Heavy equipment repair

Heavy Equipment Repair Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A heavy equipment field service invoice needs the machine's make, model, and serial, the jobsite, travel and service-truck time priced separately from labor, and parts itemized. Copy the template below, or use software that keeps a service history against each machine.

What belongs on the invoice

  • Business name and contact info
  • Contractor name and jobsite
  • Machine make, model, serial/unit number, hours
  • Service date
  • Line items — travel, service truck, diagnostic, parts, labor, consumables
  • Subtotal, tax if applicable, total due
  • Payment terms

The template

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

Invoice #____        Date: __________
Bill To: [Contractor]
Jobsite: ______________________
Machine: [make / model]   Serial/Unit #: __________
Hour meter: ________

COMPLAINT: [reported fault]
WORK PERFORMED: [what you did]

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Travel — ___ mi/hrs @ $___               $______
Service truck — ___ hrs @ $___           $______
Diagnostic — ___ hrs @ $___              $______
Parts (itemized)                         $______
  - [part]                               $______
Labor — ___ hrs @ $___                   $______
Consumables (oil, filters, hydraulic)    $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Total Due                                $______

Terms: [net __]. Accepted: [card / link]

Hour meter, every time

Record the hour meter reading on every visit. It dates the service, supports the next recommendation, and settles any question about what was due when.

Skipping the copy-paste

Keeping every job against the machine — not just the customer — means an eighteen-month-old repair is one search away, which is faster diagnosis and better evidence.

Frequently asked questions

Why bill service-truck time separately from labor?

Because a truck with a crane, welder, and compressor is capital equipment earning its keep. Hiding it inside your labor rate makes the rate look inflated and undervalues the truck on jobs that need it.

What does a contractor need to code the invoice?

The machine serial or unit number, the jobsite, and the date. Contractors allocate equipment repair costs against specific jobs, and an invoice they can code gets approved on the first pass.

Should travel to a remote site be billed?

Yes, at a stated per-mile or per-hour rate beyond a free radius. Two hours of gravel road each way is real cost, and contractors pay it readily when it was quoted rather than discovered.

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