Free Appliance Repair Invoice Generator
Bill for the diagnostic call, labor, and parts on separate lines, note the appliance's make, model, and serial, and download it as a PDF — free, no sign-up.
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Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Invoicing an appliance repair job
Give each part of the job its own line: a diagnostic or service-call fee, the labor to make the repair, and every part you installed — the compressor, control board, door gasket, or heating element. Labor goes in as hours in the quantity column at your shop rate (decimals like 1.5 work), and each part gets its own line with its quantity and price, so the customer sees exactly what came off the truck versus what you charged to fit it.
Use the notes field for the details that make an appliance invoice hold up later: the appliance's make, model, and serial number, plus the warranty you're standing behind — say, 90 days on labor and whatever the manufacturer allows on the part. If you credit the diagnostic fee toward the repair once the customer approves the work, spell that out here too ("$95 diagnostic waived with completed repair") so there's no argument at payment.
The tax line is preset to Sales Tax; set your local rate and it's calculated on the subtotal after any discount — some states tax parts but not repair labor, so check how yours treats service work before applying one rate to the whole invoice. Your draft autosaves in the browser as you type, so the next time you close out a job you can open the page, change the invoice number and the appliance details, and download a fresh PDF.
How do you bill four appliances in one morning?
A property manager releases a batch of work orders and one technician clears them before lunch, so this invoice covers four appliances in four apartments rather than a single household call. Each unit gets its own line at its own flat-rate repair price, and the parts that went in sit underneath with their OEM numbers so a warranty claim later starts from the right component. There is no service-call fee on here at all — the trip is absorbed across the batch, which is how most managers expect a run of work orders to be billed. One apartment needed labour only, and its line says so plainly.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Unit 2C — dryer not heating: heating element and thermal fuse replaced (flat-rate repair) | 1 | $165.00 | $165.00 |
| Units 5B and 6A — range surface igniters replaced (flat-rate repair, per unit) | 2 | $140.00 | $280.00 |
| Unit 4A — dishwasher drain cleared, filter housing reseated, no parts required | 1 | $95.00 | $95.00 |
| Dryer heating element and thermal fuse kit — OEM part 279838 | 1 | $46.20 | $46.20 |
| Oven surface igniter — OEM part WB13K21, per unit | 2 | $38.75 | $77.50 |
| Subtotal | $663.70 | ||
| Sales Tax 7.75% | $51.44 | ||
| Total due | $715.14 | ||
The apartment number in every description is what lets a manager recharge each repair to the right unit and the right owner without calling you for a breakdown.
Getting a multi-unit repair invoice right
Diagnostic fee on its own line
Bill the service call as a quantity-1 line, and give a second appliance looked at on the same trip its own line at your same-trip rate. If you credit the fee against a completed repair, either apply it as the discount or explain the waiver in the notes.
The repair priced apart from parts
Put the job on one flat-rate line — or your hours in the quantity column if you bill time — and give each component its own line, so the customer can see what came off the truck versus what it cost to fit.
Make, model, and serial
Record the appliance's make, model number, and serial in the notes field — that turns the invoice into a service record if the same unit comes back next season.
Part numbers in descriptions
Write the OEM part number into the line item text so a return visit or a manufacturer claim starts from the exact component you installed.
Warranty terms in writing
State your labor warranty — 30 to 90 days is typical — note that parts follow the manufacturer's term, and say when the clock starts.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
How do I show the diagnostic fee and the repair separately?
Put the diagnostic or service-call fee on its own line, then add separate lines for labor and each part. If you credit that fee toward a completed repair, apply a discount or add a note explaining the waiver so the total reads clearly.
Where do I put the appliance's model and serial number?
Use the notes field — there's no dedicated field for it. List the make, model, and serial number there along with the reported symptom, so the invoice doubles as a service record if the same unit comes back.
Can I add warranty terms to the invoice?
Yes — put them in the notes. Appliance repairs usually carry a labor warranty (30 to 90 days is common) separate from the manufacturer's parts warranty, so state both and when the clock starts. What you're obligated to offer varies by state, so check locally.
Do I charge sales tax on appliance repairs?
It depends on your state — some tax parts and labor, some tax only parts, and some exempt repair labor. The tax line is preset to Sales Tax; set your rate and it applies to the subtotal, but confirm the treatment with an accountant.