Repair Invoice Template - Australia

Separate labour and parts into distinct line items. Each part should have its own row with description, quantity, and price. Labour should be itemized by task or hour—for example, "Engine diagnostic (2 hours @ $95/hour)" or "Brake pad replacement – labour (1 hour)." This clarity helps customers understand what they're paying for, simplifies warranty tracking, and makes tax records easier to manage. It also reduces disputes because costs are transparent and justified.

GST (10%) applies to both labour and parts in all Australian repair services unless your customer is GST-exempt. Calculate GST on the subtotal of all items and display it as a separate line before the final total. Show "Subtotal: $XXX" then "GST (10%): $XXX" then "Total (inc. GST): $XXX." This format meets Australian Taxation Office requirements and gives customers clear visibility of GST. Keep invoices for your records to substantiate GST claims.

List major parts individually with clear descriptions, quantities, and unit prices. For example, "Brake pads (front) – $280" or "Spark plugs (set of 4) – $180." Group minor items if necessary—"Small components and fasteners – $35." Individual listings prove you've done quality work, help customers understand value, and reduce payment disputes. They also give you inventory data and support your records if a customer questions what was replaced.

Diagnostic work is a service and should be a separate line item on the invoice. Charge an hourly rate (typically $80–$150 depending on complexity and location) or a flat diagnostic fee. Some repair shops credit the diagnostic fee against repair costs if the customer approves the work. Always communicate your diagnostic charges upfront in writing. This prevents disputes and demonstrates that you've identified the problem professionally.

Stop work and get written approval from the customer before proceeding with additional repairs. Send a supplementary invoice or quote with detailed descriptions of the new issues and costs. Never assume approval or surprise the customer with extra charges at the end. Document why the additional work is necessary—for example, "Inspection revealed worn wheel bearings requiring replacement." This protects your business and builds customer trust.

Yes, always include warranty terms on the invoice. Specify the coverage period (typically 1–3 months), what's covered (parts, labour, or both), and any limitations. For example: "All parts warranted for 12 months; labour warranted for 3 months against defects." Include your contact details for warranty claims and your claims process. Written warranty terms on the invoice protect both you and the customer and reduce disputes.

Break complex repairs into clear labour sections with hours and rates. For example: "Diagnostic – 1.5 hours @ $95/hour = $142.50" or "Brake pad replacement and inspection – 1 hour @ $95/hour = $95." Show your hourly rate and the time spent. This transparency helps customers see the value and reduces payment objections. Detailed labour lines also protect you if a customer disputes the invoice or questions your workmanship.

Yes, parts markups are standard in repair trades. You're charging for the parts themselves, plus delivery, storage, warranty support, and business overhead. Show either the marked-up price or disclose the markup—both approaches are acceptable and transparent. For example: "Replacement compressor (parts + 40% trade margin) – $520" or just list "Replacement compressor – $520." Customers expect this and factor it into their repair budgets.