Appliance repair · Free invoice sample

Appliance repair invoice template

The general shape of an appliance repair invoice. A diagnostic fee, parts, and labor kept separate is what customers expect — and what stops the "you charged me twice" call. Figures are placeholders; open it in Stubsmith and enter your own.

Use this template in the app Sample document · illustrative figures only · no signup

Invoice #6102

Sample Appliance Service · Sample date

Due on receipt

Diagnostic fee — applied toward repair if approved$95.00

Replacement part(s) as listed, with part number$210.00

Repair labor$140.00

Trip charge$45.00

Disposal of failed part or old appliance$25.00

Total$515.00

Repair covered by the parts manufacturer warranty and a limited labor warranty as stated in our terms. Excludes: other faults not diagnosed at this visit, cabinetry or countertop work to access the unit, and plumbing or electrical beyond the appliance connection. Payment due on completion.

Sample template only. Company, figures, and scope are fictional and for illustration — not a quote, price guide, or market rate.

Common practice

Why it's written this way

Appliance customers compare your invoice against the cost of a new unit. Clarity is what keeps the repair.

Why credit the diagnostic toward the repair?

It removes the feeling of paying twice, and it's the norm customers have learned from every other service company. State whether the credit applies so it isn't assumed.

Why show part numbers?

A part number lets the customer verify the price and proves the part was a genuine replacement. It also protects you on warranty claims.

Why separate labor from parts?

Parts carry the manufacturer's warranty; labor carries yours. Two lines make it clear which one applies when something fails later.

Before you send it

What varies by state

Appliance repair is lightly regulated in most places, but a few specific rules reach it.

LicensingMost states don't license appliance technicians; some require a general contractor or home-improvement registration above a dollar threshold, and a few require it for gas appliances specifically.
RefrigerantWork on refrigerators, freezers, and window units that opens the sealed system requires federal EPA Section 608 certification everywhere.
Gas appliancesGas connections may be restricted to licensed plumbers or gas fitters depending on the state.
Sales taxWhether repair labor is taxable varies by state; parts usually are. Show tax separately.
Warranty termsSome states set minimum rules for how service warranties must be written or disclosed.

General information, not legal, tax, or licensing advice. Requirements differ by state, county, and city and change over time. Confirm with your state licensing board and the local authority having jurisdiction before relying on any of this.

Estimator notes

Common questions

Should I charge a diagnostic fee if I do the repair?

Charge it and credit it against the repair. That's the pattern customers expect and it keeps your time paid when they decline.

Do I mark up parts?

Yes, a markup is standard. Bill at list or a stated markup and keep the invoice consistent across customers.

What if the customer supplies the part?

Bill labor only and note that no parts warranty applies. Put that in writing on the invoice.

How long do I warranty a repair?

30 to 90 days on labor is common; parts follow the manufacturer. State both on the document.