Repair order template for auto, truck and equipment shops
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A repair order is the shop's record of a job from drop-off to pickup: the customer and vehicle, the VIN and mileage, the customer's complaint, the estimate, the customer's authorization before work starts, the technician, and each part and labor line.
The repair order comes before the invoice. It records what the customer asked for and what they approved, so the shop doesn't do unauthorized work and the customer isn't surprised by the bill. Many states have rules on written estimates and authorization for auto repair; check yours.
When the job grows, update the estimate and get the customer's approval again before going on, and note how and when they approved it. When the work is done, the repair order becomes the invoice.
Repair order
Fields: Shop name and address · Repair order no. · Date in · Promised date · Customer · Phone / email · Vehicle (year, make, model) · VIN / unit no. · Odometer / hours · License plate
Log columns: Part no. or labor · Description · Qty or hours · Price · Amount
- Customer complaint. In the customer's words: what's wrong, when it happens, and anything already tried.
- Estimate. Estimated parts and labor total before work starts. Any additional work is approved by the customer before it's done.
- Authorization. I authorize the repairs above and the use of the parts needed, and agree to pay for the work.
Fill it in the right way
- Fill in the shop, the customer and the vehicle, with VIN, mileage and plate.
- Write the complaint in the customer's words.
- Give a written estimate and get the customer's signature before starting.
- Add each part and labor line as the work is done.
- If more work is needed, get approval again and note when and how.
- When the job is done, total it and turn it into the invoice.
Tips
- Number repair orders in order and match each to one invoice.
- Record the odometer at drop-off and at pickup.
- Keep old parts for the customer when they ask; some states require offering them.
- Note the technician on each labor line, so comebacks go to the right person.
Do it in FleetZap
- In FleetZap, a work order collects the complaint, parts, labor and outside work for each job.
- Technicians record their time with timers on the work order from their phone.
- Finished work can be invoiced through QuickBooks Online.
- Every job stays on the vehicle's history, which builds its real cost over time.
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What is a repair order?
The shop's written record of a repair job: the customer and vehicle, the complaint, the estimate and authorization, and the parts and labor used.
Is a repair order the same as an invoice?
No. The repair order authorizes and records the work; the invoice is the bill. Many shops turn the finished repair order into the invoice.
Do I need a customer signature?
It's good practice, and many states require written authorization for auto repairs over a set amount. Check your state's rules.
What is the difference from a work order?
A work order is often internal: the instruction for the technician. A repair order adds the customer's details, estimate and authorization.