A repair invoice is also the car's history. Customers keep it, buyers ask for it when the car is sold, and if a part fails under warranty it is the document that proves what was done.
Make an auto repair invoice free →
| Detail | Why it matters |
|---|---|
| Year, make and model | Identifies the car at a glance |
| VIN | Identifies the exact vehicle for warranty and parts |
| License plate | Quick match for the customer and the shop |
| Odometer reading | Proves the mileage when the work was done |
| Date in and date out | Starts any warranty period |
| Repair order number | Links the invoice to the original job card |
The generator has no special vehicle fields, so put these details in the first line of the notes, or as a short first line item such as "2017 Honda Civic, VIN …, 84,212 miles" with no price.
Rags, cleaners and small hardware are usually billed as one "shop supplies" line, and oil or fluid disposal as another. Keep them small and clearly named. A vague "miscellaneous" charge is the line customers question most.
End the invoice with your warranty, for example "Parts and labor guaranteed for 12 months or 12,000 miles", and any work you recommend next, such as "Rear brake pads at 3 mm, replace within 3,000 miles." The recommendation builds trust and often becomes the next booking.
RO-1042 — 2017 Honda Civic — 84,212 miles
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front brake pads, ceramic (new, aftermarket) | 1 | 58.00 | 58.00 |
| Front brake rotors (new, aftermarket) | 2 | 64.00 | 128.00 |
| Labor: replace front pads and rotors (hours) | 1.5 | 95.00 | 142.50 |
| Brake fluid flush | 1 | 89.00 | 89.00 |
| Shop supplies | 1 | 12.00 | 12.00 |
| Subtotal | 429.50 | ||
If only parts are taxed: the generator applies one tax rate to the whole invoice. If your area taxes parts but not labor, leave the tax at 0% and add the tax as its own line, worked out on the parts total.
Either is common. Flat-rate book time is predictable for the customer; actual time is simpler to explain. Choose one and say which on the invoice.
It is strongly recommended. The VIN identifies the exact vehicle, which matters for warranty claims, parts lookups and the car's service history.
Not always. In many US states parts are taxed and labor is not, and rules differ elsewhere. Check your local rules and show the tax on its own line.
Yes, in the notes rather than as a charge. It records that you advised the customer, and gives them a reason to come back.