Free auto repair invoice template
A free, editable PDF sales invoice for auto repair shops and mobile mechanics. It covers your shop details, job descriptions, parts and labor lines, sales tax, and payment due date. Download it from our free invoice template page and start sending professional invoices today.
Download the free invoice template
Fill in the form to get a blank invoice template as an editable PDF, with a how-to guide. You'll get a tax and non-tax version.
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Sign up to any Xero plan and get started today. Send invoices, track payments, and get paid faster — all in one place.
Looks professional
A clear, consistent invoice tells customers you run a serious business — and makes it easier for them to pay.
Keeps your records straight
Each invoice records the work done, parts used, and amount charged. Useful at tax time.
Reduces payment disputes
When customers see exactly what they're paying for — parts, labor, tax — there's less room for disagreement.
Gets you paid sooner
A complete, accurate invoice sent on the day of the job gives your customer no reason to delay payment.
Unique features of this auto repair template
Customizable design
Adapt the template to your preferences, to create a professional look.
Accessibility
Whether you prefer digital or printed invoices, our template offers flexibility in delivery methods.
User-friendly interface
Enjoy a hassle-free invoicing experience with our intuitive template, designed for mechanics of all skill.
What's in the auto repair invoice template
The template is a straightforward sales invoice PDF. It includes fields for invoice number, issue date, due date, reference, and customer details. There's space to describe each job or part, with quantity, unit price, and sales tax. Use the description field to add extra details.
- A clear, complete invoice gives your customer everything they need to pay — and no excuse not to.
How to fill in each section for an auto repair job
Use separate line items for parts and labor. For example: "Brake pad set (front axle)" and "Labor – brake replacement, 1.5 hrs."
Four tips for a clear auto repair invoice
Get paid without the back-and-forth
A well-filled invoice means your customer knows exactly what they're paying for — and has no excuse not to pay. Here are four things auto repair shops often get wrong, and how to fix them.
- List parts and labor separately. One line per part, one line per task. Clearer for your customer and your records.
- Always include a due date so your customer knows how long they have to pay.
- Use "Additional notes" for payment instructions — bank details, accepted cards, or a phone number.
- Add a unique invoice number every time. It makes it easy to reference a specific job if a customer queries the bill.
How to get paid faster as a mechanic
Send the invoice the same day as the job, while the work is fresh in your customer's mind. Set a due date of 14 or 7 days rather than 30. Follow up politely when payment is approaching or overdue — quoting the invoice number and due date.
- A few smart habits can shrink the average wait time between sending your invoice and getting paid.
Ready to upgrade from a PDF template?
The template is a great starting point. When you're ready for more, Xero's invoicing software lets you send invoices from your phone, offer customers online payment options — credit card, ACH debit, Apple Pay — and set automated reminders. You can see which invoices have been paid at a glance.
Xero invoicing software built for auto repair shops
Xero has invoicing software designed for auto repair businesses — with tools to help you get paid faster and keep your books in order.
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This template is provided for informational purposes only and does not constitute legal, tax, or accounting advice. Xero recommends seeking independent advice where applicable.