Car Repair EstimatorFree auto repair invoice template
Updated 2026-09-29 · By the Car Repair Estimator team
Fill in your shop, customer, vehicle and line items below and download a finished invoice as a PDF, or grab the blank printable version for the clipboard. Below the generator is a checklist of what a complete auto repair invoice should include, plus the state disclosure rules worth knowing.
A clear invoice gets you paid faster and settles most "what was this charge for?" calls before they start. Use the generator to build an invoice with separate lines for parts, labor, paint and materials, and sublet work, then add tax and notes and download it as a PDF. If you prefer paper, download the blank template and fill it in by hand.
What an auto repair invoice should include
An invoice is the final record of the job. It should let the customer, an insurer, a future buyer of the car or a state inspector see exactly what was done, with what parts, for how much. Work through these sections in order.
1. Shop information
Business name, street address, phone, email and, if your state registers repair shops, your registration or license number. Add an invoice number and date. Sequential invoice numbers make bookkeeping and warranty lookups much easier.
2. Customer and vehicle
Customer name, phone and email; vehicle year, make, model and color; the full 17-character VIN; license plate; and the odometer reading at drop-off. The VIN ties the invoice to one specific vehicle, which matters for warranty claims and resale. The odometer reading protects you if a customer later claims the car was driven while in your care.
3. Parts, itemized
List every part on its own line with quantity, part number, description, unit price and extended price. Say what kind of part it is: new OEM, new aftermarket, used, rebuilt or reconditioned. For collision work, identify each crash part (bumper cover, fender, hood, lamp) as OEM or aftermarket.
4. Labor
Show each operation with the hours charged and the rate, for example "Replace front bumper cover, 2.5 hrs x rate." If you bill different rates for different skills, keep them on separate lines: mechanical, body, refinish, frame and diagnostic time. It is easier to defend a bill where the customer can see 3.0 hours of refinish at one rate and 1.5 hours of body labor at another than one lump "labor" figure.
5. Paint and materials
For body and paint jobs, bill paint and materials as its own line. Many shops calculate it from refinish hours; whatever method you use, keep it separate from parts so it is clear what it covers.
6. Sublet work
Anything you sent out, such as alignment, glass, ADAS calibration, machine shop work or towing, goes on a sublet line with the vendor named. Customers are more comfortable with a sublet charge when they can see who did the work.
7. Fees
Shop supplies, hazardous waste or environmental fees and disposal fees should each be a named line, not buried in labor. If you charge a percentage-based shop supply fee, say so on the invoice and on your posted policy.
8. Subtotals, tax and total
Give a parts subtotal and a labor subtotal, then tax, then the total. Sales tax rules for parts versus labor differ from state to state, so showing the two subtotals separately makes it obvious what was taxed.
9. Payment terms and warranty
State the amount paid, the balance due, the due date and accepted payment methods. Then state your warranty: what it covers (parts, labor or both), for how long or how many miles, and anything it excludes. A one-line warranty statement prevents most comebacks from turning into arguments.
10. Authorization and signature
Include a signature line for the customer to acknowledge pickup and the charges, plus a reference to the estimate or repair order they authorized. If extra work was approved by phone, note who approved it, when and for how much.
State disclosure rules for repair invoices
Requirements depend on where you operate, so check your state's consumer protection or automotive repair agency. California is the most detailed example. Under Business and Professions Code section 9884.8, every job, including warranty work, must be recorded on an invoice that:
- lists service work and parts separately, with separate subtotals for each and sales tax shown separately;
- clearly states when any part is used, rebuilt or reconditioned, including when a component system mixes new and used parts;
- states whether crash parts are original equipment manufacturer parts or non-OEM aftermarket parts;
- is provided to the customer, with a copy kept by the shop.
California also requires a written estimate and customer authorization before work starts, and consent before charging more than the estimate (section 9884.9). Since October 1, 2025, California mobile repair dealers must also record on the final invoice where the repair was performed: the street address, or a description of the location if there is none, according to the Bureau of Automotive Repair.
Other states have their own rules, and some have none specific to invoices. Building every invoice to the stricter standard (separate parts and labor, part condition stated, signed authorization on file) keeps you covered if you expand or a customer files a complaint.
Invoice vs estimate vs repair order
The estimate is the price you quote before work. The repair order is the authorized work document the technician follows. The invoice is what the customer actually pays, and it should match the approved estimate plus any documented, approved additions. Keeping all three consistent is the simplest way to avoid disputes.
Skip retyping the job
If you already write estimates on your phone, Car Repair Estimator Repair+ can turn an approved estimate into an invoice in one tap, with parts, body labor, refinish hours and paint materials already on separate lines, then send it as a branded link or PDF and mark it paid. See how to set your labor rates before you fill in the labor lines.
Frequently asked questions
What should be on an auto repair invoice?
At minimum: shop name, address and registration number if your state issues one, customer contact, vehicle year, make, model, VIN and odometer reading, each part with its part number, condition and price, labor with hours and rate, sublet work, fees, tax, total, payment terms, warranty terms and a signature line.
Do I have to list used or aftermarket parts on the invoice?
In some states, yes. California requires the invoice to say clearly when a part is used, rebuilt or reconditioned and whether crash parts are OEM or aftermarket. Even where it isn't required, stating part condition and brand heads off disputes later.
Should parts and labor be listed separately?
Yes. California requires separate subtotals for parts and for service work, with sales tax stated separately, and it is good practice everywhere because many states tax parts and labor differently.
Is this invoice template free?
Yes. The generator and the blank printable PDF on this page are free to use.
Sources
- California Business and Professions Code 9884.8 (invoice requirements)
- California Business and Professions Code 9884.9 (estimates and authorization)
- California Bureau of Automotive Repair - Mobile repair regulations (Oct 2025)
Invoice from the estimate you already wrote
Car Repair Estimator turns an approved estimate into an invoice in one tap and tracks what's been paid.
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