Mechanic Invoice Template

Most garage customers pay when they collect the car, so the invoice is usually printed at the counter and read in front of you. It has to match what they authorised, show where every pound went, and leave no room for "I never agreed to that". This template puts the vehicle at the top, parts and labour in separate sections with their own subtotals, and leaves room for advisories.

Show labour as hours at your rate rather than one lump sum, and list each part supplied with its quantity and price. Fluids, consumables and disposal of old oil and parts can each have their own line. If you did extra work that the customer agreed by phone, note when it was authorised: it is a small detail that settles most arguments at the counter.

Record the mileage on collection and list any advisories, meaning work you noticed but were not asked to do, such as tyres close to the legal limit or a minor oil leak. It shows you told the customer, protects you if that part fails later, and gives them a reason to book back in. Finish with your payment terms, usually on collection by card or transfer, and any workmanship guarantee you offer.

What to include in a mechanic invoice

• Your business details and VAT number if registered
• A sequential invoice number, the date, and the quote or job card it relates to
• Customer name, vehicle registration, make, model and mileage on collection
• Labour shown as hours at your hourly rate, with a labour subtotal
• Each part supplied, with quantity and price, and a parts subtotal
• Consumables and disposal charges as their own lines
• Any additional work, with the date and time the customer authorised it
• Advisories: faults noticed but not repaired
• Payment terms, accepted payment methods, any parts and labour guarantee, VAT and total

Download the template

Mechanic invoice FAQs

Should parts and labour be shown separately on a garage invoice?

Yes. Customers want to see what the parts cost and how much time was charged, and separate subtotals make the invoice easy to check against the quote. It also makes your own records clearer when you look at the margin on parts against labour.

What are advisories and should they go on the invoice?

Advisories are problems you noticed but were not asked to fix, such as worn tyres, a weeping shock absorber or brake pads close to their limit. Listing them on the invoice shows you told the customer, protects you if that part later fails, and often leads to the next booking.

Can a garage keep a car until the bill is paid?

In England and Wales a repairer can generally hold a vehicle until the agreed charges for authorised work are paid, but the rules vary between jurisdictions and only cover work the customer agreed to. Take advice before relying on it, and avoid the situation by agreeing the price and payment on collection at the start.

More mechanic templates

• Mechanic quote template
• Mechanic estimate template

Invoice templates for other motor trades

• Body shop invoice template
• Car valeting invoice template