Free mechanic invoice template

Mobile mechanic vs a repair shop

A mobile mechanic drives to the customer, so the invoice has to cover things a shop does not usually bill: the call-out fee, the diagnostic time and the parts bought that morning. Many customers pay on the spot, so they often read the invoice on a phone.

If you work from a bay, the auto repair invoice template covers VIN fields, shop supplies and tax per line in more depth. This page is for the mechanic who works from a van, a phone and the customer's driveway.

Call-out, diagnostic and labor lines

• Call-out fee. One line, quantity 1. Write the area it covers in the notes, for example the towns within your normal range.
• Diagnostic fee. Its own line, so the customer sees what they paid for the testing.
• Labor. Write the job next to the hours, such as "replace alternator and belt (1.5 hr)".

Crediting the diagnostic fee. Many mobile mechanics take the diagnostic fee off the repair when the customer goes ahead. Use the discount field for that. The diagnostic line stays visible, and the discount prints as its own line.

Parts receipts and markup

Keep the supplier receipt for every part you buy and file it with the job. It shows what you fitted, answers the customer's questions and helps if a warranty claim comes back.

Pricing parts varies. Some mechanics charge the supplier price, others add a markup. Pick one rule and apply it to every job. Put the markup inside the part price, so each line shows one number that the customer can compare with an online price.

Warranty notes in plain words

Write down what your warranty covers and for how long, in months and miles. Keep it short and put it in the notes:

• Parts: 90 days or 3,000 miles, on the part you fitted.
• Labor: 30 days on the repair.

Do not promise more than your part supplier covers. If you are not sure what your state expects a repair shop or mechanic to put in writing, ask your state's consumer protection office or a local attorney before you write your terms.

Getting paid in the driveway

1. Text the invoice before you leave. The customer can check the work and the parts while you are still there.
2. Take payment on the spot. Zelle, Venmo, a card reader and cash are common for mobile work. Put your payment details in the pay section of the invoice.
3. Use due on receipt. For a repair finished in one visit, payment on completion is the normal arrangement.
4. Send a receipt once it is paid, so the customer has proof. The receipt template covers that.