Invoice template for mechanics
Parts and labour on separate lines, so the bill answers the question before the customer asks it.
INV-001
PendingINVOICE
FROM
Emeka Auto Works
TO
Mr Bayo Ogundipe — Toyota Camry 2015
ISSUE DATE
Fri, Aug 14, 2026
DUE DATE
Fri, Aug 28, 2026
| Description | Quantity | Unit Price | VAT | Amount |
|---|---|---|---|---|
| Diagnostic check | 1 | NGN 15,000.00 | — | NGN 15,000.00 |
| Brake pads — front set, genuine | 1 | NGN 45,000.00 | — | NGN 45,000.00 |
| Brake discs — front pair | 2 | NGN 38,000.00 | — | NGN 76,000.00 |
| Engine oil — 5W-30, 5 litres | 1 | NGN 28,000.00 | — | NGN 28,000.00 |
| Oil filter | 1 | NGN 6,500.00 | — | NGN 6,500.00 |
| Labour — brake replacement and service | 1 | NGN 40,000.00 | — | NGN 40,000.00 |
| Road test and final inspection | 1 | NGN 5,000.00 | — | NGN 5,000.00 |
Note
Parts carry a 3-month warranty. Labour guaranteed for 30 days. Vehicle registration: LAG-234-KJA.
Invoice made free at wadmaster.com/invoice-generator
Opens in the free generator with these lines already filled in.
Figures are realistic examples, not a price list. What you charge is your own decision.
Parts by the item, labour by the job
Keep them apart, always. Parts are things the customer could price themselves and will; labour is the work only you can do. One combined figure looks like a number you invented, and it is why mechanics get accused of overcharging more than any other trade. Two columns turn an argument into a conversation about which brake pads.
What to take upfront
Take the cost of parts upfront. You are buying components for one specific car, and a customer who changes their mind leaves you holding pads that fit nothing else on the street. Labour can wait until the job is done — that part is your risk to carry, and carrying it is what makes the upfront request reasonable.
The lines most mechanics and auto repair shops forget
Every one of these is work you have already done or money you have already spent. Left off the invoice, it comes out of your margin.
- The diagnostic, done free and then billed as nothing when the customer declines the repair
- Small parts — clips, bolts, gaskets — bought in cash and never recorded
- Towing or recovery to the workshop
- Days the car sat on your premises taking up space
- The road test, and the fuel it used
- Disposal of old oil and parts
Invoicing as a mechanic
- Should I charge for diagnostics if they decline the repair?
- Yes, and say the price before you start. Finding the fault is the skilled part of the work, and a diagnostic given away free is an hour of expertise donated to somebody who took your answer to a cheaper workshop. Many shops waive it if the repair goes ahead — that is a discount you chose, which is different.
- How do I show a warranty on the invoice?
- As a note, with different terms for parts and labour if that is the truth — three months on parts, thirty days on labour, for example. It protects you as much as the customer: a warranty written down has an end date, and one that was only ever spoken does not.
- Should I put the vehicle details on the invoice?
- Always — make, model, year and registration. A customer with three cars will not remember which one you serviced in March, and neither will you. It also makes the invoice useful to them when they sell the car and want to show what was done.
A template gets one invoice out. The next fifty are the work.
WadMaster keeps your items and your customers, so the second invoice takes a minute and you can see which ones are still unpaid.
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