A repair invoice is the customer’s record of what you did and what they paid. In many states it’s also a legal document, with required contents. This guide covers what a good invoice includes, the items states commonly require, and where to find your state’s actual rules.
This is general information, not legal advice. Requirements differ by state, and change. Check your state’s own rules (links below) or ask a lawyer before relying on any template, including ours.
What every repair invoice should include
- Your shop: business name, address and phone, plus your state registration or license number if your state registers repair shops.
- The customer: name and contact details.
- The vehicle: year, make, model, VIN, and the odometer reading.
- The date of the invoice.
- Each part, listed separately with its quantity and price. Say whether it’s new, used, rebuilt or reconditioned.
- Labor, described by job, with the hours and rate or a flat price for each.
- Shop supplies or other fees, each shown separately.
- Subtotals for parts and labor, then tax, then the total.
- Warranty terms, if you give a warranty on parts or labor: what’s covered and for how long.
- What the customer approved, and when, especially if the final total differs from the estimate.
What states commonly require
Not every state regulates auto repair invoices, and those that do vary. Requirements that come up again and again include:
- Itemized parts and labor, each with its price, rather than one lump sum.
- Identifying used, rebuilt or reconditioned parts as such.
- The odometer reading on the invoice.
- The shop’s registration number, in states that register repair shops.
- Not going over the estimate without consent, often above a set dollar amount or percentage, with a record of how and when the customer approved the extra.
- Keeping copies of estimates, invoices and approvals for a set number of years.
The details, such as which dollar amount triggers a written estimate, how much over the estimate needs consent, and how long to keep records, differ from state to state. That’s why you shouldn’t copy another state’s rule.
Where to check your state’s rules
Start with your state’s consumer protection office, attorney general, or the agency that registers repair shops. A few examples of official guidance for shops:
- California: Bureau of Automotive Repair, Write It Right (documentation and authorization requirements).
- Florida: Department of Agriculture and Consumer Services, what must be on the invoice.
- New York: DMV, motor vehicle repair shop regulations (Part 82).
- Michigan: Department of State, repair facilities.
If your state isn’t listed, search for your state’s name with “motor vehicle repair act” or “auto repair consumer protection”.
Keep the record with the job
Whatever your state requires, keep the estimate, any approvals and the final invoice together, so you can find them if the customer questions the bill or the car comes back under warranty. See writing an estimate customers approve for the approval side.