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Free appliance repair invoice template

A filled-in sample for appliance repair work. Open it in the invoice maker, change the lines to match your job and download the PDF.

Open this sample in the invoice maker

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Need an estimate instead? See the appliance repair estimate template.

Every name, address and number in this sample is made up.

Change it and download the PDF

What to put on an appliance repair invoice

List the service call, the labor and each part on its own line. Name the appliance and what was wrong, so the customer can match the paper to the visit.

  • your business name, phone and email
  • your customer's name and the address of the job
  • an invoice number and the date
  • each service and each part on its own line, with quantity and rate
  • any discount, tax and deposit already paid
  • the total, and how and by when to pay

What an invoice has to show can differ by state, so check what applies where you work. This is general information, not tax or legal advice.

What each line on this invoice is for

An appliance repair visit has a clear shape: a diagnosis, a repair if the customer says yes, and the parts. Name the appliance on the first line, because most kitchens have more than one.

Service call and diagnosis
The trip and finding the fault, with the complaint in the customer's words: not cooling, not draining, will not start.
Labor
The repair, with the part you replaced named in the line.
Each part
One line per part. If you replaced something small while you were in there, such as a gasket, it still gets its own line.

In the notes, write the model and serial number you read off the label, and what you tested after the repair.

Where appliance paperwork goes wrong: the appliance is never named. A line that says replaced fan motor does not tell the customer, or you next year, which machine it was.

Typical appliance repair jobs and their lines

Start from the sample, then swap in the lines for the job in front of you. Prices are yours to set.

Washer will not drain

  • Service call and diagnosis
  • Labor (hours)
  • Drain pump

Dryer not heating

  • Service call and diagnosis
  • Labor (hours)
  • Heating element
  • Thermal fuse

Dishwasher leaking

  • Service call and diagnosis
  • Labor (hours)
  • Door gasket or inlet valve

Appliance repair invoice questions

Do I charge the service call if the customer approves the repair?

That is your policy to set. Say it when the visit is booked, and show the service call as a line either way, at its price or at zero.

The customer declined the repair. What do I invoice?

The service call and diagnosis. Write what you found and what the repair would take, so the customer has it in writing if they change their mind.

Should the model and serial number be on the invoice?

Yes, in the description or the notes. It ties the invoice to the machine and saves time if a part has to be reordered.

How do I invoice a second trip after the part arrives?

If you have not sent the invoice yet, put both visits on it: the diagnosis from the first, then the labor and the part from the second. If the first visit was already invoiced, the second gets its own invoice.

Should parts and labor be separate?

Yes, as a habit. Customers ask about the part price and the labor separately, and separate lines answer both.

This is general information, not tax or legal advice.

The app for the whole job: Appliance repair software for jobs & invoices

Invoice templates by trade

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