Computer repair

Computer Repair Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A computer repair invoice needs the machine identified by make, model, and serial, the reported problem, the work performed, and separate lines for diagnostic, labor hours at your rate, parts at your price, data backup or transfer, and any trip charge. Copy the template below, or use software that saves those rates and takes the card at the door.

What belongs on the invoice

  • Business name and contact info
  • Customer name, phone, and address
  • Machine make, model, serial number, OS
  • Reported problem and work performed
  • Line items — diagnostic, labor, parts, data backup, software, trip charge
  • Subtotal, tax if applicable, total due
  • Payment terms — due on completion

The template

[Your Business Name]
[Address] · [Phone] · [Email]

Invoice #____        Date: __________
Bill To: [Customer Name]        Phone: __________
Machine: [make / model]     Serial: ______________
OS: __________

REPORTED PROBLEM: [what the customer described]
WORK PERFORMED: [what you did]

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Diagnostic                               $______
Labor — ___ hrs @ $___                   $______
Parts (itemized)                         $______
  - [part]                               $______
  - [part]                               $______
Data backup / transfer                   $______
Software / license                       $______
Trip charge                              $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Total Due                                $______

Accepted: [card / cash / link]
Warranty: [__ days on labor]

The warranty line does two jobs

Print a labor warranty even if it’s short. It closes the sale on the doorstep, and it also bounds the free work in a way an unstated warranty never does. “Thirty days on labor” is a much easier sentence than the argument you’ll otherwise have in month four.

Quote the diagnostic before you touch anything

A machine that turns out not to be worth repairing still cost you the drive and the hour. Say the diagnostic price out loud before you open the laptop, and it becomes a line the customer expects instead of one they dispute later.

Skipping the copy-paste

Software with your hourly rate, common parts, and trip charge saved builds this in a couple of taps and takes the card before you leave the house.

Frequently asked questions

Why list the serial number?

Because 'you already fixed this' is the most common dispute in repair work, and a serial on the invoice turns it into a service record you can look up. It also matters for warranty claims on parts you supplied.

Should data backup be a separate line?

Yes. Imaging a failing drive can take longer than the repair itself, and buried in a labor number it looks like you overcharged. Priced on its own line, it reads as the safeguard it is.

What do I put on the invoice if I couldn't fix it?

The diagnostic line, the findings, and your recommendation. Diagnostic time is billable whether or not the machine was worth repairing — stating that on the invoice, and quoting it before you start, is what makes it collectable.

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