Free template
Mobile mechanic invoice template
One printable page with the lines a repair done in a driveway actually needs. Type into it here or print it blank. No email asked for.
This mobile mechanic invoice template is built for work done at the customer’s place, not at a counter. It has a service address separate from the billing address, labor written as hours times your rate, parts on their own lines, a trip or call-out fee line, shop supplies, tax, a deposit line and a signature from the customer.
Fill it in on this page and print it, or use your browser’s print dialog to save it as a PDF and text that to the customer. The fields are blank on purpose: no rate or fee on this page is a suggestion, because yours come from your own costs.
Your printer, or "Save as PDF" in the print dialog. Only the invoice prints.
Invoice
From
Bill to
Vehicle
| Work performed | Hours | Rate | Amount |
|---|---|---|---|
| Part and part number | Qty | Unit price | Amount |
|---|---|---|---|
| Fee | Note | Amount |
|---|---|---|
- Labor subtotal
- Parts subtotal
- Trip or call-out fee
- Shop supplies and disposal
- Discount
- Sales tax
- Deposit received
- Total due
Payment
Customer supplied parts, if any, are listed above with no part price. Old parts are returned or disposed of as agreed before the work began.
Or send this invoice from your phone and take the card before you pack up.
Starter $99/mo · Growth $149/mo · 14 days free on both plans. Cancel anytime.
What every line on this invoice is for
The top block is identity: who did the work, how to reach them, and a number for the invoice that never repeats. Number invoices in a plain sequence and never reuse one. When a customer calls in March about a job from November, the number is how you find it.
The vehicle block is what makes it a repair invoice rather than a receipt. Year, make, model and VIN identify the car beyond doubt, and the mileage reading ties the work to a moment in that car’s life. A warranty claim on a part, a comeback, or a buyer asking for service records all start from the VIN and the mileage.
Labor and parts sit in separate tables because they are different kinds of charge, and a customer, an accountant and a tax agency can each read them differently. Writing labor as hours times rate shows the customer the arithmetic instead of a lump sum to argue with.
For the longer answer on what belongs on the page and why, read what a mobile mechanic invoice must include.
Labor, parts and sales tax: check your state
Whether labor is taxed, and whether listing it separately changes anything, is not one national rule. States answer it differently, and some answer it in ways that surprise people who learned it in another state. In one approach, a separately stated labor charge is treated apart from the parts. In another, supplying any part at all can put the whole charge in the taxable column, however the lines are split.
The template keeps labor and parts apart because every approach needs to see them, and because splitting them costs nothing where it does not matter. For what your own state says, start from the agency quotes on the state pages: Florida, Texas, Ohio, California and the other states we cover. This page is not tax advice, and a short call with your state's revenue department or an accountant settles it for your own work.
Whatever your state decides, put the tax on its own line with the rate written next to it. A total with tax folded in invisibly is the hardest kind of invoice to defend later.
The trip or call-out fee line
Driving to the car is real cost: fuel, the van, and time you are not billing for. A separate fee line says that out loud instead of hiding it in the labor rate. Customers argue less with a fee they were told about before you came than with a labor rate that looks high for no visible reason.
Two rules keep the line from causing disputes. Quote it before the visit, in the same message that confirms the appointment. And decide in advance what happens to it when the customer goes ahead with the repair: some mechanics credit it against the job, others keep it as a flat charge. Either works if the customer heard it first.
To set the number from your own costs rather than a guess, the call-out fee calculator walks through it, and the labor rate calculator does the same for the hourly rate on the labor lines.
Shop supplies, disposal and customer parts
Rags, brake cleaner, the oil that went down the drain and the fee to get rid of it all cost money, and a mobile job uses them just as a shop does. If you charge for them, put them on their own line and keep the basis consistent from job to job, so the line reads as a policy and not as a number chosen on the day.
The template has a printed note for customer supplied parts: list them with no price, so nobody later reads the invoice as you having sold a part you did not. The guide to shop supplies and disposal fees and the customer supplied parts policy go further on both.
Getting paid before the van leaves
The best time to be paid for mobile work is the ten minutes after the car starts, while the customer is standing next to it and the repair is still the most important thing in their day. A week later it is one bill among many.
So write the payment terms on the invoice before you arrive, and make them short: due on completion is the clearest. Fill in the paid by and amount paid lines when the money changes hands, and have the customer sign the bottom. A signed invoice marked paid is the end of the job on paper.
If a customer genuinely cannot pay on the day, agree the date in writing on the notes line. The guide to getting paid faster covers the follow up, and the late fee calculator shows what a late fee would actually come to before you promise one.
Questions about this template
Is this mobile mechanic invoice template free?
Yes. There is no email gate and no account. Fill it in on the page or print it blank, and use your browser’s print dialog to save it as a PDF.
What should a mobile mechanic put on an invoice?
Your business details and an invoice number, the customer and the service address, the vehicle with VIN and mileage, labor as hours times rate, parts on their own lines, any call-out fee and shop supplies, tax on its own line, the total, the payment terms and the customer’s signature.
Should labor and parts be listed separately on a mechanic invoice?
Listing them separately is the safe default. It shows the customer how the total was reached, and states treat labor and parts differently for sales tax. Whether the split changes the tax in your state is a question for your state revenue department; the Fixty state pages quote several of them.
Do I charge sales tax on mobile mechanic labor?
It depends on the state, and sometimes on whether parts were supplied on the job. There is no single national answer. Check your state revenue department or an accountant before setting up your invoices; this page is not tax advice.
Can I send this invoice by text?
Save it as a PDF from the print dialog and attach it to a text or an email. If you want the customer to pay from the same message, an invoicing app that sends a payment link does that in one step.
Make this invoice in Fixty and take the card on the spot
Starter $99/mo · Growth $149/mo · 14 days free on both plans. Cancel anytime.