your shop, registration number and labor rates once. For each job change the vehicle, the claim and the lines.
What the PDF looks like. The hints in the line table show the lines a body shop typically bills; type over them.
Why auto body invoices get paid late
Invoice does not match the approved estimate
Insurers pay by the estimate's lines and hours. Extra work goes on a supplement, approved before it is billed, and the invoice references the supplement number.
Parts type not stated
Customers and insurers both need to see OEM vs aftermarket vs used, and several states require the disclosure on the invoice.
Deductible confusion
Show the total repair, the insurance payment or amount due from the insurer, and the deductible due from the customer, as three visible numbers.
What to include on a auto body invoice
- Shop name, address, contact and repair shop registration numberRequired in most states; verified by insurers.
- Customer name and contact; insurer, claim number and adjuster if a claimThe claim number drives payment.
- Vehicle: year, make, model, VIN, plate, mileage in and outRequired on repair invoices in many states.
- Body labor by operation and hours“Replace right front fender, 2.4 h”, “Repair right front door, 3.1 h”, at the body rate.
- Paint labor and paint and materialsRefinish hours by panel; paint and materials at the per-hour materials rate.
- Parts with type and part numberOEM, aftermarket (CAPA), used or reconditioned, stated per part.
- Sublet: alignment, glass, ADAS calibration, towingAt cost plus markup if your state allows, as separate lines.
- Supplements, deductible, insurance payment and balanceSupplement numbers referenced; three-number split at the bottom.
Example auto body invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Body labor: replace RF fender, repair RF door, blend hood | 6.8 h × $68.00 | $462.40 |
| Refinish labor: fender, door, hood blend | 5.2 h × $68.00 | $353.60 |
| Paint and materials | 5.2 h × $42.00 | $218.40 |
| Parts: RF fender, OEM (PN 53801-0E090); RF door moulding, aftermarket CAPA | 2 items | $486.20 |
| Insurance payment received (claim 2026-44812) | −$1,020.60 | |
| Total due | $500.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each body shop job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
Why does the body shop invoice show more than my deductible?
The invoice lists the whole repair, then the insurance payment and the deductible, so you can see all three. You pay the deductible and anything the insurer declined; the shop bills the carrier for the rest.
What is a supplement on a collision invoice?
Additional damage found after teardown, written up as a supplement to the original estimate and approved by the insurer before the work is billed. The invoice references the supplement number next to those lines.
Do body shops have to say whether parts are OEM or aftermarket?
In most states, yes, on the estimate and the invoice, and the customer must consent to non-OEM parts on many policies. Mark each part's type and keep the part numbers.
How are paint and materials billed?
Usually as a rate per refinish hour (the industry convention), shown as its own line next to the paint labor. Some shops bill actual materials from an invoicing system; either way it is separate from labor.
What warranty goes on a body shop invoice?
Lifetime workmanship for as long as the customer owns the vehicle is the common standard, with a stated term on paint finish. Insurer direct-repair programs often require it; print it in the terms.