Garage Invoice Template - New Zealand

Separating labour from parts provides transparency, helps customers understand service costs, and protects your business legally. Parts typically carry manufacturer warranty, while labour carries a service warranty—itemizing them separately allows you to communicate different warranty periods. This separation also helps you track material costs, identify your most profitable services, and manage inventory more effectively. Clear itemization reduces payment disputes and builds customer trust in your pricing.

Include the vehicle registration number (plate), make and model, and ideally the VIN or chassis number. Recording the odometer reading is crucial for tracking maintenance intervals and creating a service history. This information protects both you and the customer by providing a clear record of which vehicle was serviced, prevents confusion with multiple vehicle owners, and supports warranty claims or future disputes. It's also essential for regulatory compliance if queries arise about work performed.

GST at 15% applies to labour, parts, and services including inspections and repairs. Add GST to your subtotal if you're GST-registered. If your annual turnover is below the NZ registration threshold (currently $60,000), you don't need to register, but you can't claim input tax. Always display the GST amount separately on invoices for transparency and compliance. If you're not registered, clearly state 'GST not applicable' rather than leaving it blank to avoid confusion.

Yes, list the WOF inspection and certificate as a distinct line item with its own charge. The WOF is a regulatory requirement administered by the NZ Transport Agency, not just a service—charging separately makes this clear to customers. You should specify whether the charge covers the inspection only or includes any minor adjustments required to pass. If repairs are needed post-inspection, invoice those separately so customers see the inspection cost distinct from remedial work.

Most garages offer 12 months or 20,000 kilometres warranty on parts supplied, whichever comes first, aligned with manufacturer coverage. Labour warranty typically extends 30 to 90 days for the specific work performed. State warranty terms on your invoice or terms document to set clear expectations and avoid disputes. Be specific about what's covered—for example, brake pad replacement but not subsequent brake fluid issues. Document any exclusions to protect your business while maintaining professional credibility.

The IRD requires you to keep invoices and business records for at least seven years for tax purposes. Beyond compliance, maintaining detailed service records protects you in warranty disputes and supports customer satisfaction through accurate history. Keep records of all parts supplied, labour performed, and customer communications. Electronic storage is acceptable if backed up securely. Seven years also covers the typical life of many vehicle components, useful if customers later question repair history.

Most NZ garages operate on immediate or deposit payment, especially for larger repairs, due to cash flow requirements for parts purchasing. Offer multiple payment methods—cash, card, and bank transfer—to reduce friction. For regular customers or fleet work, 7 or 14-day payment terms are common. Specify payment terms clearly on invoices and consider offering a small discount for same-day payment to encourage quick settlement. This approach minimises bad debts and maintains healthy working capital.

Diagnostic labour is billable work and should be clearly itemized on the invoice, even if no repairs follow. Customers often expect diagnostics to be free only if they proceed with repairs—clarify your policy in advance. Charge per hour or per diagnostic check, and explain what was tested and why the vehicle doesn't need repair. This protects your revenue, compensates for your expertise and equipment, and helps customers understand that thorough diagnosis prevents costly mistakes. Professional presentation of diagnostic charges reduces resistance.