Every time you provide auto repair services to a customer, you’ll need to send them an invoice that describes the work that you’ve done and how much you expect to be paid for it. To be valid and payable, an auto repair invoice must include certain details, such as a unique invoice number and date of billing, a description of the parts and labor provided (including date of completion), the final amounts payable, payment terms and instructions, and contact information, among other details.
It’s best to use a free auto repair invoice template, like one from Invoice Ninja, to ensure that everything is complete and that you’re being paid your worth.
Why Do I Need to Make an Auto Repair Invoice?
Any auto repair business owner or service provider needs to create invoices to keep their business legitimate and professional. It can be used for various related tasks, including:
- Auto repair
- Oil, brake, tire, or window replacement
- Accident repair
- Fuel system and engine repair
- Air conditioning repair or installation
- Exhaust or transmission repair or testing
- Auto body or auto glass repair
- Bodywork or paintwork repair
An auto repair invoice documents the work that you’ve provided clients and the products you’ve offered them, putting a price on the project so that you are rightly paid for your services. Having an accurate and organized invoice ensures that there are no errors in your payments and lessens the risk of any billing delays.
How to Invoice an Auto Repair
If you’re wondering how to invoice an auto repair, here’s a look into the process. Invoicing actually has pre-steps—it starts even before you start working. First, you must settle a price or contract with your client that estimates the cost of the repairs to be done, including the expenses that may be incurred with the exchange or addition of components, or the price of the project overall.
Once you’ve agreed to the terms, you start providing your services as discussed. When you’re done, you then do the invoice, which starts by detailing the work that you’ve done, referencing this to the prices in your initial estimates. Note that these might differ, granting that there may be unexpected changes during the job. After listing everything down, you just have to calculate the prices and bill this to your customer.
What to Include in an Auto Repair Invoice
Invoicing for an auto repair is pretty straightforward, but you must make sure that your documents are detailed and error-free so that you are paid what you’re due. Here are the important items that have to be on an auto repair invoice:
Put your logo and the registered name and address of the auto repair company. Include relevant business IDs, as well, especially if it’s required by your state.
Each invoice should have its own unique number that appears clearly on the document. This will help you keep your transactions organized as it differentiates each bill from previous ones.
Date of Issue
The date of issue is the date when the invoice was created and sent to the customer. You must include this as this often ties into your payment terms, like payment deadlines.
Your client’s details need to be included in the invoice for reference in their own bookkeeping records. This should include their verified name, address, and contact details.
The item list details all services and components that you’re billing your client for. This includes all the labor that you’ve put in for the project, as well as any parts or components that you’ve exchanged or installed. Total this amount and place the subtotal at the end.
Taxes and Other Fees
If there are taxes (such as VAT) or other fees that need to be applied to the bill, make sure to put them.
Total Amount Payable
The total amount payable is the calculation of your items list (i.e. the subtotal), plus taxes and fees, and minus any discounts. It’s the final charge of the invoice that your customer must 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.
Terms and Conditions
The terms and conditions should outline important things that your customer should be aware of, like late payment penalties and fees and guarantees or warranties. If you have any other notes, add them here, too.
Easy Auto Repair Invoices With Invoice Ninja
Employing auto-repair invoice templates from Invoice Ninja will make invoicing easier. You can create beautiful, valid, and professional invoices in a snap, allowing you to focus on the management and flow of your business without worrying about your finances!