GreaseGooseFree Auto Repair Invoice Template
A paper invoice still has a place: a mobile call, a power outage, or a customer who wants a copy in their hand. This form has the shop, vehicle, labor, parts, tax, and warranty lines most independent shops need. No signup.
If you would rather not retype parts and labor, GreaseGoose turns an approved repair order into an invoice and lets customers pay online through Stripe.
What's on this invoice
The form is built for a single visit. It has:
- Shop name, address, phone, and email
- Invoice number, date, RO number, and terms
- Customer name, phone, email, and address
- Vehicle year, make, model, color, VIN, plate and state, mileage in and out
- Labor lines: description, hours, rate, amount
- Parts lines: part number, description, quantity, unit price, amount
- Sublet, shop supplies, and disposal fees
- Subtotal, discount, sales tax, total, deposit, and balance due
- Payment method, reference, and date
- Warranty lines for parts and labor (months and miles)
- Notes, customer signature, and date
The filled sample uses Sample Auto Repair, Jane Doe, advisor John Smith, and VIN 1HGCM00000A000000. Use the blank file when you want empty fields.
How to fill it out (5 steps)
- Write your shop details and the invoice number at the top. Keep the RO number so this bill ties back to the job.
- Enter the customer and the vehicle, including the VIN and mileage in and out.
- Add labor and parts lines. Hours times rate should equal the labor amount. Quantity times unit price should equal the parts amount.
- Add shop supplies, disposal, discount, and tax. Confirm the total, any deposit, and the balance due.
- Note the warranty, have the customer sign, and keep a copy with the repair order.
Invoice vs repair order vs estimate
These three names get mixed together. An estimate is the proposed work and price before anyone says yes. A repair order is the live record of the visit once work is authorized. An invoice is the final bill. Work order vs repair order walks through the naming. This template is the invoice.
If you also need a signed go-ahead before the work starts, use the diagnostic authorization form.
Questions shops ask
Should I tax labor?
Laws vary by state. Some states tax labor, some do not, and some tax only certain services. This is general information, not legal advice. Check your state's rules (DMV / attorney general / consumer-affairs office) or ask a local attorney.
Do I need the VIN on an invoice?
A VIN makes the bill match one vehicle and helps if a question comes up later. Many shops put it on every invoice. Some states ask for it on repair records. Check your state's rules.
Can I use this for mobile repair?
Yes. Fill in your shop name and a service address or "mobile" in the shop block. The labor, parts, tax, and signature lines stay the same.
Is this free to use commercially?
Yes. Use it in your shop. Keep the footer line that says it is a free template from greasegoose.xyz.
More free tools
- Free VIN decoder
- Labor rate calculator
- Multi-point inspection checklist
- Diagnostic authorization form
- Abandoned vehicle notice letter
Done with paper invoices? GreaseGoose builds the invoice straight from the repair order, texts it to the customer from your registered toll-free number, and takes card payments online through Stripe. Plans: Solo $39.99, Shop $89.99, Multi-Shop $179.99 a month, unlimited techs. Try it free for 14 days, no card.