Auto Repair Invoice Template - New Zealand

A GST-compliant auto repair invoice must show your business name, NZBN or GST number, invoice date, a unique invoice number, a description of the work performed, and the GST amount charged, currently at 15%. For repairs over NZD 1,000, Inland Revenue also expects the customer's name and address to be recorded as part of the taxable supply information. Auckland Auto Repairs Ltd, for example, would list its GST number alongside itemised labour and parts so the customer can claim input tax if the vehicle is used for business purposes.

Yes, separating labour and parts on an auto repair invoice gives customers a clear breakdown of what they are paying for and reduces disputes over pricing. List each part used, such as brake pads or an air filter, with its own line item and cost, then show labour hours or flat-rate charges beneath it, for example "Labour - general maintenance" billed per hour. This structure also helps workshops track which jobs are profitable and makes it easier for customers to compare quotes between garages. Many New Zealand shops also note the technician or bay reference for internal job tracking.

Mobile mechanics don't need a fundamentally different invoice format, but they should add the service location since work happens at the customer's address rather than a fixed premises. Include the callout fee, if charged separately from labour, and note the date and street address where the repair took place, since this can matter for warranty or insurance claims later. GST rules apply identically whether the mechanic operates from a Ponsonby driveway or an Auckland workshop bay. Mobile operators often also record travel time or distance charges as a distinct line item for transparency.

Auto repair and servicing invoices in New Zealand are subject to GST at the standard rate of 15%, applied to both parts and labour unless the workshop is not GST-registered. Businesses earning over the compulsory registration threshold must charge GST and display it clearly on every invoice, typically as a subtotal followed by the GST amount and the final total. A $1,000 repair job, for instance, would show $150 GST added on top, bringing the total to $1,150. Non-registered small operators should state that GST is not charged rather than leaving pricing ambiguous.

Warranty terms should appear as a short statement near the bottom of the invoice specifying what is covered, such as parts, labour, or both, and for how long, commonly three to twelve months for workshop repairs. Reference the specific job, for example "Brake pad replacement - front, 6-month workmanship guarantee," so there's no confusion if the customer returns with an issue. This protects both parties and gives the shop a clear paper trail if a warranty claim is disputed. Many New Zealand garages also note that the Consumer Guarantees Act applies alongside any additional shop guarantee.

Most New Zealand auto repair shops expect payment on collection of the vehicle, meaning the invoice is due immediately once work is completed, though some workshops offer 7-day terms for established fleet or trade customers. Larger jobs, such as engine or gearbox repairs exceeding a few thousand dollars, often require a deposit before parts are ordered, with the balance due on completion. Clearly stating the due date and accepted payment methods, including EFTPOS, bank transfer, or card, on the invoice reduces payment delays and avoids awkward conversations at pickup.

Diagnostic work should be invoiced as its own line item, such as "Diagnostic scan - engine fault codes," even if the customer declines the recommended repair afterward. Charging a fixed diagnostic fee, commonly between $100 and $150 in New Zealand, compensates the workshop for technician time and equipment use regardless of the outcome. If the customer proceeds with the repair, some shops choose to waive or credit the diagnostic fee against the final invoice, which should be noted clearly as a discount line rather than simply omitted.

The most frequent mistake is bundling parts and labour into one vague line item, which makes it hard for customers to see value and increases the chance of billing disputes. Others include forgetting to include a GST number on invoices over the registered threshold, omitting the vehicle registration or odometer reading, and failing to number invoices sequentially, which complicates bookkeeping and IRD record-keeping. Skipping a clear due date is also common, leading to slower payment. Recording the vehicle's rego plate and mileage on every invoice creates a useful service history for both the shop and the customer.