A proper repair order tells the “three Cs”: complaint, cause, correction — and this template’s notes block is structured exactly that way, with the vehicle identified by VIN and odometer. Lines follow shop convention: diagnostic time, labor at book hours × your rate, parts, and the shop-supplies fee.
If the shop bills from a labor guide, put the approved book hours in the quantity field and the shop’s disclosed labor rate in the rate field. If actual time is billed instead, label it that way. The document should match the estimate and authorization method used for the repair.
Keep the estimate and authorization trail
Written-estimate, authorization, price-change and old-parts rules vary by state. Keep the customer’s estimate and approvals with the repair record, and note who approved additional work, how and when without claiming that one process applies everywhere.
If the customer requests old parts or local rules govern their return, record the request and what happened. Confirm the applicable motor-vehicle repair rules with the relevant state regulator.
Parts pricing and the supplies fee
Shops legitimately mark up parts over wholesale — matrix pricing by cost bracket is the norm. List each significant part by name with OEM/aftermarket noted; customers comparison-shop starters, not shop margins, and a named part with warranty beats a mystery number.
The shop-supplies/environmental line covers rags, fluids disposal, and consumables. Keep it modest and flat — percentage-based supply fees that scale with the bill are the single most complained-about line in auto repair.
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Frequently asked questions
What are book hours and can I bill them?
Labor guides provide standard times for particular jobs and vehicles. If the estimate and customer agreement use a flat-rate method, show the book hours and disclosed rate so the calculation is transparent.
Is auto repair labor taxable?
Sales-tax treatment of parts, labor, supplies and fees varies by state and transaction. Keep them on separate lines and apply the treatment confirmed for the shop’s jurisdiction.
Do I have to give a written estimate first?
Requirements vary by state, repair type and amount. Check the relevant state regulator’s rules and keep a clear estimate and authorization record rather than relying on this template to decide the requirement.
What warranty should a shop state?
State only the warranty the shop and parts supplier actually provide, including duration, mileage, covered parts/labor and exclusions. Do not copy the example warranty without confirming it.