Auto Repair Invoice Template & Estimate Generator
Fill in your shop, the customer and the vehicle, add labor and parts, and print a clean invoice, estimate or work order. Save it as a PDF in one click.
Live preview · Letter size. In the print dialog, choose “Save as PDF”.
Shop name
Invoice
Customer
Vehicle
Labor
| Job description | Hours | Rate/hour | Amount |
|---|---|---|---|
| No lines yet. | |||
| Labor | €0.00 | ||
Parts and materials
| Part | Part number | Qty | Unit price | Amount |
|---|---|---|---|---|
| No lines yet. | ||||
| Parts | €0.00 | |||
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What a car repair invoice should include
- Shop and customer details, with a unique invoice number and the date.
- The vehicle: make, model, year, license plate, VIN and mileage at drop-off. Mileage matters for warranty claims and service history.
- Labor: what was done, the hours billed and the hourly rate.
- Parts: description, part number, quantity and unit price.
- Totals: subtotal, discount, tax, total and balance due.
- Warranty and payment terms, written plainly.
Estimate first, invoice after
Give the customer a written estimate before touching the car and ask them to sign it. If the diagnosis turns up extra work, call them and get approval before doing it. When the job is done, switch the same document to Invoice: the vehicle, labor and parts carry over, so you only adjust what changed.
Using it as a work order
The Work order mode keeps the customer's concern, the assigned technician and the promised date on paper. Print it for the bay, and turn it into the invoice when the car is ready.
Keep estimates with the customer's record
In CitaFlow, estimates live on each customer's profile, and customers book their shop appointment online with automatic reminders.
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Frequently Asked Questions
What should an auto repair invoice include?
Your shop's name and contact details, an invoice number and date, the customer's details, the vehicle (make, model, year, license plate, VIN and mileage), the labor performed with hours and rate, the parts used with part numbers, quantities and prices, any discount, tax, the total and the balance due. Warranty terms and payment terms are worth adding too.
Can I use it as an estimate or a work order?
Yes. Switch between Estimate, Invoice and Work order at the top. The estimate adds a validity date and a customer authorization line; the work order adds the technician and a promised date; the invoice adds payment terms and the balance due after any payment already made.
Why list labor and parts separately?
Customers understand the bill better when they can see how much is work and how much is parts, and it avoids disputes later. It also shows you where your revenue comes from: shop hours or parts margin.
How are the totals calculated?
Labor and parts are added into the subtotal, the discount (fixed amount or percentage) is subtracted, and then the percentage you type in the Tax (%) field is applied. It starts at 0, so nothing is added unless you enter a rate. Amounts are rounded to two decimals.
Should the customer sign the estimate before I start the repair?
It is good practice. A signed estimate shows the customer approved the work and the price before you started. If you find more work during the repair, contact the customer and get approval again before doing it.
Is my data saved?
Only in your own browser, as a draft, so you can come back to it. Nothing is sent to our servers. Click “New document” to keep your shop details and start the next invoice with the next number.
How do I get a PDF?
Click “Print / Save as PDF” and choose “Save as PDF” in the print dialog. The document is laid out for Letter paper. You can also copy it as plain text to paste into an email or message.