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A filled-in repair invoice you can change in your browser and download as a PDF. Start from this sample or from a blank invoice.
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Bright Repair Co.
173 Example St, Suite 2
Anytown, ST 00000
(555) 555-0173
office@brightrepair.example
Bill to
Priya Lindqvist
260 Example St
Anytown, ST 00000
(555) 555-0183
priya.lindqvist@mail.example
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnosis: washer not draining | 1 | $85.00 | $85.00 |
| Labor: replaced drain pump (hours) | 1 | $110.00 | $110.00 |
| Drain pump | 1 | $68.00 | $68.00 |
| Hose clamp | 2 | $3.25 | $6.50 |
Every name, address and number in this sample is made up.
A repair invoice answers three questions for the customer: what was wrong, what you did about it, and what it cost in time and in parts.
In the notes, write what you tested after the repair and anything you noticed that is not urgent yet.
Where repair paperwork goes wrong: parts folded into labor. The customer sees one large number and calls to ask what the part cost. Separate lines answer that before the call.
Start the diagnosis line with what the customer told you on the phone: washer not draining, door will not close, no water at the back zone. Then say what you found. The customer recognizes the first half and learns from the second. It also helps you later, when you look up the job and want to know what the call was about.
Sometimes a repair costs close to the price of a new unit. The customer has to choose, and the paperwork can help. Invoice the diagnosis for the visit you made. Then send an estimate for the repair and, if you offer it, a second one for the replacement, so the two prices sit side by side. Whichever the customer picks, the invoice for the finished work lists what was done, with the diagnosis on its own line.
What was wrong, what you did, each part with its price, the labor, the total and how to pay. Add the make and model of what you repaired if you noted them.
That is your policy to set. Say it before the visit, and show the diagnosis as a line either way, at its price or at zero.
Many techs invoice the diagnosis on the day and send an estimate for the repair. When the part is in and the work is done, the estimate becomes the invoice.
A plain name is enough for the customer. A part number in the description helps you if the same repair comes back.
Leave the part off the priced lines and say in the notes that the customer supplied it.
Give each visit its own line with its date: the diagnosis on the first, the repair on the second. Many techs send one invoice when the repair is finished.
Invoice what you did, such as the diagnosis, as you agreed with the customer before the visit. Say in the notes what you found and what the next step would be.
If you took the old part away or left it with the customer, a short note says which. It saves a question later.
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.
Closer to your work: appliance repair invoice template, garage door invoice template, irrigation repair invoice template.
Other general templates: contractor invoice template, service invoice template, labor invoice template.
General templates: Service invoice template · Labor invoice template · Contractor invoice template
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