Service invoice template for repair and maintenance jobs
Reviewed in November 2026
A service invoice bills a job done rather than goods sold. It lists the labour, the parts used and the details of the unit that was serviced. The template below opens for an aircon technician with the first service line filled in.
Service invoice
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What it includes
- Business name, address, phone and tax number
- Invoice number and job card number
- Invoice date and due date
- Customer name, billing and site address
- Appliance or vehicle details
- Lines: service, part or labour, unit, quantity, rate, amount
- Tax, if registered
- Total due
- Warranty on parts and labour
- Technician and customer signatures
Service invoice: full text
SERVICE INVOICE
[Business name]
[Address] · [Phone]
[GSTIN / TIN, if registered]
Invoice no.: [SRV-2026-0207] Job card: [JC-1184]
Date: [06-11-2026] Due: [21-11-2026]
Bill to: [Customer name]
Billing address: [address]
Site address: [address, if different]
Unit serviced: [Make] [Model] · Serial no. [number]
(For vehicles: Reg. no. [number] · Odometer [km])
Line Unit Qty Rate (₹) Amount (₹)
[AC servicing, split unit] [unit] [2] [650] [1,300]
[Gas top-up R32] [kg] [0.8] [1,800] [1,440]
[Run capacitor 35 µF] [piece] [1] [450] [450]
[Copper pipe extension] [ft] [4] [120] [480]
[Drain pipe replacement] [metre] [3] [60] [180]
[Visit charge] [visit] [1] [250] [250]
[Tax] [0]
TOTAL [4,100]
Warranty: parts [90] days · labour [30] days from the service date.
Next service due: [May 2027]
Technician: [name]
Payment: UPI [id@bank] · GCash [number] · A/c [number]
Customer signature ________________ Technician ________________Typical lines for an aircon and appliance technician
A technician services two split units at a home in Pune. One of them needs a new part.
| Line | Unit | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| AC servicing, split unit, jet wash | unit | 2 | 650 | 1,300 |
| Gas top-up R32 | kg | 0.8 | 1,800 | 1,440 |
| Run capacitor 35 µF | piece | 1 | 450 | 450 |
| Copper pipe extension | ft | 4 | 120 | 480 |
| Drain pipe replacement | metre | 3 | 60 | 180 |
| Visit charge | visit | 1 | 250 | 250 |
| Total | 4,100 |
Parts and labour sit on separate lines. The customer sees what was fitted and what the time cost.
Fields a service invoice needs
| Field | Why the technician needs it |
|---|---|
| Job card no. | Links the invoice to the complaint and the visit |
| Appliance make, model and serial no. | Proves which unit the warranty covers |
| Site address | The service address may differ from the billing address |
| Technician name | The customer knows who to call back |
| Warranty | Days on parts and days on labour, written apart |
| Next service due | Sets up the next visit and the next invoice |
Car service bill format
A garage bills the same way with vehicle details instead of an appliance.
| Line | Unit | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| Engine oil 5W-30 | litre | 3.5 | 620 | 2,170 |
| Oil filter | piece | 1 | 380 | 380 |
| Air filter | piece | 1 | 450 | 450 |
| Periodic service labour | job | 1 | 1,200 | 1,200 |
| Wheel alignment and balancing | job | 1 | 800 | 800 |
| Total | 5,000 |
Add the registration number, the odometer reading and the next service date. A garage that records the odometer can prove the service history later.
Quotation before the job
Repairs that need parts start with a quotation. The customer approves the parts list and the labour before work begins.
Switch the generator to «Quotation» and send it on WhatsApp. When the customer says yes, switch back to the service invoice with the same lines.
A compressor replacement quoted at ₹9,800 then becomes the invoice at ₹9,800. The customer has no surprise at the end.
AMC invoice lines
| Line | Unit | Example |
|---|---|---|
| Annual maintenance contract, 4 split units | quarter | ₹3,200 |
| Preventive service visit | visit | Included |
| Breakdown call outside office hours | call | ₹500 |
| Spare parts used | piece | At list price less 10% |
Bill the contract each quarter in advance. Bill parts and extra calls on a separate invoice after the visit.
Service invoice in the Philippines
RMC No. 77-2024 lists «Service invoice» as a name for invoices covering services. The word «Invoice» must still be printed prominently.
An aircon cleaning business in Quezon City bills ₱1,500 per split unit. A window-type overhaul is ₱2,800. Pick PHP in the generator and add 12% VAT if the business is VAT-registered.
Warranty visits and free calls
A warranty visit still gets an invoice. Show the lines at their normal rate and a warranty line that takes them to zero.
The customer sees the value of the free visit. Your records show how much warranty work costs each month.
Write the original invoice number on the warranty invoice. It proves the job falls inside the warranty days.
How technicians collect over WhatsApp
Home customers pay on the spot by UPI or GCash. Offices and housing societies pay against the invoice, often weeks later.
Annual maintenance contracts add a second rhythm. The technician bills each quarter and the customer pays within 15 days.
«Good afternoon. The service invoice for the AMC visit on 6 November is attached. ₹4,100 is due by 21 November. UPI coolcare@upi. Thank you.»
Makatea sends that message from the technician's number and follows up after the due date. It records the payment when it lands.
Common service invoice mistakes
- Parts and labour on one line. The customer disputes the whole amount.
- No serial number. The next warranty claim has nothing to match.
- Gas billed per visit with no quantity. Write the kilograms used.
- No odometer reading on a car service bill.
- Visit charge added without telling the customer before the visit.
Let the reminders go out on their own
Makatea holds each office and AMC customer with the invoice and the due date. It sends the WhatsApp reminder before and after the date.
Upload your customer list from Excel. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
What is a service invoice?
A service invoice bills work done, such as a repair visit. Labour and parts go on separate lines.
Can I bill in pesos for a job in the Philippines?
Yes. Pick PHP in the generator and add VAT at 12% if the business is VAT-registered.
Should parts and labour be on separate lines?
Yes. It shows the customer what was fitted and lets warranties differ for each.
Can I use this as a car service bill?
Yes. Add the registration number, odometer reading and the parts and labour lines.
Is «Service invoice» a valid name in the Philippines?
Yes. RMC No. 77-2024 lists it, provided the word «Invoice» is printed prominently. Invoices issued to buyers come from your ATP booklet or registered system.
Should I send a quotation before a repair?
Yes when parts are needed. The customer approves the cost and the invoice later matches it.
Can I send the service invoice on WhatsApp?
Yes. Download the image and send it to the customer before you leave the site.
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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