Body Shop Invoice Template

A body shop invoice often goes to two payers, the car owner and an insurer, each covering part of it. The clearer it is about what was done to each panel, the faster it gets paid. This template carries the vehicle and claim details at the top and lists labour, parts and paint materials separately.

Match the invoice to the authorised quote or the insurer's approval line by line, and add any supplementary work agreed once the panels came off, with the date it was authorised. Where an insurer is paying the balance, show the excess as a separate amount due from the customer.

State any guarantee you give on paintwork, and keep before and after photos on file under the invoice number. They answer most later questions about colour match or panel fit, and they are the first thing an insurer asks for if a repair is queried.

What to include in a body shop invoice

• Your business details and VAT number if registered
• Invoice number and date, and the quote or estimate it relates to
• Customer, vehicle registration, make, model and paint code
• Insurer and claim number where applicable
• Labour for each operation, with a labour subtotal
• Parts supplied and paint and materials, with a parts subtotal
• Supplementary work and the date it was authorised
• The excess due from the customer and the balance due from the insurer
• Any paintwork guarantee, payment terms, VAT and total

Download the template

Body shop invoice FAQs

How should I invoice an insurance repair with an excess?

Show the full repair cost, then the excess as the amount due from the customer and the balance due from the insurer, with the claim number on the invoice. The customer normally pays the excess on collection.

Should the paint code go on the invoice?

It is good practice. The paint code and any tinting notes make a future touch-up or guarantee claim straightforward and show the colour match was done properly.

Should I offer a guarantee on bodywork?

Many body shops guarantee paintwork for a set period. If you offer one, state how long it lasts and what it covers on the invoice, so the customer knows what to expect and you know exactly what you have promised.

More body shop templates

• Body shop quote template
• Body shop estimate template

Invoice templates for other motor trades

• Mechanic invoice template
• Car valeting invoice template