What an auto repair invoice needs
A car repair invoice is also the vehicle’s service record. Customers keep it for warranty claims, resale and the next mechanic. Put these on every one:
- Vehicle: year, make, model, VIN and license plate. The VIN is the only identifier that can’t be mistaken.
- Mileage in (and out, if you road test). Many parts warranties are counted in miles.
- The three Cs: the customer’s complaint, the cause you found and the correction you made. A short version in the notes is enough.
- Parts and labor on separate lines. For each part: what it is, whether it’s new, used or rebuilt, and the part number if the customer may need it.
- Labor hours and rate. Flat-rate book hours are fine; write the hours in the description.
- Shop supplies and disposal fees as their own lines, not hidden inside labor.
- Your warranty in months and miles, and the date the car was returned.
Duebolt’s reference field fits the vehicle, VIN and mileage on one line, printed near the top of the PDF.
Parts vs labor, and sales tax
Keep parts and labor apart for two reasons. Customers compare part prices online, so a clear line builds trust. And in most states parts are taxable while labor may not be, depending on the state and on whether labor is stated separately. A few states tax repair labor too.
Duebolt lets you set a tax rate per line. Charge your local rate on parts and supplies and set labor lines to 0% where your state doesn’t tax them. The PDF shows the tax for each rate, so the customer sees exactly what was taxed. Check your state’s rules with its department of revenue; this is not tax advice.
Some states add their own rules for shops. California, for example, requires the invoice to say whether each part is new, used, rebuilt or reconditioned, and to offer the replaced parts back to the customer. Many states also require a written estimate and the customer’s approval before work above a set amount, so get the yes before you turn a wrench.
Common line items and prices
| Service or part | Typical price |
|---|---|
| Diagnostic, check engine light (1 hr) | $120–$180 |
| Shop labor rate | $110–$180 per hour |
| Full synthetic oil change | $75–$110 |
| Front brake pads, ceramic (part) | $60–$120 |
| Brake rotor (part, each) | $55–$110 |
| Battery, installed | $180–$260 |
| Alternator (part) | $280–$450 |
| Coolant flush | $130–$180 |
| Four-wheel alignment | $110–$150 |
| Mount and balance (per tire) | $20–$35 |
| Shop supplies | $20–$45, or a % of labor |
| Hazardous waste disposal | $5–$15 |
A shop supplies fee covers rags, cleaners, grease and small hardware. Many shops charge a percentage of labor with a cap. Whatever you charge, show it as a line.
Faster payment at the counter
- Write the invoice while the car is on the lift. Add parts as you pull them from stock, so the total is ready when the customer arrives.
- Collect before the keys go back. “Due on receipt” is the norm. Fleet and dealer accounts are the exception; give them net terms and their PO number.
- Call about extra findings first. A worn belt found during a brake job is a phone call, not a surprise line.
- Text the PDF. Mobile mechanics can share it from the phone in the driveway; the customer has it before you drive off.
- Hand over a paid copy. Once the card goes through, turn the invoice into a receipt so the service record shows it was paid.
Last checked October 23, 2026.