As the owner of a truck repair shop, you have many vehicles coming your way, making a truck repair invoice template absolutely necessary. Without it, you might end up losing track of your payments.
But what exactly does a truck repair invoice entail, and how do you even fill out one? Read on, and find out some important details that you need to respect about a truck repair invoice.
What Is an Auto Repair Invoice Used For?
No matter if you are a solo mechanic or you are operating your auto repair shop, you need a tool to help you bill your customers.
Sending professional invoices will suggest that you mean business, increasing your trust levels with your customers.
An auto repair invoice template allows you to keep track of your payments and the clients that owe you money. To put it simply, an auto repair business may use invoices for the following services:
- Car or truck repair
- Engine repair
- Fuel system repair
- Brake repair
- Exhaust repair and testing
- Brake replacement
- Accident repair
- Transmission repair
- Auto body repair
- Tire replacement
- Paintwork repairs
- Auto glass repair
- Oil changes
- Window replacement or repair
- Bodywork repair
- AC repair or installation
Depending on the services that the truck requires, more may be added to that list. Without an invoice, it may be very difficult to keep a good track of your cash flow.
There are plenty of expensive accounting software options that you can use to keep track of your expenses, but for the most part, invoicing software should be able to get the job done.
Why Use a Truck Repair Invoice Template?
Auto repair businesses involve a lot of work, and you cannot afford to waste your time on trivialities. The problem is that writing those invoices from scratch can take a lot of your time - time that you could have otherwise spent being a truck mechanic.
Auto repair invoice templates can take away the bulk of the work. There are plenty of cash management platforms such as Hello Bonsai that can offer you a free auto repair invoice whenever you need one.
This way, you can focus on your auto repair work without worrying about the technicalities.
What Should Be Added to an Auto Repair Invoice Template?
Every truck repair invoice is unique, but certain additions are mandatory. Whether you write your invoice in Google Sheets, Google Docs, MS Word, or any other document editor, here is what you need to write down:
- The name of your customer, the invoice number, and information to identify your client
- The name of your truck repair shop, along with your business address and contact information
- Vehicle information: model, make, VIN, and license number
- Odometer readings for the vehicle
- List of parts installed and whether they are new or used
- Whether the parts used are from the original manufacturer or not
- The total cost of the parts
- The total cost of the labor and how it was calculated (i.e., flat rate, hourly rate, etc.)
- Costs for supplies needed beyond the regular operating costs
- Warranty terms for each part you install on the car
- The total amount billed, including tax and discounts
The more thorough you are with the details, the easier it will be to prevent revenue errors.
How to Create an Invoice for Your Auto Repair Business
When you create an invoice for your auto repair service, there are certain steps that you should follow. Here is how you can send out a professional invoice for car repairs:
Get an Auto Repair Invoice Template
Go to the website or the platform that offers you invoice templates. Bonsai is such an example, as account owners can get access to unlimited invoice templates.
Name the Auto Repair Invoice
For you to keep track of the invoice, you need to know with whom it connects. When filling out a mechanic invoice, use a unique invoice name featuring the business name, client name or code, date issued, and other relevant information.
Customize the Auto Repair Invoice
Now it is time to customize your free invoice template with your company name and logo, business address, contact details for both parties, and client details.
Add the Details of the Invoice
The next step for filling out auto repair invoice templates is to add a brief description of the services provided, as well as other important details.
For instance, if your customer's vehicle only needed an oil change or a full repair service, then the truck repair invoice should include all that information.
Calculate the Total Price
Calculate the final cost of your truck repair services. If you are offering any discounts to your clients, make sure that you write everything down, including an explanation for the discount.
This way, your customer will know that they are getting a good deal from you. Include the method of payment as well.
Save and Deliver the Invoice
After all the details have been settled, you might want to create two copies of the invoice: one will be sent to your client, and one will be yours.
You may also want to schedule a follow-up, to ensure that the customer does not accidentally miss the payment.
When Should I Send an Invoice for My Auto Repair Services?
The timing for sending out an invoice will depend mostly on the job that you take on. For example, you can provide the invoice and collect payment immediately after you finish with the service.
However, if the truck repair is more extensive and it can take a couple of days or even weeks to finish, then you may ask for a percentage upfront and end the final invoice after finishing the job.
This method is often unavoidable, especially when you need to order parts beforehand. Many invoicing software platforms offer a free auto repair invoice upon need, so this should not be an issue.
The Bottom Line
Truck repair invoices are not that difficult to fill out, as long as you understand their basics. By getting a truck repair invoice template, you will at least have the hard part handled for you. Platforms such as Bonsai can help you in this matter.