Fill in the form and download a clean PDF invoice. Free, with no signup and no watermark — your data never leaves your browser.
How to create an invoice
Add your details
Enter your business name, your client’s details, and an invoice number. Clients save on your device for next time.
Add line items, tax & currency
List what you’re billing with quantity and rate. Pick a currency, add tax or discount — totals calculate automatically.
Download the PDF
Click Download PDF for a clean, print-ready invoice to send to your client. No account, no email gate, no watermark.
Free Auto Repair Invoice Generator — Parts and Labor, No Signup
By Innvoic
An auto repair invoice splits the job into parts and labor so customers see exactly what they’re paying for. That transparency turns one-time repairs into repeat business. This generator gives you itemized parts lines, labor hours at your shop rate, and room for the VIN, warranty terms, and diagnostic fees, plus a clean PDF to hand over with the keys.
See what the finished PDF looks like: Download a sample auto repair invoice (PDF). Sample invoice generated with the Innvoic tool using fictional details. Downloaded PDFs carry a one-line footer credit beginning “Generated free with Innvoic” — no watermark across the document.
How to create an auto repair invoice
- Fill in the customer and vehicle first. Name, phone, year/make/model, VIN, and mileage. The VIN ties the invoice to the exact car and ends “that wasn’t my vehicle” disputes before they start.
- List parts on their own lines with part numbers. Description, part number, quantity, your price. Customers accept markup far more readily when they can look the part number up themselves.
- Add labor as hours × your shop rate. One line per job, like “Replace front brake pads: 2.0 hrs × $110/hr.” Keep diagnosis time on a separate line from repair time so both are visible.
- Add the diagnostic fee and shop supplies. If the customer approved the repair, many shops roll the diagnostic fee into the total or waive it. Note which one you did, in writing, on the invoice.
- State the warranty and keep a signed copy. Put your parts and labor warranty terms in the notes (“12 months / 12,000 miles on parts and labor”), then download the PDF. Email one copy to the customer and keep one for your records.
What to include
- Shop name, address, and phone number
- Customer name and contact info
- Vehicle: year, make, model, VIN, mileage
- Repair order or job number and date
- Each part: description, part number, quantity, price
- Each labor job: description, hours, shop rate
- Diagnostic fee, and whether it was waived or applied
- Shop supplies or disposal fees
- Parts and labor subtotals, shown separately
- Sales tax line (rates vary; you set your own)
- Total due and accepted payment methods
- Warranty terms for parts and labor, in writing
Sample invoice
| INVOICE RO-8831 · Apex Auto Care, (555) 014-2280 | ||||
|---|---|---|---|---|
| Bill to: Daniel R. · 2019 Honda Civic · VIN …4821 · 67,300 mi · Mar 12 | ||||
| Description | Qty / Hours | Rate | Amount | |
| Front brake pads (PN BP-4521) | 1 | $68.00 | $68.00 | |
| Front rotors, pair (PN BR-8830) | 1 | $145.00 | $145.00 | |
| Brake fluid DOT3 | 1 | $12.50 | $12.50 | |
| Labor: replace pads & rotors | 2.0 hrs | $110.00 | $220.00 | |
| Labor: brake system bleed | 0.5 hr | $110.00 | $55.00 | |
| Shop supplies | 1 | $15.00 | $15.00 | |
| Subtotal | $515.50 | |||
| Sales tax (parts) | $18.04 | |||
| Total due | $533.54 | |||
Sample amounts only, including the tax line. Sales tax rules and rates vary by state, so set your own rate in the tool. This is not tax or legal advice.
Related
- Free Invoice Generator
- Receipt Generator
- Quote Generator
- Free Estimate Generator
- HVAC Invoice Generator
- Plumber Invoice Generator
- Guides
- FAQ
Frequently asked questions
Two mistakes that cost repair shops money
Lumping parts into one “parts: $225” line. Six months later, a warranty comeback turns on which pads were fitted. Part numbers on the invoice — like the sample above — end that argument in seconds.
Hiding shop supplies and fees inside labor. A $15 shop-supplies line, labeled, gets paid without comment. The same $15 discovered inside an inflated labor rate gets disputed line by line.
Should I show my parts markup to the customer?
You don’t have to show your cost versus your price, and most shops don’t. But itemizing each part with its part number builds trust anyway, because the customer can verify they’re getting the right component. Transparency about what went into the car matters more than transparency about your margin.
What if the customer declines the repair after I’ve diagnosed it?
That’s exactly what the diagnostic fee is for. Quote it before you touch the car, get approval, and note on the invoice whether the fee was waived because they approved the work or charged because they walked away. No surprises either way.
How do I write warranty terms that protect my shop?
State three things: duration (months or miles, whichever comes first), what’s covered (parts, labor, or both), and what’s excluded (wear items, customer-supplied parts, damage from accidents). Keep it short and put it on every invoice, not just in a drawer somewhere.
Do I really need the VIN on every invoice?
Strongly recommended. The VIN ties the parts, labor, and warranty to one specific vehicle, which settles most “you worked on the wrong car” or warranty arguments instantly. It takes ten seconds to copy from the dashboard plate.
Are “shop supplies” charges fair to customers?
They’re standard: rags, cleaners, fasteners, and disposal add up. What’s not fair is hiding them. List shop supplies as their own line with a flat amount or a capped percentage, and most customers won’t blink.
Should I give the customer their old parts back?
Offer to. Many customers appreciate seeing the worn pads or the cracked belt, and it proves the replacement was needed. Note “old parts returned” or “old parts declined” on the invoice so there’s a record.
What an auto repair invoice should include
An auto repair invoice should list the VIN, mileage, and a clear description of the complaint and the correction. Show parts (OEM vs aftermarket) with part numbers, labor hours with your rate, and the diagnostic fee separately. Many states require written estimate authorization before work begins — check local rules. List shop supplies as a line item, not a hidden fee. Note warranty terms: parts and labor coverage.
Worked example: $607.50 brake job (illustrative)
This is an illustrative example, not a market price:
- Diagnostic — brake system inspection: $120.00
- Parts — ceramic brake pads (front set): $85.00
- Parts — rotors, pair: $140.00
- Labor — 2.5 hours at $95/hour: $237.50
- Shop supplies: $25.00
- Subtotal: $607.50 ($120.00 + $85.00 + $140.00 + $237.50 + $25.00)
- Tax on parts only (8% on $225.00): $18.00
- Total due: $625.50
Auto shop billing mistakes
- No written authorization: Get the customer’s signature on the estimate before starting work. It’s required in many states and protects you from “I didn’t approve that” disputes.
- Hiding the parts markup: Customers know you mark up parts. Listing “Brake pads: $85” is fine; hiding it in labor looks deceptive.
- Forgetting the old parts: Offer the customer their old parts back. It’s a trust-builder and required in some jurisdictions.
Related: all 16 trade invoice generators.