Free Auto Repair Invoice Templates (Excel)
What's inside the free auto repair invoice template
The Auto Repair Invoice sheet opens with shop and customer details, plus a vehicle information block for year/make/model, VIN, odometer, and phone - fields a generic invoice template usually leaves out but that repair shops need on every ticket.
Below that are two separate line-item sections, Parts and Labor, each with its own set of rows and its own calculation, followed by a totals block with tax, any deposit, and the balance due.
A 100-row Invoice Register tab sits alongside it, so every repair order you generate also gets logged with the customer, vehicle, amount, and status.
Parts vs labor: how the invoice calculates each section
Parts lines multiply quantity by unit price and let you add an optional markup percentage on top, so your parts price can reflect what you actually charge over cost, not just what you paid the supplier.
Labor lines multiply hours by your shop's hourly rate, matching how repair shops actually quote labor rather than typing in a flat number per job.
The sheet gives you 8 labor rows and 12 parts rows per invoice, which covers most repair orders without cluttering the layout with unused lines.
Sales tax on parts vs labor: what this template does (and doesn't) automate
The template applies a single tax rate to the combined labor-plus-parts subtotal - it doesn't split tax by line item. In many states that's exactly right; in states that tax parts but exempt labor (or vice versa), check your local rule and adjust manually.
If your state requires different tax treatment for parts and labor, one workaround is to zero out the tax rate and add a manual tax line for just the taxable section, or issue separate invoices for taxable and non-taxable work.
Because the tax rate is a single input cell, it's easy to update per state or per customer if you operate across state lines.
The vehicle information block (VIN, odometer, plate)
Year/make/model, VIN, odometer, and phone are built into the header fields, so the vehicle the work was done on is on record with every invoice - useful for warranty claims, insurance, or a customer disputing what was done.
Because it's part of the same header as the shop and customer fields, there's no separate form to fill in - one invoice carries the full picture: who owns the vehicle, what vehicle it is, and what was done to it.
Keep the VIN and odometer fields filled in consistently and the Invoice Register (which lists the vehicle per row) becomes a searchable repair history across all your customers.
Turning an estimate into an invoice
If you already send customers an estimate before starting the work, this same labor/parts structure carries over directly - an estimate template with the same fields, minus the tax, deposit, and register.
Once the customer approves the estimate and you complete the work, adjust the quantities, hours, or parts to match what was actually done, then treat it as the invoice.
Keeping the invoice and estimate in the same format cuts down on retyping - you're adjusting existing lines rather than rebuilding a document from a different layout.
How to use it
- Fill in the shop, customer, and vehicle details (year/make/model, VIN, odometer).
- Add labor lines (hours x shop rate) and parts lines (quantity x cost, with optional markup).
- Enter your tax rate and any deposit - the balance due calculates automatically.
- Log the repair order in the Invoice Register to track outstanding vs paid across every vehicle.
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Small Business Bookkeeping & Tax Dashboard
When it's time to get all your shop's income and expenses organized for tax season, the paid Bookkeeping template ($19) adds Schedule C categories, a quarterly tax set-aside dashboard, and a CPA-ready export.
See the full versionFrequently asked questions
Can I use this in Google Sheets?
Yes. Upload the file to Google Drive and open it with File > Save as Google Sheets. The parts, labor, and register formulas keep working.
Does it tax parts and labor differently?
No - it applies one tax rate to the combined parts-plus-labor subtotal. If your state taxes them differently, adjust the rate manually or split the work across two invoices.
Can I use this for an estimate before the repair?
Yes. Use the same labor and parts sections to build an estimate, then update the actual hours, parts, and quantities once the work is done and treat it as the invoice.
How many labor and parts lines does it have?
8 labor lines and 12 parts lines per invoice - enough for most repair orders.
Is it free?
Yes, in exchange for your email address. It's yours to use afterward with no further cost.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.