Trailer Repair Invoice Template (Free)
A trailer repair invoice needs the trailer identified by VIN and unit number, the work described per axle or system, parts itemized, labor at your rate, and a roadside call-out line where it applies. Copy the template below, or use software that bills fleet customers on one consolidated statement.
What belongs on the invoice
- Business name, contact info, DOT inspector number if applicable
- Customer name, fleet unit number
- Trailer make, type, VIN, year
- Service date and location (shop or roadside)
- Line items — call-out, labor, parts, inspection, after-hours premium
- Subtotal, tax if applicable, total due
- Payment terms
The template
[Your Business Name]
[Address] · [Phone] · [Email]
Invoice #____ Date: __________
Bill To: [Company / Customer]
Unit #: ______ Trailer: [year / make / type]
VIN: __________________
Location: [shop / roadside — mile marker, road]
WORK PERFORMED: [description]
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Description Amount
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Roadside call-out $______
After-hours premium $______
DOT annual inspection (flat) $______
Bearing repack — ___ axles @ $___ $______
Brake service — ___ axles @ $___ $______
Lights / wiring diagnosis & repair $______
Parts (itemized) $______
- [part] $______
Labor — ___ hrs @ $___ $______
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Subtotal $______
Tax (if applicable) $______
Total Due $______
Terms: [due on completion / net __]. Accepted: [card / link]The unit number is the whole game
A fleet invoice without a unit number won’t get paid on time. It’s the field their system indexes on, and everything else just waits until someone figures out which trailer you meant.
Skipping the copy-paste
Software that keeps every job on the customer and unit lets you send a month of fleet repairs as one clean statement — and you can pull last year’s axle service with a quick search.
Frequently asked questions
What does a fleet need on a trailer repair invoice?
Unit number, VIN, date, location, the complaint, parts, and labor hours. Fleets code repairs to specific equipment, so an invoice missing the unit number waits on someone's desk until it can be identified.
Should a DOT inspection be flat rate?
Yes, with any failed items quoted separately. Bundling repairs into the inspection price makes a predictable recurring service look expensive and unpredictable.
How do I bill a roadside call?
A call-out line quoted before you roll, plus labor, parts, and any after-hours premium as its own line. Emergency response is the product; price it as one.