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Free appliance repair invoice template, with a refrigerator repair filled in
Appliance repair customers want their fridge cold or their washer draining, and then they want to know why it cost what it did. An invoice that names the machine, the problem, the part and the labor on separate lines answers that before they ask. Copy the free appliance repair invoice template below, compare it with the filled-in sample for a refrigerator that stopped cooling, and send it from the kitchen while the compressor hums.
Download this invoice template: Word, Excel or PDF
Free to download, with no sign-up and no email. Open the Word file to type over the brackets, or the Excel file to swap in your own lines — the totals follow. Prefer paper? Print the blank PDF and fill it in by pen.
- Word (.docx) — the blank invoice, ready to fill in
- Excel (.xlsx) — the sample lines with amounts, tax and the total that work themselves out
- PDF (.pdf) — the filled-in sample, drawn the way Workeey draws an invoice
- Flat-rate PDF (.pdf) — the same job with the hours as one flat price, the same total
- Blank PDF (.pdf) — print it and fill it in by pen
- Google Docs — your own copy of the Word file, in your Google Drive (Google asks you to sign in)
- Google Sheets — your own copy of the Excel file, in your Google Drive (Google asks you to sign in)
Fill in this invoice online
Change anything, pick a style, and download the PDF — free, no sign-up. What you type isn't sent to Workeey. The PDF is made in your browser.
Send it and get paid with Workeey
- The invoice goes to the customer by email with a pay link.
- Every invoice shows whether it's draft, sent, paid or overdue, and you can turn on reminder texts for a late one.
- Invoicing costs nothing on the free plan.
Already have an invoice? The free invoice checker reads one you paste and says what it is missing.
What goes on an appliance repair invoice
The most useful line on an appliance repair invoice is the one most techs skip: the machine itself. Write the type, the brand, the model number and the serial number. If the same unit fails again in a month, that line tells you, the client and the parts warranty exactly which machine you worked on. Next to it, write the complaint in the client's words and what you found, so "not cooling" becomes "evaporator fan seized, frost on the coil".
Then bill the visit in parts. The service call or trip fee you charge every time you drive out is its own line, and so is a second trip when parts had to be ordered. Each part goes in with its name and, ideally, its part number. Labor is hours times your rate, or a flat rate if you price repairs from a book. Finish with the warranty: how long your labor is covered and that the parts follow the maker's terms.
- Business name, phone, email and any license your state requires
- Customer name, billing address and the address of the appliance
- Invoice number, visit dates, invoice date and due date
- Appliance type, brand, model number and serial number
- The complaint, and the diagnosis in plain words
- Service call and any return trip as separate lines
- Each part with its part number, at your price
- Labor hours or flat rate, tax, total and the warranty (is labor taxed in your state?)
Copy this appliance repair invoice template
Copy the skeleton into a document or your phone's notes and fill in the brackets. The model and serial line goes near the top on purpose. Photograph the data plate on every call, usually inside the fridge door, under the washer lid or on the dishwasher's edge, and copy it in before you leave.
When you recommend replacing a machine instead of fixing it, keep the diagnosis line and bill the service call anyway; your time and knowledge are what the client paid for.
- [Business name] · [license # if required] · [phone] · [email]
- Invoice #[4471] · Visit(s): [dates] · Invoice date: [date] · Due: [date]
- Bill to: [customer] · [billing address] · Appliance at: [address]
- Appliance: [type, brand] · Model #[…] · Serial #[…]
- Complaint: [in the customer's words] · Found: [diagnosis]
- Service call / diagnosis — [$]
- Return trip for parts — [$]
- Part — [name, part #] — [qty] × [your price] = [$]
- Labor — [hours] × [rate] or flat rate [$]
- Subtotal [$] · Sales tax [rate]% on parts [$] · Total due [$]
- Warranty: labor [days] · parts per manufacturer
- Terms: [due date or paid on site] · Pay by [link or check]
Sample appliance repair invoice, filled in
This is the template filled in for a side-by-side refrigerator that stopped cooling. The first visit found a seized evaporator fan motor and a failed defrost thermostat; the parts were ordered and fitted on a second trip, and the dusty condenser coil was cleaned while the machine was pulled out. The repair company, the customer and the prices are fictional. Tax is charged on the parts only, since many states don't tax repair labor; check yours.
| Qty | Price | Amount | |
|---|---|---|---|
| Service call and diagnosis, refrigerator not cooling | 1 | $95.00 | $95.00 |
| Return trip to fit the ordered parts | 1 | $65.00 | $65.00 |
| Evaporator fan motor, OEM | 1 | $96.00 | $96.00 |
| Defrost thermostat, OEM | 1 | $33.60 | $33.60 |
| Labor: replace fan motor and thermostat, test temperatures | 1.25 hr | $120.00 / hr | $150.00 |
| Condenser coil cleaning | 1 | $45.00 | $45.00 |
| Subtotal | $484.60 | ||
| Sales tax 7% on parts ($129.60) | $9.07 | ||
| Total due | $493.67 |
Unit: side-by-side refrigerator, model and serial number recorded on the job. The fan motor and thermostat are billed at cost plus 20 percent: $80.00 became $96.00 and $28.00 became $33.60. Two trip lines appear because the parts had to be ordered, so the job took two visits. Labor carries a 90-day warranty and the parts carry the maker's warranty. Payment terms on this sample: due in 14 days, paid by card or bank from the pay link in the invoice email, or by check to Example Appliance Repair Co.
How to invoice appliance repair work
Decide how you price before the phone rings. Some techs charge a service call that covers the drive and the diagnosis, then quote the repair on the spot; others roll the diagnosis into a flat repair price when the client goes ahead. Either works, as long as the client hears it before you arrive and the invoice shows the same thing. Our free estimate template is a quick way to write the on-the-spot quote for a bigger repair.
Parts are where repair margins live and where clients look hardest. Mark parts up by a set percent and keep it the same on every job, so the price is easy to defend; the markup calculator shows what a given markup leaves you. If the client bought the part online and wants you to fit it, bill labor and the trip only, and write on the invoice that the part is theirs and the warranty on it is the seller's.
- Write the model and serial number on every invoice
- Bill a return trip for parts as its own line
- List each part by name and part number
- Keep your parts markup the same from job to job
- Bill the diagnosis even when the answer is "replace it"
Or do it free in Workeey
Workeey keeps the repair as a job with the customer's address, your notes on the machine and the photo of the data plate. When it's fixed, one tap turns the job or its estimate into an invoice, with the customer, address and every line already filled in, tax added and a number assigned. In a basement laundry with no signal, the invoice you make is saved on your phone, and you email it once you're back in signal.
The invoice goes to the customer by email with a pay link. With Stripe connected they can pay by card, Apple Pay, Google Pay or US bank, and a small processing fee applies to online payments. Every invoice shows whether it's draft, sent, paid or overdue, and you can turn on reminder texts for a late one; they go on a schedule, up to eight, until it's paid. Invoicing costs nothing on the free plan.
More for appliance repair techs: pages and free templates
- Free invoice template — every field a trade invoice needs
- Free estimate template — copy it, price it, send it
- Free receipt template — a paid-in-full receipt to copy
- Work order template — the job written down before you bill it
- Late payment reminder templates — texts, emails and a letter to copy and send
- All free templates and tools
What should an appliance repair invoice include?
Your business details, the customer and the appliance's address, the visit dates, the appliance's brand, model and serial number, the problem and diagnosis, the service call, each part, the labor, tax, the total and the warranty.
Should I charge a diagnostic fee if the customer doesn't go ahead with the repair?
Yes. The diagnosis is work, and most repair businesses charge a service call whether or not the repair goes ahead. Tell the customer the fee when they book, so it's never a surprise.
How much do appliance repair techs mark up parts?
It varies, and many use a fixed percent over their cost. Pick one that covers ordering, returns and the parts that fail under warranty, and use it on every job so your prices are consistent.
Do I charge sales tax on appliance repair?
Most states tax the parts, and some also tax repair labor. Check your state's rule, and name the rate and what it's charged on in the tax line.