An estimate is the price you expect to charge, agreed with the customer before the work starts. An invoice is the bill for the work you actually did. Get approval on the estimate first, get approval again for anything that changes it, and make the final invoice match the approved estimate plus approved changes, so the total never surprises the customer.
Write the estimate before touching the car
List the repairs you’re proposing, with an estimate for labor and parts for each, any shop-supplies or disposal fee, and the total. Note the vehicle’s year, make, model, VIN and mileage. Many states have rules about written estimates and customer authorization for auto repair, and the details vary, so check your state’s rules or ask your local trade association. Either way, the practical rule is the same: no work without an approved price.
Get approval, and keep a record of it
The customer should approve the work and the estimated cost, in writing where required and preferably even where it isn’t: a signature, a reply to your text, or an email saying “go ahead”. Save it with the job. A record of approval turns “I never agreed to that” from an argument into a one-minute check.
Handle surprises before you do the work
- •Stop. Don’t do the extra work yet.
- •Tell the customer what you found, why it matters and what it will cost.
- •Get their approval, in writing if you can.
- •Put the extra on its own line on the invoice, so the original estimate and the addition are both visible.
Write the final invoice
Put the vehicle details at the top, then each repair’s labor, each part with quantity and price, shop supplies and any disposal fee, and your warranty terms at the bottom:
The free auto repair invoice template follows this layout. Enter your prices and download a PDF, with no signup.
Common mistakes
- •Starting work on a verbal “sounds fine”.
- •Doing extra repairs without a second approval.
- •Lumping parts and labor together so the customer can’t see what they paid for.
- •Adding a shop-supplies fee the customer never heard about.
- •Leaving the warranty out of the paperwork.
If a customer still doesn’t pay, start with a friendly reminder. These payment reminder templates show you how.
Quote and invoice from your phone
Send this from your phone with a pay-now link and automatic reminders
Key Takeaways
An estimate is the price you expect to charge before the work starts, and the customer approves it. An invoice is the bill for the work actually done. The invoice should line up with the approved estimate, plus any approved changes.
It’s good practice, and many states require written estimates and customer authorization for auto repair. The rules vary, so check yours, and get approval for the work and the estimated cost before you start.
Stop and contact the customer before doing the extra work. Explain what you found, give the new price and get their approval, in writing if you can, then bill the extra on its own line.
The vehicle details, a line for each repair’s labor, each part with quantity and price, any shop-supplies or disposal fee, the total, how to pay, and your warranty terms.
Start from a template with labor, parts and shop-supplies lines, put the vehicle details in the notes and send it at pickup. The free LaborMate auto repair invoice template is set up this way.