A parts and labor invoice is a billing form used for listing both the parts and time that were required for the completion of a job. The invoice is commonly used by mechanics, who require a means of separating the number of hours spent fixing a motor vehicle and the cost of each installed part.

What to Include

When billing customers for services that included the purchasing of parts, it’s important that both fields are clearly separated from one another. There should be an individual table for “Labor” and “Parts”.

For the labor table, there should be an area to describe the services that were rendered (ex: “Oil Change + Filter”), the number of hours (if less than one (1) hour, writing “.5 hours” is suggested), the cost per hour ($/hr), and the total cost of each service (number of hours x the hourly rate).

For the parts table, an area for describing each part, the part number(s) (if possible), the cost per part, the number of parts required, and the total cost of the parts as a whole should be included. At the bottom of the invoice, the sum of both table values (labor total + parts total), the taxes due, and any other miscellaneous costs should be summed to calculate the total cost of the service provided. This value should be stated clearly in large print on the invoice to ensure the client understands the total amount due. In addition to the tables and areas for writing the total values, it is important that fields are included to provide a space for recording the issuing company’s contact information, the technician/worker responsible for the work, payment terms, the name of the customer, any details regarding the vehicle/equipment being worked on, and any notes on the service.