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Auto Repair Invoice Template

If you are in  the auto repairs industry, it’s helpful to give your customers a breakdown of your service costs not just in your estimate but also when you invoice them afterwards. This creates trust and ensures repeat business as well as clear bookkeeping when the time comes to submit your tax returns. An invoice template will help you stay focused on repairing your customers’ vehicles without worrying about the paperwork involved.

    Get Paid

    Whether you do brake replacement, car or truck accident & damage repair, AC or engine repair, a templated invoice covers all these services when it comes to getting paid.

    Save Time

    When you use templated invoices, you cut administrative work and can focus on doing more of what you are great at – making sure that your customers’ vehicles are working.

    Why Should You Send an Invoice?

    Invoices are not just meant to serve as a way to get paid and stay on top of your cash flow. They are also an important financial record, which is essential for submitting tax returns and making sure you can calculate profits and loss and run a tight operation. 

    Great customer experience in the auto repair industry comes not only from the quality and speed of the services you provide. A clear and well organized invoice will show your professionalism and customers will come back to you again and again.

    Stand Out As a Trustworthy Partner

    When you use a clear, concise and transparent invoice template, your automotive business will stand out as a trustworthy partner. This will lead to repeat business and referrals from satisfied customers.

    Don’t Spend Extra Energy In Admin Tasks

    A car mechanic’s job is a physically challenging one and margins are very tight. An easy-to-manage invoice template ensures you don’t spend extra energy in admin tasks and get paid promptly by your customers.

    When Should You Send an Invoice?

    The most common practice for auto repair shops nowadays is to request payment upon receipt of your vehicle. Some repair outlets also allow the setup of payment plans or delayed payment, in which case you should clearly state the payment terms and due date on your invoices.

    Regardless of whether you send the invoice digitally or deliver in person for immediate payment, clarity of payment terms and timings will save you a lot of headaches down the line and keep your business healthy.

    What should be included on an invoice for an auto repair shop

    Auto repair shops are places associated with distress purchases, i.e. problems and high costs. You want to make a good first impression with your customers including the way your invoices exude professionalism and trust. 

    The top 10 things to include in your invoices are:

    • Branding including website, logo or other graphical elements
    • Auto repair company name, phone, email and other contact details
    • The name and contact details of your customer
    • The word ‘INVOICE’ and a unique number
    • Date of invoice and payment due date
    • All auto repair services rendered with descriptions, price, labor costs and parts
    • Flexibility for your employees to add more lines for additional services if needed
    • Ability to include loyal customer or other discounts and clearly explain what they are
    • Total amount due, including fees, import duties for parts and taxes
    • Payment terms

    Invoice Template Tips for Auto Repair Businesses

    Invoice Template format

    It’s very important but you should also pay attention to what format you select to work with. Whether it’s Word, Excel, PDF, Google Docs, or Google Sheets, it has to be easy to use by all your employees who will be issuing invoices, secure and compatible with your other software and systems. 

     Add a personal touch to your invoices 

    You can always include a few lines to promote the other auto repair services you are offering in case your customers need them. This can also include maintenance tips, links to community sites and blogs, so you show you care about your customers.

    Accept a variety of payment methods

    It’s important to stay up to date with all available payment methods, including major debit and credit cards, online payments, e-transfers, virtual online cards, mobile  payments as well as methods for delayed payment. 

    Don’t spare the detail

    The time you invest in detailing every bit of work you performed on your customer’s vehicle is a time well spent. This will build trust and will also show them that the work you’ve done is valuable and that you and your staff have the knowledge and skills to care for their car or truck in the best way.

    Don’t surprise your customers

    For many of your customers, especially the great majority who don’t have detailed automotive knowledge, visiting your auto repair shop can be very stressful so you want to decrease the distress factor. Thus, springing unexpected charges or changing your payment terms are some of the things you should avoid doing in your invoice. Be detailed, transparent and predictable and you will get loyal customers who will recommend you to their friends and family time and again

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