AvoAuto Repair Invoice Template (Free Fillable PDF)
An auto repair invoice is a legal document in most states: it has to show the vehicle, the parts installed with their prices, the labor charged and the customer's authorization. This template has all of it on one page without looking like a dealership form.
Free, fillable, US Letter. No email, no sign-up. It works for a one-bay shop, a mobile mechanic and a detailer. Parts and labor are separate blocks, and there is a line for shop supplies and environmental fees so they are disclosed, not hidden.
What the PDF looks like. The hints in the line table show the lines a auto repair shop typically bills; type over them.
Why auto repair invoices get paid late
Parts markup questioned
A part number and a unit price end the argument before it starts. “Brake pads — $140” invites a Google search; “Brake pads, Akebono ACT1089, $118.60” does not.
Labor hours vs book time
State the hours and the rate. If you bill flat-rate book time, say “book time” so the customer understands why 1.8 h is billed when the car was there two hours.
No written authorization
Many states let the customer refuse payment for work they did not authorize in writing. The authorization line at the bottom protects you.
What to include on a auto repair invoice
- Shop name, address, phone, state repair license or EPA numberRequired on invoices in California, Texas, New York and others.
- Customer and vehicle: year, make, model, plate, VIN, odometer in and outThe VIN and mileage are what the customer's insurer and the next shop will look for.
- Complaint / reason for visit“Grinding noise front, brake inspection requested”.
- Parts block: part number, description, qty, unit priceNote new, used or remanufactured where your state requires it.
- Labor block: operation, hours, rateBook time or actual time, stated.
- Shop supplies, environmental and disposal feesDisclosed as lines, usually a percentage of labor with a cap.
- Warranty on parts and labor“12 months / 12,000 miles on parts and labor” in one line.
- Authorization and signature lineEstimate authorized by, date, and the signature on pickup.
Example auto repair 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 |
|---|---|---|
| Front brake pads, Akebono ACT1089 | 1 set | $118.60 |
| Front rotors, Bosch 16010220 | 2 × $64.00 | $128.00 |
| Labor — replace front pads and rotors (book 1.8 h) | 1.8 h × $125.00 | $225.00 |
| Shop supplies (8% of labor, max $25) | 1 | $18.00 |
| Brake fluid flush | 1 | $89.00 |
| Total due | $578.60 | |
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 auto repair 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.
Questions
What has to be on an auto repair invoice by law?
Rules vary by state, but the common requirements are: shop identification and license number, vehicle identification including odometer, itemized parts with prices and whether they are new, used or rebuilt, labor charges, and a statement of warranty. California's Bureau of Automotive Repair and Texas DMV publish checklists; this template follows them.
Can I charge for shop supplies?
Yes, if it is disclosed as a line on the estimate and invoice. A percentage of labor with a dollar cap is standard; a flat “misc” charge with no explanation is what customers complain about.
How do I bill diagnostic time?
As its own labor line, with hours and rate, and say on the estimate whether it is waived if the customer approves the repair.
Do I need the customer's signature?
For the authorization, yes, in most states. On pickup a signature confirming the vehicle was returned is good practice. For a mobile mechanic, a text message approval with the estimate amount is usually accepted.
Is this template OK for a mobile mechanic?
Yes. Replace the shop address with your service area and add a travel charge line. Everything else, especially the VIN and the parts block, stays the same.