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Auto repair invoice template
Updated October 2026
A mechanic's invoice is a repair order the customer can still understand at the counter. This one is a front-brake job on a fictional Civic: diagnostic, book hours, parts marked new, and a small supplies line.
Example prices
Bill to
Dana Ruiz
2018 Honda Civic
VIN: EXAMPLEVIN0000001
Mileage in 86,420 / out 86,422
Repair order 10482
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic fee (kept on this sample, not waived) | 1 | $129.00 | $129.00 |
| Labor, front brakes, 2.4 book hours | 2.4 | $140.00 | $336.00 |
| Front brake pads, new, part BP-4421 | 1 | $68.00 | $68.00 |
| Front rotors, new | 2 | $54.00 | $108.00 |
| Shop supplies | 1 | $18.00 | $18.00 |
Payment methods on this sample: Credit/Debit Card, Cash, Check.
Choose the generator and the brake lines, the VIN block, and the pickup terms load under whatever shop name you already saved. The sample shop on this page is not written over your profile.
Open this template in the generator. Start a blank invoice.
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Fields that keep a ticket from being a shrug
- Year, make, model, and a VIN. Use the real VIN on a real car. The one above is fake.
- Odometer in and out.
- Repair order number the customer can quote on the phone.
- Labor in book hours, with the rate beside it.
- Each part, with new, used, or rebuilt written on the line, and a part number when you have one.
- A note that the customer authorized the work, in whatever way your shop actually records it.
- Your shop license, in your business details.
Due when they pick the car up
This ticket is dated the day of the repair and due the same day. Cards, cash, and checks are the methods on the sample. The tax line is 7% of the whole invoice because the generator has one rate. If your state taxes parts and not labor, do not assume this 7% is correct. Check your state's rules and change the rate, or split the bill, so the tax matches the job.
A diagnostic fee is kept on this ticket rather than waived. If your shop knocks it off when the customer approves the repair, delete that line or credit it. Write the policy you actually use.
Repair-order questions
Why bill book hours instead of one brake-job price?
A single price hides how much of the ticket is time and how much is parts. This sample shows 2.4 book hours at an example shop rate, then the pads and rotors on their own lines, so the owner can see both.
Where do the VIN and the mileage go?
On the face of the repair order, with year, make, and model. The sample uses a made-up VIN, EXAMPLEVIN0000001, and records mileage in and mileage out. That pair matters if someone later asks what the odometer said.
How do I mark new, used, or rebuilt parts?
Say it on the line. Pads and rotors here are marked new, with a sample part number on the pads. If you install used or rebuilt parts, write that word on the line. Do not leave it implied.
What is the shop supplies line?
A flat example fee for consumables, separate from the parts the customer can point at. Keep it small and named. A lump that says shop supplies for a large share of the ticket is what people argue about.
Do I have to copy this layout to satisfy my state?
No. Several states have their own rules for auto repair invoices, including how parts and labor are itemized. This page is a usable shape, not a compliance checklist. Check your state's rules before you treat any line as required.