BillSendBillSend

Mechanic · Invoice template

Free mechanic invoice template

A clear, professional invoice template for auto mechanics and garages. List parts, labour, diagnostic time, and shop fees — get paid faster with branded PDFs.

Use this template — freeTry the free tool

Diagnostic time is the line most likely to trigger a "but you didn't even fix anything" complaint if it's not explained. Charging for the inspection that identified the fault, separately from the repair that fixed it, is standard practice. It only reads as fair to the customer when it's labelled clearly, not folded silently into the final labour total.

Vehicle details belong on every invoice, beyond the job sheet. Make, model, registration, and mileage turn a generic invoice into a proper service record. The customer can hand it to a future buyer or use it for a warranty claim, and it protects you if a dispute ever comes down to "which car and which visit was this."

Warranty work still deserves a real price on the invoice, even at zero cost to the customer. List the part and labour at standard rate, then add a "warranty cover" line for the same amount. This shows the customer the actual value of what they received. Free work that looks invisible on the page tends to get undervalued in the customer's memory of your service.

Shop supplies and consumables, like sealant, degreaser, rags, and small fasteners, rarely justify itemising individually, but they add up across a full service. A single "shop supplies" line covering these avoids eating the cost yourself. It also beats listing a dozen 20p items that make the invoice look padded when they're really just the ordinary cost of doing the work properly.

What this template includes

  • ✓Parts and labour separated
  • ✓Diagnostic / inspection line
  • ✓Shop supplies / consumables fee
  • ✓Vehicle make / model / VIN in notes
  • ✓Card or bank-transfer payment instructions

Full guide

How to Start a Mechanic Business as a Sole Trader

→

Frequently asked questions

Always list vehicle make, model, registration, and mileage. Separate parts from labour. Show diagnostic time as its own line so customers see it's real work, not a hidden mark-up.

List warranty-covered items with the standard price, then add a "Warranty cover" discount line for the same amount. The customer sees the actual value of the work even though they pay nothing.

Live preview

Your Business Name
+44 20 1234 5678
12 Example Street London EC1A 1AA
Invoice
Q-1042
Aug 11, 2026
Valid until Sep 10, 2026
Bill to
Robert Lee
[email protected]
Job
Service + brake replacement (2018 Ford Focus)
Description
Qty
Unit
Total
Diagnostic
Brake inspection + system check
1
£45.00
£45.00
Labour
Full service + brake pad replacement
3
£75.00
£225.00
Parts
Front brake pads (OEM)
1
£110.00
£110.00
Oil, filter, plugs
1
£78.00
£78.00
Diagnostic£45.00
Labour£225.00
Parts£188.00
Subtotal£458.00
Tax (20%)£91.60
Total£549.60
Notes

Vehicle: 2018 Ford Focus · Reg: AB18 XYZ · Mileage: 64,200. Brake pads warranted 24 months / 24,000 miles.

Payment instructions

Bank: Example Bank Sort code: 00-00-00 Account: 12345678

Thank you for your business.
Generated by billsend.net · Your Business Name

Your branded version will use your logo, colours, and business details.

More free templates

Quote
Cleaning Service

A clean, ready-to-send quote template for cleaning businesses. Handle one-off deep cleans, regular contracts, and end-of-tenancy jobs.

Quote
Carpenter

A professional quote template for carpenters and joiners — bespoke furniture, fitted units, doors, decks. Itemise timber, labour, and finishing in one clean PDF.

Quote
Roofer

A clean quote template for roofing contractors. Covers re-roofs, flat roof replacements, tile repairs, and chimney work. Itemise scaffolding, materials, labour, and waste.

Send your first invoice today

Free plan stays free forever. No credit card. Branded PDFs in 60 seconds.

Start free