APPLIANCE REPAIR INVOICE TEMPLATE
Free appliance repair invoice template
An appliance repair invoice that names the machine by brand, model and serial, records the fault reported and the fault found, and bills the service call, the labor and each part by part number — with parts and labor apart for tax. Free in Word and PDF, with every line explained.
Word and PDF · Free · No email, no sign-up
The short answer
An appliance repair invoice names the appliance — brand, type, model number and serial — records the fault the customer reported and the fault you found, and bills three things on their own lines: the service call and diagnosis, the labor for the repair, and each part by name and part number.
Around it go your business name and any state registration number, the customer, an invoice number, the date and the time on site, and the due date — most repairs are paid on completion, at the door.
Finish with how to pay and a note the customer will thank you for next time: the part fitted and where the old one went.
FREE TEMPLATE · WORD AND PDF
The appliance repair invoice template, filled in
Below is the template filled in for Ridgeway Appliance Repair, a fictional appliance repair business, so you can see every line in use. The downloads are the same invoice with [bracketed] lines to replace — free, no email address, no sign-up.
![Free Appliance Repair Invoice Template — the blank fill-in invoice as it downloads, with [bracketed] lines to replace](/invoice-templates/appliance-repair-invoice-template-preview.png)
Example · fictional business
Ridgeway Appliance Repair Fresno, CA (559) 555-0118 · service@ridgewayappliance.example CA appliance service dealer registration # 00000 (example) | INVOICE |
Bill to Angela Torres 2816 E Fairmont Ave Fresno, CA | Appliance Whirlpool front-load washer, model WFW5620HW, serial ending 4471 Reported: won't drain, error F9E1 · Found: failed drain pump; sock in the pump filter Repair complete, test cycle run |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Service call and diagnosis Travel, testing, fault found | 1 | $89.00 | $89.00 |
| Labor — replace drain pump, clear filter, run test cycle | 1 | $95.00 | $95.00 |
| Part — drain pump, Whirlpool W10536347 OEM, fitted | 1 | $68.00 | $68.00 |
| Subtotal | $252.00 | ||
| Sales tax, 8.35% on parts (example) | $5.68 | ||
| Total | $257.68 | ||
| Balance due | $257.68 | ||
Payment
Due on completion. Pay by card, cash or check. Thank you for your business.
Part fitted
Old pump removed and taken for recycling. Keep this invoice with the washer's papers — the model, serial and part number are on it for next time.
Every figure on the example is an example, not a price guide — use your own rates. The Word file is a standard .docx you can edit in Word or any app that opens Word documents; the PDF prints as-is if you'd rather fill it in by hand.
Invoices and a website, one place
Start your appliance repair website — invoicing is built in
Add your business name and your town, and Zarla builds your appliance repair website from this one line. The same dashboard sends invoices like this one, with a pay-now button once you're on a paid plan.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on an appliance repair invoice
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| Business name, contact and registration number | Your trading name, phone, email and address, and your state registration or license number where your state has one — California registers every appliance service dealer, for example. |
| Invoice number, dates and time on site | A number that never repeats, the date, the due date (on completion for most repairs), and the time you arrived and left — the line that settles any question about the labor. |
| Bill to | The customer and the address where the appliance lives. For a landlord or a property manager, name both the payer and the tenant's address. |
| The appliance block | Brand, type, model number and serial, the fault the customer reported and the fault you found. The model and serial are what make this invoice useful the next time the machine breaks. |
| Service call and diagnosis | Your flat fee for coming out and finding the fault. If you credit it against the repair when the customer goes ahead, show the fee and the credit, so the discount is visible. |
| Labor | The repair as a flat rate — most appliance shops price by the job from a rate guide — or hours × rate, with what was done: replaced, cleared, reset, tested. |
| Parts by part number | Each part by name and manufacturer part number, OEM or aftermarket. Parts are taxable in most states, so they stay on their own lines. |
| Tax, total and how to pay | Sales tax on parts — and on labor where your state taxes repair labor — the total in bold, and how to pay. |
| Part fitted | What went in, what came out and where it went, and anything to watch for — the note that turns a one-time repair into the customer's regular appliance tech. |
STEP BY STEP
How to fill out an appliance repair invoice
Three minutes at the kitchen counter, before you pack the van.
Put your details and registration number at the top
Business name, phone, email, address and your state registration number if your state has one. Save the file once with these filled in.
Number it, date it, note the time on site
The next number in your series, today's date, the due date, and the time you arrived and left.
Name the appliance and the fault
Brand, type, model and serial from the rating plate, the fault the customer reported, and the fault you found.
Bill the service call, the labor and each part
The diagnosis fee, the repair labor with what was done, and each part by name and part number on its own line.
Add tax and total it
Sales tax on parts, and on labor where your state taxes it, then the total in bold.
Write the part-fitted note and take payment
What went in and what came out, how to pay, and take the card at the door — the appliance repair invoice is paid on completion, and the test cycle running in the background is the best moment to ask.
How appliance repair businesses get paid faster
Collect on completion, every time. The repair is paid at the door, while the washer is running its test cycle. A card reader on your phone makes it two taps; an invoice emailed later turns a paid job into a collections job.
Quote the diagnosis fee on the phone, and say what happens to it. “It's $89 to come out and find the fault, and that comes off the repair if you go ahead” is the sentence that books the call. Then the invoice shows the fee and the credit, exactly as promised.
Put the model, serial and part number on the invoice. The customer keeps it with the manual; next time the machine fails, they call you with the model number ready and you arrive with the right part. The invoice is doing your marketing in a kitchen drawer.
Keep parts and labor on separate lines. It's what the customer expects, it's what tax rules need, and when a part is ordered and fitted on a second visit, the second invoice bills the part and the return labor without re-billing the diagnosis.
Work the manufacturer pays for goes on a different invoice. When the maker is covering a repair on a newer machine, bill the manufacturer under its claim number and give the customer a copy that shows what was done and a zero balance — the customer's invoice carries only what they owe.
Registration and refrigerant. In the US most states don't register appliance repair businesses, but some do — California's Bureau of Household Goods and Services registers every appliance service dealer and its number belongs on the paperwork — and anyone opening a sealed refrigerant circuit on a refrigerator, freezer or air conditioner needs EPA Section 608 certification. Check your state's licensing board.
Tax depends on the state. In the US nearly every state taxes the parts you install, and a number tax repair labor too — Texas, Connecticut and Wisconsin among them — so keep parts and labor on separate lines and check your state's revenue department or your accountant before you set the tax line.
Outside the US. The invoice itself has rules: in Australia a GST-registered business issues a tax invoice showing its ABN, in New Zealand a GST-registered business shows its GST number, and in the UK and EU a VAT-registered business shows its VAT number and the VAT charged. Confirm the details with your accountant.
Send it from Zarla and get paid online
A Word template is a fine way to start. The catch is everything after you hit send: chasing the payment, remembering who's paid, and typing the same customer and the same line items again next month.
If you build your appliance repair website with Zarla, the invoice tool is in the same dashboard. Pick the customer, add the job's lines, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button: your customer pays online by card, and the invoice marks itself paid when the money arrives. Customers you've invoiced are saved, so next time is two taps.
Want to see the website first? Browse appliance repair website templates or see how Zarla builds appliance repair websites. Still setting up? Read how to start an appliance repair business and write your appliance repair business plan.
The whole paper trail of a job, step by step: how to write a quote, then how to write an invoice, then how to write a receipt — with a free receipt template. For any other trade, start from the free invoice template. Either side of it, two more free templates in Word and PDF: a price list template for the services you sell and a work order template for the crew.
Heading into the holidays? Our free gift certificate template covers the customers who want to give your work as a gift, and the holiday hours sign template covers the door, your website and your Google profile.
Appliance repair invoices: common questions
Your business name, contact details and state registration number where your state has one; the customer and the address; an invoice number, the date, the due date and the time on site; the appliance by brand, type, model and serial, with the fault reported and the fault found; the service call and diagnosis fee; the labor with what was done; each part by name and part number; tax; the total; how to pay; and a note on the part fitted.
Many shops credit it when the customer goes ahead with the repair, because it's the sentence that books the call. If you do, show both on the invoice — the fee on one line and the credit on another — so the customer sees the discount they were promised. If you don't, say so on the phone, not on the invoice.
Bill the first visit's diagnosis and any labor done, and note “part on order — return visit Oct 27” in the appliance block. The second invoice bills the part by part number and the return labor, and references the first invoice number. Nobody pays the diagnosis twice.
Because the customer keeps the invoice with the manual, and the next time the machine fails they call you with the model number ready and you arrive with the right part. It also ties the part number you fitted to the exact machine if a question comes up later.
In the US nearly every state taxes the parts you install, and a number of states tax repair labor as well — Texas, Connecticut and Wisconsin among them — so keep parts and labor on separate lines and check your state's revenue department or your accountant. Outside the US, a GST- or VAT-registered business shows the tax and its registration number on the invoice.
In the US most states don't register appliance repair, but some do — California's Bureau of Household Goods and Services registers every appliance service dealer, for example — and anyone who opens a sealed refrigerant circuit on a refrigerator, freezer or air conditioner needs EPA Section 608 certification. Check your state's licensing board and your city.
Yes. The appliance repair invoice template on this page downloads free as a Word document and a PDF — no email address, no sign-up. Edit it in Word or any app that opens Word documents, or print the PDF and fill it in by hand.
Not from a Word file — your customer still has to pay you some other way. To take the payment on the invoice itself, send it from invoicing software. If your appliance repair website is on Zarla, the invoice tool is in the same dashboard: on a paid plan, with Stripe connected, each invoice carries a pay-now button and marks itself paid when the customer pays by card.
Send invoices from your own appliance repair website
Add your town and your business name, and Zarla builds the site from that one line — with invoicing in the same dashboard.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.