Auto repair invoice template for garages and body shops
Reviewed in November 2026
An auto repair invoice bills the parts fitted and the hours worked on one vehicle. It carries the registration number, the odometer and the job card. The generator above opens with a brake, clutch and dent job in rupees. Download it as PDF or as an image for WhatsApp.
Auto repair invoice
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What it includes
- Garage name, address, GSTIN and phone
- Invoice number and date
- Job card number
- Customer name and phone
- Vehicle make, model and registration number
- Odometer reading
- Estimate approved and date
- Lines: part or labour, quantity, rate, amount
- Subtotal, GST if registered, total
- Advance received and balance due
- Payment instructions
- Warranty and release terms
Auto repair invoice: full text
AUTO REPAIR INVOICE
[Speedline Motor Works]
[Plot 44, MIDC Bhosari, Pune] · [+91 98220 33441]
GSTIN: [number, or Not registered]
Invoice no.: [SMW-2026-0518]
Date: [5 November 2026]
Job card: [JC-1186]
Customer: [Anil Deshmukh] · [Phone]
Vehicle: [Maruti Swift] · Reg. no. [MH 14 KX 2291]
Odometer: [48,210 km]
Estimate approved: [₹16,900 on 2 November 2026]
Description Qty Rate Amount
[Front brake pads, set] [1] [2,350] [2,350]
[Brake disc skimming, per disc] [2] [450] [900]
[Clutch plate and pressure plate kit] [1] [6,800] [6,800]
[Clutch overhaul labour, per hour] [4] [600] [2,400]
[Bumper dent removal and paint, per panel] [1] [3,200] [3,200]
[Coolant, per litre] [3] [320] [960]
[Wheel alignment, job] [1] [700] [700]
Subtotal [17,310]
[GST, if registered] [0]
Advance received [-6,800]
BALANCE DUE [₹10,510]
Payment instructions
UPI [speedline@icici] · A/c [number] · IFSC [code]
Terms
[Vehicle released on full payment.]
[Parts warranty 6 months. Labour warranty 30 days.]
Customer signature on delivery: ______________________Lines from a brake, clutch and dent job
| Line | Type | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| Front brake pads, set | Part | 1 | 2,350 | 2,350 |
| Brake disc skimming, per disc | Labour | 2 | 450 | 900 |
| Clutch plate and pressure plate kit | Part | 1 | 6,800 | 6,800 |
| Clutch overhaul labour, per hour | Labour | 4 | 600 | 2,400 |
| Bumper dent removal and paint, per panel | Bodywork | 1 | 3,200 | 3,200 |
| Coolant, per litre | Part | 3 | 320 | 960 |
| Wheel alignment | Labour | 1 | 700 | 700 |
| Subtotal | 17,310 |
Add GST on top if the garage is registered, at the rate that applies. The example leaves tax out to keep the figures readable.
Vehicle and job card details
| Field | Example | Why it matters |
|---|---|---|
| Registration number | MH 14 KX 2291 | Identifies the car on every document |
| Make and model | Maruti Swift | Explains the part numbers |
| Odometer in | 48,210 km | Backs up warranty and service history |
| Job card number | JC-1186 | Links the bill to the complaint and the estimate |
| Estimate approved | ₹16,900 on 2 November | Shows the customer agreed before work |
| Date in and date out | 2 and 5 November | Shows how long the car stayed |
| Technician | Sachin P. | The customer knows who did the work |
Parts and labour hours kept apart
Parts go at the piece price with the part number. Labour goes by the hour or by the job.
Customers often check part prices online. A clutch kit at ₹6,800 looks fair when the four hours of fitting sit on their own line.
Bodywork lines mix paint and skilled time. Write «per panel» so the customer sees what the price covers.
Estimate first, invoice after
Send the estimate on WhatsApp before opening the engine. Wait for a written yes in the chat.
Hidden damage turns up on many jobs. Send a revised estimate with the new line before fitting anything extra.
Switch the generator to «Quotation» for the estimate. Switch back to the invoice when the job is done.
Insurance claim jobs at a body shop
On an accident job the surveyor approves a list of parts and labour. The insurer pays its share and the owner pays the rest.
| Line | Approved by surveyor (₹) | Paid by insurer (₹) | Owner pays (₹) |
|---|---|---|---|
| Bumper dent removal and paint | 3,200 | 2,700 | 500 |
| Clutch kit and fitting | Not part of claim | 0 | 9,200 |
| Brakes, coolant and alignment | Not part of claim | 0 | 4,910 |
Give each payer its own figure. The owner should never see the insurer amount as money owed.
Getting paid before the car leaves
On a job with no insurance claim, Speedline asks for a parts advance. The balance falls due when the car is ready.
| Step | When | Amount (₹) |
|---|---|---|
| Parts advance | On approving the estimate | 6,800 |
| Balance | When the car is ready | 10,510 |
Send the invoice the moment the car comes off the ramp.
«Hello Mr. Deshmukh, your Swift MH 14 KX 2291 is ready at Speedline Motor Works. The invoice for job card JC-1186 is attached. Balance due is ₹10,510 after your ₹6,800 parts advance. Pay on UPI speedline@icici and collect the car anytime today.»
Body shop lines worth adding
| Line | Unit | When it applies |
|---|---|---|
| Panel beating, front fender | panel | Dent too deep for paintless repair |
| Paint and clear coat, metallic | panel | Colour match on a metallic finish |
| Headlamp assembly, left | piece | Broken lamp after a collision |
| Towing to the workshop | trip | Car could not be driven in |
| Consumables, sandpaper and masking | job | Any paint job |
Write the panel name on each paint line. Owners and surveyors check the panels against the photos.
Garage billing errors to avoid
- No odometer reading. A warranty claim later has nothing to check against.
- Labour hidden inside the part price. Customers dispute the bill after a price search.
- Extra work without a revised estimate. The customer refuses the difference at the counter.
- Insurer and owner amounts on one total. Each payer needs its own figure.
- No part numbers on major parts. Warranty returns to the supplier get rejected.
- Releasing the vehicle on a promise. The balance then takes weeks.
Fleet accounts on reminders
Company cars and delivery fleets often pay at month end. Those accounts drift without a reminder.
Makatea sends each fleet owner a WhatsApp reminder before the due date. It records the payment and updates what the account owes.
Bring your credit customers in an Excel list. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · rent receipt template · free invoice generator
Frequently asked questions
Is an estimate the same as a repair invoice?
No. The estimate asks for approval before the work. The invoice bills the work once it is done.
Should parts and labour be on separate lines?
Yes. Customers compare part prices and labour time apart. Warranty claims also need the part lines.
How do I bill an insurance claim job?
Split the amount the insurer pays from the owner's share. Send each payer its own figure.
Where does the odometer reading go?
In the vehicle details at the top. It supports the warranty and the service history.
Can I send the repair invoice on WhatsApp?
Yes. Download the image and send it with the «car ready» message. The PDF suits fleet accounts by email.
Is this a GST e-invoice?
No. It is a commercial invoice for your billing and collections. Government e-invoicing systems are issued in their own portal.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
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