Free auto repair estimate, invoice and work order templates
Three templates built from the paperwork a real shop uses. Fillable PDFs for the counter, and Excel files that add up the lines, tax and balance for you. Free, no signup.
Estimate template
Before the work. List the labor, parts and fees, get the customer's signature or approval, and keep a copy.
Invoice template
After the work. Same lines as the estimate, plus what was paid and the balance due.
Work order template
In the bay. The tech's copy of what was approved, who's on it and when it's promised.
What’s on each template
| Template | When you use it | Fields |
|---|---|---|
| Estimate template | Before the work. List the labor, parts and fees, get the customer's signature or approval, and keep a copy. | Shop and customer details, vehicle and VIN, concern, up to 12 lines, labor and parts subtotals, tax, total, valid-until date, authorization signature |
| Invoice template | After the work. Same lines as the estimate, plus what was paid and the balance due. | Everything on the estimate, plus due date, amount paid and balance due |
| Work order template | In the bay. The tech's copy of what was approved, who's on it and when it's promised. | Vehicle, mileage in, concern, approved lines, technician, promised time, notes, authorization to begin work |
Check your state’s rules. Some states require a written estimate, the customer’s authorization before work starts, or specific wording on repair paperwork. These templates are a starting point, not legal advice.
Using them well
Fill the estimate from the inspection, not from memory, and price parts the same way every time. The parts markup calculator gives you a multiplier to use on every line, and the VIN decoder confirms the engine before you order.
Keep declined lines. A declined line on today’s estimate is next month’s job if someone follows up. Our post on winning back declined work shows how, and the shop profit calculator puts a number on it.
When paper starts slowing you down, estimates with text approval in Gearboxly carry the same lines through to the work order and invoice.
Questions shops ask
Are these templates really free?
Yes. Download them, put your shop's name on them and use them as much as you like. No signup and no email needed.
What's the difference between the PDF and the Excel file?
The PDF has fillable boxes: type in it on a computer or print it and write by hand. The Excel file does the math. Pick Labor, Part or Fee on each line and it works out the line totals, subtotals, tax and balance due.
Can I add my logo?
In the Excel file, yes: insert your logo in the header and save your own copy. The PDF has a blank shop name and address box at the top for your details.
How is tax worked out in the Excel template?
There are two rates, one for parts and one for labor, because many states tax them differently. Enter your rates once and save the file as your own starting copy.
Do I need an estimate before starting a repair?
In many states, yes, for jobs over a certain amount, and some require the customer's written or recorded approval. The rules differ by state, so check yours before you rely on any template.
Does Google Sheets work?
Yes. Upload the Excel file to Google Drive and open it with Google Sheets. The formulas carry over.
When should a shop move off paper templates?
When you're retyping the same customer and vehicle on three documents, or chasing approvals by phone. Shop software turns the estimate into the work order and the invoice without retyping, and the customer can approve by text.
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