A well-structured body shop repair invoice is crucial for maintaining clear communication with customers and ensuring accurate billing. Using a template not only saves time but also helps project a professional image for your auto repair business. These templates typically include essential information like customer details, vehicle information, a detailed breakdown of parts and labor costs, and payment terms. Properly formatted invoices contribute to efficient record-keeping and can simplify accounting processes.
When choosing or creating a body shop repair invoice template, consider the specific needs of your shop. Factors to consider include the level of detail required for each job, the types of services offered (e.g., collision repair, painting, detailing), and any specific legal requirements in your area. A customizable template allows you to easily adapt the invoice to different types of repairs and customer requirements. This flexibility is particularly important in the auto repair industry, where no two jobs are exactly alike.
Many free body shop repair invoice templates are available online in formats such as PDF, Word, and Excel. These templates offer a convenient starting point, but remember to customize them with your business logo, contact information, and any unique terms or conditions. Before sending an invoice, always double-check all information to ensure accuracy and avoid potential disputes with customers. Accurate and professional invoices build trust and contribute to positive customer relationships.
Beyond the basics, consider adding elements to your invoice that enhance customer service. This might include a brief description of the work performed, photos of the damage before and after repair (if applicable), and contact information for a dedicated customer service representative. Transparency and clear communication are key to building customer loyalty and generating positive word-of-mouth referrals. Always obtain customer approval before beginning any repairs beyond the initial estimate and document this approval on the invoice.
Sample Body Shop Repair Invoice Letter Examples
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 12345
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2018
Make: Honda
Model: Civic
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Labor (Collision Repair) | 5 hours | $75/hour | $375.00
Bumper Replacement | 1 | $300.00 | $300.00
Paint (Matching) | 1 quart | $100.00 | $100.00
Parts | Various | | $50.00
Subtotal: $825.00
Tax (6%): $49.50
Total: $874.50
Payment Terms: Due upon receipt. Thank you for your business!
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 67890
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2020
Make: Toyota
Model: Camry
VIN: [VIN Number]
Repair Details:
* Dent removal on driver’s side door
* Replacement of side mirror
* Paint touch-up to match existing color
Item | Quantity | Rate | Amount
—|—|—|—
Labor (Dent Removal) | 3 hours | $80/hour | $240.00
Labor (Mirror Replacement) | 1 hour | $80/hour | $80.00
Labor (Paint Touch-Up) | 2 hours | $80/hour | $160.00
Side Mirror (OEM) | 1 | $150.00 | $150.00
Paint (Touch-Up) | 0.5 pint | $50.00 | $25.00
Materials (Sandpaper, etc.) | | | $15.00
Subtotal: $670.00
Discount (Senior Citizen): -$30.00
Tax (6%): $38.40
Total: $678.40
Payment Terms: Net 30 days. A late fee of 1.5% per month will be applied to overdue invoices.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 11223
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Insurance Company: [Insurance Company Name]
Claim Number: [Claim Number]
Vehicle:
Year: 2019
Make: Ford
Model: F-150
VIN: [VIN Number]
Repair Details:
* Front end collision repair per insurance estimate.
Item | Quantity | Rate | Amount
—|—|—|—
Labor (Frame Straightening) | 4 hours | $90/hour | $360.00
Labor (Body Work) | 6 hours | $90/hour | $540.00
New Hood | 1 | $400.00 | $400.00
New Headlights | 2 | $150.00 | $300.00
Paint (Matching) | 1 gallon | $150.00 | $150.00
Subtotal: $1750.00
Deductible: $500.00 (Paid by Customer)
Tax (6%): $75.00
Total Due From Insurance: $1325.00
Payment Terms: Net 30 days from insurance company.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 33445
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2015
Make: Chevrolet
Model: Malibu
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Labor (Scratch Removal – Rear Bumper) | 1 hour | $65/hour | $65.00
Materials | | | $10.00
Subtotal: $75.00
Tax (6%): $4.50
Total: $79.50
Payment Terms: Due upon completion. Thank you!
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 55667
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2022
Make: Kia
Model: Sorento
VIN: [VIN Number]
Item | Quantity | Rate | Amount
—|—|—|—
Labor (Rocker Panel Replacement) | 4 hours | $85/hour | $340.00
Rocker Panel (Part #RP123) | 1 | $250.00 | $250.00
Clips/Fasteners | | | $20.00
Subtotal: $610.00
Tax (6%): $36.60
Total: $646.60
Payment Terms: Net 15 days.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 77889
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2017
Make: Nissan
Model: Altima
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Windshield Replacement (OEM) | 1 | $350.00 | $350.00
Labor (Installation) | 2 hours | $70/hour | $140.00
Sealant/Adhesive | | | $15.00
Subtotal: $505.00
Tax (6%): $30.30
Total: $535.30
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 99001
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2021
Make: Hyundai
Model: Sonata
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Full Interior Detailing | 1 | $120.00 | $120.00
Exterior Wash & Wax | 1 | $80.00 | $80.00
Engine Bay Cleaning | 1 | $40.00 | $40.00
Subtotal: $240.00
Tax (6%): $14.40
Total: $254.40
Payment Terms: Due upon completion. We appreciate your business!
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 22446
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2016
Make: Jeep
Model: Grand Cherokee
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Diagnostic Fee | 1 hour | $95.00 | $95.00
Labor (Wiring Repair) | 2 hours | $95.00 | $190.00
Wiring Harness | 1 | $75.00 | $75.00
Subtotal: $360.00
Tax (6%): $21.60
Total: $381.60
Payment Terms: Due upon completion. Diagnostic fee waived if repair is performed.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 44668
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2013
Make: BMW
Model: 328i
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Labor (Transmission Repair) | 8 hours | $110/hour | $880.00
Transmission Fluid | 6 quarts | $15/quart | $90.00
Filter Kit | 1 | $60.00 | $60.00
Loaner Car (3 Days) | 3 | $30/day | $90.00
Subtotal: $1120.00
Tax (6%): $67.20
Total: $1187.20
Payment Terms: Net 30 days. Loaner car agreement attached.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 66880
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2010
Make: Mercedes-Benz
Model: C-Class
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Towing Fee | 1 | $75.00 | $75.00
Labor (Engine Replacement) | 12 hours | $100/hour | $1200.00
Used Engine | 1 | $1500.00 | $1500.00
New Hoses & Belts | | | $80.00
Subtotal: $2855.00
Tax (6%): $171.30
Total: $3026.30
Payment Terms: Net 30 days.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 88002
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2014
Make: Volvo
Model: S60
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Labor (Brake Pad Replacement – Customer Supplied Parts) | 2 hours | $70/hour | $140.00
Brake Fluid Flush | 1 | $50.00 | $50.00
Subtotal: $190.00
Tax (6%): $11.40
Total: $201.40
Payment Terms: Due upon completion. No warranty on customer-supplied parts.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 00224
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2011
Make: Subaru
Model: Outback
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Tire Rotation | 1 | $30.00 | $30.00
Balance Tires | 4 | $10.00/tire | $40.00
Subtotal: $70.00
Tax (6%): $4.20
Total: $74.20
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 11335
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2018
Make: Mazda
Model: 3
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
A/C Recharge | 1 | $85.00 | $85.00
Freon (R-134a) | 1 lb | $20.00/lb | $20.00
Subtotal: $105.00
Tax (6%): $6.30
Total: $111.30
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 33557
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2007
Make: Toyota
Model: Corolla
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Headlight Restoration (Pair) | 1 | $60.00 | $60.00
Subtotal: $60.00
Tax (6%): $3.60
Total: $63.60
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 55779
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2015
Make: Honda
Model: CR-V
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Paintless Dent Repair (Hail Damage – 3 Dents) | 3 | $75.00/dent | $225.00
Subtotal: $225.00
Tax (6%): $13.50
Total: $238.50
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 77991
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2020
Make: Toyota
Model: Rav4
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Oil Change (Synthetic Blend) | 1 | $65.00 | $65.00
Oil Filter | 1 | $8.00 | $8.00
Multi-Point Inspection | 1 | $0.00 | $0.00
Subtotal: $73.00
Tax (6%): $4.38
Total: $77.38
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 99113
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2016
Make: Nissan
Model: Altima
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Front Brake Rotor Replacement (Pair) | 1 | $120.00/each | $240.00
Labor | 2 Hours | $80.00/hour | $160.00
Subtotal: $400.00
Tax (6%): $24.00
Total: $424.00
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 11446
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2010
Make: Ford
Model: Explorer
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Strut Replacement (Front Pair) | 1 | $150.00/each | $300.00
Labor | 3 Hours | $90.00/hour | $270.00
Wheel Alignment | 1 | $80.00 | $80.00
Subtotal: $650.00
Tax (6%): $39.00
Total: $689.00
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 33668
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2014
Make: Chevrolet
Model: Silverado
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Transmission Fluid Change | 1 | $120.00 | $120.00
Transmission Filter | 1 | $30.00 | $30.00
Subtotal: $150.00
Tax (6%): $9.00
Total: $159.00
Payment Terms: Due upon completion.
[Your Body Shop Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: 55880
Date: October 26, 2023
Bill To:
[Customer Name]
[Customer Address]
[Customer Phone Number]
Vehicle:
Year: 2017
Make: Jeep
Model: Wrangler
VIN: [VIN Number]
Description | Quantity | Rate | Amount
—|—|—|—
Courtesy Inspection (Brakes, Tires, Fluids) | 1 | $0.00 | $0.00
Subtotal: $0.00
Tax (6%): $0.00
Total: $0.00
Payment Terms: No Charge. We appreciate your visit!
In conclusion, utilizing a professional and detailed body shop repair invoice template is essential for efficient operation and customer satisfaction. These templates ensure accurate billing, transparent communication, and a professional image for your business. By customizing these templates to fit your specific needs and ensuring all necessary information is included, you can streamline your invoicing process and build strong customer relationships.
