Create invoice

Free Mechanic Invoice Template

The vehicle at the top, parts and labor itemized separately, and shop fees where the customer can see them. Laid out like a repair order, and free to fill in and download as a PDF.

Delgado Auto Repair

2215 East Apache Boulevard Tempe, AZ 85281

service@delgadoauto.com
(480) 555-0158
delgadoauto.com

Invoice

Invoice no.
RO-10583
Issue date
Oct 1, 2026
Due date
Oct 1, 2026
Terms
Due on receipt

Billed to

Kevin Marsh

918 West 5th Street Tempe, AZ 85281

kmarsh@example.com

Vehicle

2019 Honda CR-V EX · VIN 5J6RW2H5XKL004417 · 68,412 miles

Amount due

$608.45

Due on receipt

Description Qty / hrsUnit price Amount
Parts
Front brake pads, ceramic 1$89.95 $89.95
Front brake rotors 2$74.50 $149.00
Parts subtotal$238.95
Labor
Front brake service, pads and rotors 1.8$135.00 $243.00
Brake fluid flush 0.8$135.00 $108.00
Labor subtotal$351.00
Shop fees
Shop supplies and disposal 1$18.50 $18.50
Subtotal
$608.45
Total USD
$608.45

Payment

Card, cash or check at collection.

Notes

Parts carry a 12-month / 12,000-mile warranty. Old parts available on request.

Delgado Auto RepairInvoice RO-10583
Example

Delgado Auto Repair invoicing Kevin Marsh. Your own details replace these as you type.

Who it is for

An auto repair invoice is a record as much as a bill. The customer keeps it for the warranty, the next owner may ask for it, and a dispute about a repair usually comes down to what the invoice says was done.

This template names the vehicle, VIN and mileage in their own box, then lists parts, labor and shop fees in separate subtotalled sections. Labor is billed in hours at your shop rate, so a 1.8-hour brake job reads as exactly that.

Several states have auto repair rules that ask for exactly this separation. California, for example, requires service work and parts to be listed and subtotalled separately, and used or rebuilt parts to be identified as such. Check the rules where you work.

What to include

What to put on a mechanic invoice

Vehicle
Year, make, model and trim, the VIN and the odometer reading at drop-off, in the Vehicle field: “2019 Honda CR-V EX · VIN 5J6RW2H5XKL004417 · 68,412 miles”.
Repair order number
Use your RO numbering as the invoice number (RO-10583) so the invoice, the work order and the customer’s call all refer to the same job.
Parts
Each part with quantity and price, and whether it is new, used, rebuilt or aftermarket where that matters to the customer or the law.
Labor
Each operation with hours at your shop rate: “Front brake service, pads and rotors, 1.8 hrs at $135”.
Shop fees
Shop supplies and disposal fees on their own line, so they don’t look hidden in the parts.
Warranty
Your parts and labor warranty (for example 12 months or 12,000 miles), in the notes.
Payment
How you take payment at collection: card, cash or check.

How to fill it in

From this page to a PDF.

  1. 01

    Open the example

    Customize this invoice opens a brake job in the generator, set out as parts, labor and shop fees.

  2. 02

    Enter the vehicle

    Replace the customer and put the vehicle, VIN and mileage in the Vehicle field. Use your repair order number as the invoice number.

  3. 03

    Parts, labor, fees

    Add each part and each labor operation, choosing the section for every line. Hours can be decimals: 0.8, 1.5.

  4. 04

    Print or send

    Print it for the customer at collection, or download the PDF and email it with the vehicle in the subject line.

Customize this invoice

Questions

What should an auto repair invoice include?

Your shop’s name and contact details, the customer, the vehicle (year, make, model, VIN, mileage), each part with its price, each labor operation with its hours and rate, any shop fees, the total and your warranty. Some states require more, such as identifying used or rebuilt parts.

Can I charge tax on parts only?

Folio applies one tax rate to the whole invoice. Where only parts are taxable, you can work out the tax on parts with the sales tax calculator and add it as a line, or ask your accountant how they prefer it shown.

How do I show labor hours?

Enter the hours as the quantity and your shop rate as the price. The Qty / hrs column accepts decimals, so 1.8 hours at $135 is calculated as $243.

Is this the same as an estimate?

No. An estimate is what you expect the repair to cost before you start; the invoice is what the work actually cost. If the final figure differs from the estimate, the invoice is where the customer sees why.

Related templates

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Guides & tools

Guides and tools for this invoice.

  1. GuideWhat to put on an invoiceThe ten things every invoice needs, the extras that some clients and tax rules require, and what to leave off.
  2. GuideInvoice vs receiptAn invoice asks for payment; a receipt confirms it has been made. When to send each, what each contains, and when one document can do both jobs.
  3. GuideHow to number invoicesThe two rules every numbering system follows, five formats that work, and what to do when an invoice is cancelled or a year ends.
  4. ToolSales tax calculatorAdd sales tax to a price, or take it out of a tax-inclusive total, at the rate you enter.

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Your mechanic invoice, in three minutes.

Open the example in the generator, put in your own details and download the PDF. Your business details are remembered for next time.

Customize this invoice