Free tool · no signup
Free auto repair invoice generator
Create an auto repair invoice free with the lines a repair order usually needs already on the page: "Diagnostic (hours)", "Labor (hours)", "Parts (list part numbers)" and "Shop supplies and disposal fees". Amounts are left blank for you to fill in, the notes carry a vehicle block (year, make, model, VIN, mileage) and a 12-month or 12,000-mile parts and labor warranty, and the PDF downloads instantly with no signup.
Last updated August 2026 · Maintained by the Invoice My Clients team.
Is this auto repair invoice generator really free?
Yes. You can build a repair invoice and download a professional PDF without paying or signing up, as many times as you like. The free download carries a small footer mark; a free account removes it and keeps every repair under the vehicle, so the next visit starts with the history in front of you.
| Capability | Free, no account | Free account |
|---|---|---|
| Build invoice with live preview | ||
| Unlimited line items & per-item tax | ||
| 12 currencies, locale formatting | ||
| Download PDF | Yes (small footer mark) | Yes (clean, unbranded) |
| Save & revisit documents | ||
| Email the invoice to your client | ||
| Get paid online | ||
| Recurring invoices & retainers |
How to make an auto repair invoice in under a minute
Fill in the form, watch the live preview, and download or save. Here is the full walkthrough.
- 01Add your shop name, address, phone and shop registration or licence number, then the customer’s name and contact details. Fill in the vehicle block in the notes: year, make, model, VIN, licence plate and the mileage in and out.
- 02Fill in the pre-listed lines. "Diagnostic (hours)" takes the diagnostic time and your rate; "Labor (hours)" takes the book or actual hours for each repair, one line per job; "Parts (list part numbers)" takes each part with its part number, quantity and price; "Shop supplies and disposal fees" is the flat or percentage shop fee.
- 03Add a line for sublet work (alignment, machine shop, glass) at the price you charge, and a line for towing or a courtesy car if you provided one. Delete any pre-listed line you did not use.
- 04Untick taxable on labor if it is untaxed where you work and leave parts taxable (check your local rules), set the invoice number, dates and currency, and upload your logo.
- 05Read the pre-filled terms in the notes, state whether the old parts were returned to the customer, add the warranty and how to pay, then click Download free PDF.
The line items above are listed with no amounts on purpose: type your own quantities and rates so nothing is assumed. The notes start with "Payment due on pickup. Vehicle: (year, make, model, VIN, mileage). Parts and labor warranted for 12 months or 12,000 miles." Edit that if your terms differ. Many places require a written estimate before work starts and forbid charging more than the authorised amount without the customer’s consent, so keep the estimate, the authorisation and this invoice together; check your local rules.
What should an auto repair invoice include?
A repair invoice is the customer’s proof of what was done to the car and, in many places, a document the law says must show certain things. Include the following.
- Your shop name, address, phone and registration or licence number
- The customer’s name and contact details
- The vehicle: year, make, model, VIN, licence plate and mileage in and out
- The customer’s complaint and what you found, in a line or two
- Diagnostic time as its own line, and whether it is credited against the repair
- Labor for each repair as hours (book or actual) times your rate, one line per job
- Each part with its part number, quantity, unit price and whether it is new, remanufactured or used
- Sublet work, shop supplies, hazardous waste or disposal fees, each on its own line
- The warranty on parts and labor in months or miles
- Payment terms, the total due and how to pay
Taxes, VAT, GST, and multiple currencies
You can mark each line item taxable or not and set the rate, so a single invoice can mix taxed and untaxed items. This per-item control is something many simple tools cannot do, where one document is limited to one tax rate.
Documents render in 12 currencies with locale-correct formatting: USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD. That covers VAT in the EU and UK, GST in India, Australia and Canada, and US sales tax. Need detailed tax handling across your whole workflow? See the tax feature.
Do more with a free account
Invoice My Clients keeps every repair under the customer and the vehicle, lets you save your labor rate and common parts as items so a repair order is built in seconds, takes payment by card, Apple Pay or bank transfer at pickup or by text link before the customer arrives, and reminds the ones who leave a balance.
- Get paid online at pickup
- Hourly rate calculator for your shop rate
- Create a free Invoice My Clients account
Features
Unlimited line items
Add as many items as you need with per-item taxable control.
Your logo, your brand
Upload a logo and it appears on the document and the PDF.
Live totals
Subtotal, discount, and tax recalculate instantly.
12 currencies
Locale-correct formatting for every supported currency.
No signup to download
Build and download a PDF without creating an account.
Repair order lines and terms pre-set
"Diagnostic (hours)", "Labor (hours)", "Parts (list part numbers)" and "Shop supplies and disposal fees" are already listed with no amounts, and the notes open with "Payment due on pickup. Vehicle: (year, make, model, VIN, mileage). Parts and labor warranted for 12 months or 12,000 miles."
Frequently asked questions
What should an auto repair invoice include?
Your shop details and registration number, the customer, the vehicle block (year, make, model, VIN, plate, mileage in and out), the complaint and the diagnosis, then each charge on its own line: diagnostic time, labor per repair as hours times rate, every part with its number and condition, sublet work and shop supplies. Finish with the warranty in months or miles and payment terms. This page pre-lists "Diagnostic (hours)", "Labor (hours)", "Parts (list part numbers)" and "Shop supplies and disposal fees" with no amounts so you only type what applies.
Do I have to list part numbers?
You should, and in many places you must. Part numbers let the customer verify what was fitted, let the next mechanic order the right replacement, and back up a warranty claim to the parts supplier. Put one part per line on the "Parts (list part numbers)" line (duplicate it for each part) with the number, the quantity and whether it is new, remanufactured or used. Some jurisdictions also require you to offer the old parts back to the customer; note on the invoice whether they were returned or discarded, and check your local rules.
How do I bill diagnostic time?
As its own line, in hours or as a flat fee, and say in advance whether it is credited against the repair. A diagnostic is real work with a real result (a fault found and a quote to fix it), so charge for it even when the customer declines the repair. What customers object to is not the fee but discovering it after the fact. The pre-filled notes read "Payment due on pickup. Vehicle: (year, make, model, VIN, mileage). Parts and labor warranted for 12 months or 12,000 miles." Add a sentence there about your diagnostic policy if it differs.
What about shop supplies and disposal fees?
Charge them on their own line, not hidden in labor. A shop supplies fee (a small percentage of labor or a flat amount for rags, lubricants, fasteners and cleaners) and a disposal or environmental fee for oil, coolant, tyres or batteries are normal, but some places cap them or require them to be disclosed on the estimate first. Name what the fee covers in the description. The common mistake is a vague "misc" line, which is the first thing a disputing customer points at.
Is my client data safe?
Yes. Everything you type stays in your browser. Nothing is uploaded or stored on our servers unless you create an account and save the document yourself. See our privacy policy for details.
What currencies are supported?
USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD, each formatted correctly for its locale.
Do I need to install anything?
No. Everything runs in your browser. There is nothing to download or install.
What happens when I create an account?
Your invoice is carried straight into your new Invoice My Clients account. Your invoice arrives ready, PDF generated, so you can send it and get paid online. From there you can edit it, send it, track payment, and get paid online.
Does it remember my business details?
Yes. Your own business details, logo, currency, and payment information are saved on your device (in your browser, never on our servers) so you do not re-enter them next time, and your invoice number auto-increments from the last one you used. Client details, line items, and amounts are never saved. You can clear everything any time with the "Clear saved details" link above the form.
Is there a Spanish version?
Yes. The same invoice generator is available in Spanish, with the document, the labels and the PDF in Spanish, at the "Español" link in the header.
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