Truck Repair Invoice Template - New Zealand

You can invoice progressively as work completes or wait until the job finishes—both approaches are GST-compliant. Many shops issue partial invoices when major components are completed, allowing customers to process payments in stages. Include the repair description, parts used to date, and labor hours clearly separated. Always specify which systems or components remain outstanding. This approach improves cash flow for repair shops and sets clear expectations for fleet customers managing downtime costs.

Your invoice must include your business name and IRD number, customer name and address, invoice number and date, itemized descriptions of parts and services, quantity and rate for each item, GST amount (15% calculated separately), GST total, and your payment terms. The Inland Revenue Department requires clear separation between goods (parts) and services (labor) because they're taxed at the same rate but tracked separately for audit purposes. Customer vehicle identification (registration, engine number, or fleet ID) helps both parties track which truck was serviced.

Best practice is to show the parts cost and markup as separate line items—or at minimum, clearly label the total parts amount. This transparency builds customer trust, especially with fleet managers reviewing costs. Your markup on parts is legitimate business income and subject to GST like any other service. Some shops show "Parts: $500 + Markup: $100" while others show "Parts (including markup): $600." Either works legally; choose whichever aligns with your customer agreements and internal accounting practices.

List the old part as a credit or deduction on the invoice, and the new part as a charge. For example: "Remanufactured Transmission: $2,800 – Core Credit (old transmission): –$350 = Net $2,450." The core credit reduces the customer's total cost and must be invoiced separately from labor. GST applies to both the new part and the core credit at 15%. Clearly document the condition of the core being returned; if the customer doesn't return it in acceptable condition, you can adjust the credit or charge a non-return fee.

Yes—warranty work can be invoiced to the customer, manufacturer, or fleet owner depending on your agreement. If you're claiming warranty from a parts supplier, invoice the customer for labor only or issue a reduced invoice showing the parts as "covered under warranty." GST still applies to your labor charge. Document which repairs are warranty-covered and which are billable on the invoice itself. This clarity prevents disputes and ensures your GST return accurately reflects what you've actually charged versus what you've absorbed.

Common additions include towing or collection fees (listed separately with rate), vehicle storage charges (per day, if applicable), and diagnostic fees (especially for electrical or engine issues). Roadworthy inspection fees or WOF-related repairs can be itemized. Some shops charge for quotes on complex jobs—specify this upfront to avoid surprises. Each additional charge must be itemized and GST-applied. Be transparent about what you're charging for; fleet customers expect to see these costs broken down clearly and often need to allocate them to different cost centers in their accounting systems.

Either approach is legally acceptable in New Zealand. However, showing an hourly rate with hours worked (e.g., "2 hours @ $150/hour = $300") provides transparency and works well for diagnostics or variable-length jobs. Fixed-price invoicing ("Engine Diagnostic: $180") suits routine services and protects customers from surprise overages. Many shops use both—fixed prices for standard services (oil change, filter replacement) and hourly rates for diagnostics or custom work. Choose based on what suits your business model and customer expectations. Always align your invoice format with your initial quote.

List customer-supplied parts on the invoice as a separate line item with $0 charge, clearly marked "Customer-Supplied" or "Not Charged." Include labor to install the part normally. This documentation protects both parties—you have proof the customer supplied the part, and they have a record of what was fitted and when. If you warranty the installation labor but not the part itself, specify this on the invoice. GST applies only to your labor, not to the customer-supplied part. This separation is especially important for fleet managers tracking asset ownership and part costs.