There’s more to running a mechanic shop than just doing auto repairs. To keep your business running, you have to deal with administrative tasks, too—including finances. For every project that you finish, you need to create an invoice that details the work that you’ve done and the corresponding costs that your client will have to pay for your services.
To make this part of the job easier, it helps to use an automotive repair invoice template, like one from Invoice Ninja. With this, you can make legitimate invoices that are customizable and manageable in a snap!
How to Invoice for a Mechanic Shop
If you’re unfamiliar with what happens outside of the actual mechanic tasks, you must be wondering how to invoice an auto repair! Here’s a step-by-step guide to the process:
Assess the Damage and Give a Quote
Before the job even starts, you need to give your customers a quote for the auto repair job. Assess the damage on the car then, with your expertise, give a diagnosis and a plan of action on what will need to be done to make the fixes, along with the estimated expenses.
Remember that a quote isn’t always final. It only represents an estimate and could change when the work has begun. It’s important to add a clause for revision in your quote to make this clear.
Start Working on the Job
Once you and your client have agreed, you can start working on the job. Be sure to give updates at every step, especially if you discover new problems or require new repairs that will affect your initial quote.
Create and Send the Invoice
After finishing the auto repair, it’s time to create the actual invoice. Review your quote and the actual work that you’ve done then detail these in an auto parts invoice template from Invoice Ninja in an itemized list, totaling everything (including taxes and other fees) to come up with a final amount payable before sending it to your client.
Collect Payment and Return the Vehicle
Mechanic shops have their payment terms. For most, a customer has to make a partial or full payment before getting their vehicle back. If this is the case for you, make your collections, then return the vehicle, and you’re done!
What to Include in a Mechanic Shop Invoice
An invoice doesn’t just list down the job and the costs. It needs to include certain details to make it valid. Here is the important information that you can’t miss:
This includes the logo, registered name, and address of your mechanic shop, as well as any relevant business IDs if required by your state.
The invoice number is a unique identifier that appears clearly on your document. This allows you to distinguish your transactions and keep your bookkeeping organized.
Date of Issue
This is the date when the invoice is created and issued to your customer. It’s important to specify because this will affect your payment terms, like payment due dates.
Include your customer’s name, address, and contact details. This is helpful for your reference (like if you need to contact them regarding this specific invoice) and can be used for your client’s bookkeeping reference, too.
The item list details all the services and parts that you’re charging a client for the auto repair. For mechanic shop invoices, items can usually be categorized into labor and parts. The former is the work that you’ve done, charged by the hour, while the former refers to the components exchanged in or installed in the vehicle, charged per piece. Once you add the expenses here, you’ll have your subtotal.
Taxes and Other Fees
Don’t forget to add taxes (e.g. VAT) and other fees that your client needs to pay.
Total Amount Payable
The final amount payable is the subtotal and the taxes and fees, minus any discounts. This is the total that you can expect your customer to pay you.
Provide instructions on how you accept payments, like whether you can only receive cash or if you have alternative methods like card payments, wire transfers, etc.
Payment Terms and Conditions
The payment terms and conditions outline payment instructions and important terms such as late payment penalties and guarantees or warranties. These are essential as they protect you from delinquent customers and ensure that you’re paid correctly and on time.
Leave the Invoicing to Invoice Ninja
With Invoice Ninja’s auto repair invoice templates, invoicing for a mechanic shop is much simpler and faster! You can make eye-catching and valid templates in a breeze, and focus on the repair jobs knowing full well that this side of your business is taken care of. Use Invoice Ninja for your auto repair invoices today!