Free auto repair invoice template, with GST and QST

Download the template

The file has three tabs: the written estimate to give before the work, the work order for the shop and the final invoice. Fill in your details once at the top of each tab, then the parts and labour lines: subtotals, GST (5%), QST (9.975%) and the total are calculated automatically.

• Auto repair invoice template (Excel, English)Invoice, written estimate and work order. Free, no sign-up.

What an invoice must include, by amount

Revenu Québec and the Canada Revenue Agency require different information depending on the invoice total, taxes included. This is what lets your business customers claim back the taxes they paid.

• Under $100: your business name, the invoice date and the total amount.
• $100 to $499.99: also your GST and QST registration numbers, and the tax amounts shown separately (or a statement that taxes are included).
• $500 and over: also the customer's name, the payment terms and a description of each part or service sufficient to identify it.

Written estimates: required before a repair over $100

According to Quebec's Office de la protection du consommateur, the shop must give a written estimate before any repair over $100. The customer can only waive it in a document they write and sign themselves: a pre-printed waiver has no value. The shop can't charge more than the estimate total, except for extra work the customer authorized.

• The names and addresses of the customer and the shop.
• A description of the vehicle (year, make, model, VIN, odometer).
• The nature and total price of the repair.
• The parts to be installed, stating whether they are new, used, remanufactured or rebuilt.
• The date of the estimate and how long it is valid.

The legal guarantee to show on the invoice

Also according to the Office, a repair over $50 is guaranteed for 3 months or 5,000 km, whichever comes first, from the time the vehicle is returned. The template states this at the bottom of the invoice, with the odometer reading at pickup, which avoids arguments if the customer comes back.

Filling in the template

• Number your invoices in order, with no gaps or duplicates.
• Separate parts and labour, with the number of hours and your hourly rate.
• Record the odometer when the vehicle arrives and leaves.
• Keep a copy of every invoice: you'll need them for your tax returns.
• If you aren't registered for the taxes (revenue of $30,000 or less over four consecutive quarters), don't add GST or QST: set the rates to zero in the template.

And your appointments?

The template takes care of the invoice. To fill the shop and avoid customers who don't show up, Garago adds online booking, a calendar on your phone and confirmation requests by text or email, alongside your invoices.

Frequently asked questions