Auto Repair Estimate, Repair Order & Invoice Template

10 tabs, one linked system

1. 1

   Start Here

   How a job moves from estimate to invoice to log, how each number is calculated with a worked example, how to start a new job, printing and Google Sheets notes.

2. 2

   Settings

   Shop details and registration number, up to 4 labor rates (standard, diagnostic, fleet), an 8-tier parts markup matrix with the gross margin of each tier, shop supplies % of labor with a cap, disposal fee, mobile service call fee, sales tax rate and rule (parts only, parts and labor, or none), whether fees are taxed, warranty, authorization and payment text, technicians, payment methods and service intervals.

3. 3

   Customers & Vehicles

   150 vehicle rows: Vehicle ID, customer, phone, email, address, year, make, model, engine, VIN and plate. A VIN check flags wrong length, I, O or Q and a wrong check digit. Visits, last visit, last mileage, total spent, the soonest open next service and a reminder (overdue, due in N days) fill in from the RO Log. A later visit for a different service does not hide an oil change that is still due.

4. 4

   Estimate

   Pick the vehicle, type the concern, build up to 6 jobs from 10 labor lines (book hours x rate type, with an optional rate override) and 16 parts lines (your cost, matrix markup, optional price override). After the work, billed hours, tech clock hours and qty used go on the same line, so they stay with it when jobs are approved or lines added. Job totals, shop supplies, disposal and call fees, labor discount, sales tax, and two totals: all jobs and approved jobs. Parts cost, parts gross profit and effective labor rate stay on this tab.

5. 5

   Estimate Print

   One-page customer estimate grouped by job, with an Approve / Decline column per job, totals for all and approved work, the authorization text, a pre-authorized amount for extra work, a replaced-parts line, signature and date, and a record line for phone or text approval.

6. 6

   Repair Order

   Every line of the approved jobs pulls in from the Estimate, with any billed hours or qty used that differ. Add up to 4 labor and 6 parts lines of work found during the repair, mileage out, technician, 3 payments and the approval record for added work. A check warns when the total is above what the customer approved.

7. 7

   RO Print

   One page that prints as a Repair Order (work authorization) or an Invoice (final bill): work by job, added work, totals, payments, balance due, declined recommendations, next service due by miles or date, warranty and signature.

8. 8

   RO Log

   500 rows, one per closed repair order: date, vehicle, mileage, technician, work performed, hours, labor, parts, parts cost, fees, tax, paid and next service. RO total, balance, parts gross profit and margin calculate. Comes with 42 sample repair orders.

9. 9

   Service History

   Pick a Vehicle ID or paste a VIN: customer and vehicle, visits, first and last visit, last mileage, average miles per day, estimated mileage today, total spent, next service due with a status, and up to 16 visits newest first, including the work and parts added during each repair. Prints on one page.

10. 10

    Sales Summary

    Selected month and full year at a glance, a 12-month table and a day-by-day table: car count, labor hours, labor and parts sales, parts cost and gross profit, fees, tax, effective labor rate, average repair order and hours per RO. Hours, labor sales and effective labor rate by technician.