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Free Appliance Repair Invoice Template

A free invoice for an in-home appliance repair that records the appliance's make, model and serial number and the reported problem, bills a trip fee, a diagnostic, parts and labor hours, and carries your warranty terms, as a blank PDF form plus Word and Excel files filled with sample values

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Quick answer:This page has a free appliance repair invoice for billing a customer after an in-home repair. It records the repair company with a license number placeholder, the service ticket number, the customer and service address, and the appliance: make, model and serial number placeholders, the reported problem and the service date. It bills a trip fee and diagnostic, parts and labor hours at an hourly rate, with sales tax from a rate you enter and the amount due. The Word and Excel files carry repair notes with a warranty term labeled as sample terms. It comes as a blank print-and-fill PDF and as Word and Excel files filled with sample values.

APPLIANCE REPAIR INVOICE

Repair company

Business name:
Example Appliance Service
Address:
301 Example Avenue, Unit 4, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
AP-3308
Invoice date:
Nov 19, 2026
Payment terms:
Due on completion
Due date:
Nov 19, 2026
Service ticket no.:
ST-6614

Bill to (customer)

Customer name:
Morgan Example
Service address:
27 Sample Lane, Sampletown
Phone / email:
[Phone or email]

Appliance

Appliance:
Front-load washing machine
Make:
[Make]
Model no.:
[Model no.]
Serial no.:
[Serial no.]
Reported problem:
Drum does not spin; water left in the drum
Service date:
Nov 19, 2026

Trip and diagnostic

  • Item: Trip feeAmount: 69.00
    Details:
    Within the standard service area
    Qty:
    1
    Unit:
    trip
    Rate:
    69.00
  • Item: DiagnosticAmount: 60.00
    Details:
    Drum does not spin; error code [Code] shown
    Qty:
    1
    Unit:
    diagnostic
    Rate:
    60.00
Trip and diagnostic subtotal129.00

Parts

  • Item: Drive beltAmount: 38.00
    Details:
    Matched to the model no.
    Qty:
    1
    Unit:
    each
    Rate:
    38.00
  • Item: Drain pumpAmount: 92.00
    Details:
    Clogged and noisy, replaced
    Qty:
    1
    Unit:
    each
    Rate:
    92.00
Parts subtotal130.00

Labor

  • Item: Repair laborAmount: 120.00
    Details:
    Replace belt and drain pump, run a test cycle
    Qty:
    1.25
    Unit:
    hour
    Rate:
    96.00
Labor subtotal120.00
Subtotal
379.00
Sales tax, if applicable (0%)
0.00
Amount due
379.00

How to pay

Accepted methods:
Card, bank transfer or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice AP-3308

Repair notes

  • Replaced the worn drive belt and the clogged drain pump; the washer completed a full test cycle.
  • Sample terms: parts and labor on this repair are covered for 90 days from the service date; damage from misuse is not covered.
  • Old parts: [returned to the customer or disposed of].

Please keep this invoice with your appliance records.

Appliance repair invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Repair company details with a license number placeholder, invoice number, dates, payment terms and service ticket number
Bill to (customer): name, service address, and phone or email
Appliance block: appliance, make, model no., serial no., reported problem and service date
Trip and diagnostic, Parts and Labor tables, each with its own subtotal
Sales tax, if applicable, from a rate cell (Excel)
Repair notes for the work done, your warranty terms and what happened to the old parts
Blank A4 PDF to print and fill in; Word and Excel versions with sample values to overwrite

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The section subtotals, subtotal, tax and amount due are formulas too. The tax rate sits in its own cell, so you can change it.

APPLIANCE REPAIR INVOICE

Repair company

Business name:
Example Appliance Service
Address:
301 Example Avenue, Unit 4, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
AP-3308
Invoice date:
Nov 19, 2026
Payment terms:
Due on completion
Due date:
Nov 19, 2026
Service ticket no.:
ST-6614

Bill to (customer)

Customer name:
Morgan Example
Service address:
27 Sample Lane, Sampletown
Phone / email:
[Phone or email]

Appliance

Appliance:
Front-load washing machine
Make:
[Make]
Model no.:
[Model no.]
Serial no.:
[Serial no.]
Reported problem:
Drum does not spin; water left in the drum
Service date:
Nov 19, 2026

Trip and diagnostic

  • Item: Trip feeAmount: 69.00
    Details:
    Within the standard service area
    Qty:
    1
    Unit:
    trip
    Rate:
    69.00
  • Item: DiagnosticAmount: 60.00
    Details:
    Drum does not spin; error code [Code] shown
    Qty:
    1
    Unit:
    diagnostic
    Rate:
    60.00
Trip and diagnostic subtotal129.00

Parts

  • Item: Drive beltAmount: 38.00
    Details:
    Matched to the model no.
    Qty:
    1
    Unit:
    each
    Rate:
    38.00
  • Item: Drain pumpAmount: 92.00
    Details:
    Clogged and noisy, replaced
    Qty:
    1
    Unit:
    each
    Rate:
    92.00
Parts subtotal130.00

Labor

  • Item: Repair laborAmount: 120.00
    Details:
    Replace belt and drain pump, run a test cycle
    Qty:
    1.25
    Unit:
    hour
    Rate:
    96.00
Labor subtotal120.00
Subtotal
379.00
Sales tax, if applicable (0%)
0.00
Amount due
379.00

How to pay

Accepted methods:
Card, bank transfer or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice AP-3308

Repair notes

  • Replaced the worn drive belt and the clogged drain pump; the washer completed a full test cycle.
  • Sample terms: parts and labor on this repair are covered for 90 days from the service date; damage from misuse is not covered.
  • Old parts: [returned to the customer or disposed of].

Please keep this invoice with your appliance records.

Appliance repair invoice

An invoice for an in-home appliance repair: the appliance with make, model and serial number placeholders, the reported problem, a trip fee and diagnostic, parts, labor hours at an hourly rate, a tax rate cell, a warranty-term note as sample terms and the amount due.

A request for payment — shows the amount due

Download

What this appliance repair invoice is for

This template is for billing a customer once you've repaired an appliance at their home: the trip out, the diagnostic, the parts you fitted and your labor. The sample is a front-load washing machine whose drum does not spin, fixed with a new drive belt and drain pump.

It's a different document from these related templates:

  • Repair estimate: the price you quote before you start, with what inspection found, the parts and labor you expect and a signature authorizing the repair.
  • HVAC invoice: bills heating and cooling equipment repairs, with refrigerant among the parts and a maintenance plan credit on labor.
  • Handyman invoice: bills tasks around the home at a per-task price, with materials and a deposit.

The appliance repair invoice has:

  • Repair company: business name, address, phone or email, and License no. ("[License no., if required where you work]").
  • Invoice details: invoice number, invoice date, payment terms ("Due on completion" in the sample), due date and Service ticket no.
  • Bill to (customer): customer name, Service address, and phone or email.
  • Appliance: Appliance, Make, Model no., Serial no., Reported problem and Service date.
  • Trip and diagnostic, Parts and Labor: three tables with Item, Details, Qty, Unit, Rate and Amount, each with its own subtotal.
  • Totals: Subtotal, "Sales tax, if applicable" and Amount due.
  • How to pay: accepted methods, placeholders for the account name and bank details, and the payment reference to quote.
  • Repair notes on the work done, your warranty terms and the old parts, and a footnote: "Please keep this invoice with your appliance records."

It comes as three files:

  • PDF: a blank form to print and fill in by hand, with a blank for the tax percentage. It's sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog.
  • Word (.docx) and Excel (.xlsx): the same layout filled with sample values for you to overwrite.

In the Excel file:

  • Each line's Amount is Qty × Rate rounded to the cent, and stays blank until both are filled in.
  • The Trip and diagnostic table has its two sample rows; Parts and Labor each have one empty row.
  • The three table subtotals and the Subtotal are formulas.
  • "Sales tax, if applicable" has a rate cell (0% in the sample) and is worked out on the Subtotal.
  • Amount due is the Subtotal plus any tax.

To leave sales tax out, set its rate to 0% rather than deleting the row, because the totals refer to it. In the Word file, the tax line shows its rate in the label ("(0%)"), so update both the label and the amount if you change it.

The sample adds up like this:

  • Trip and diagnostic: a $69.00 trip fee plus a $60.00 diagnostic, for $129.00.
  • Parts: a drive belt at $38.00 plus a drain pump at $92.00, for $130.00.
  • Labor: 1.25 hours × $96.00 = $120.00.
  • Amount due: a Subtotal of $379.00, with sales tax at 0%, due on completion.

These figures only show how the form works. They are not typical prices.

Make, model and serial number

The Make, Model no. and Serial no. fields are placeholders, so fill them in for each job. Copy them from the appliance's model and serial label rather than from memory. They tie the invoice to one specific appliance, they're what you match replacement parts to ("Matched to the model no." in the sample), and they let you and the customer find the repair again if the same appliance needs a return visit.

Reported problem is what the customer told you: "Drum does not spin; water left in the drum" in the sample. Put what you found in the diagnostic line's Details, with any error code the appliance showed ("error code [Code] shown").

Trip fee, diagnostic, parts and labor

  • Trip fee. The sample's details read "Within the standard service area". If you charge more outside that area, say so in the details.
  • Diagnostic. Billed as its own line in the sample, on top of the repair. Some shops credit the diagnostic toward the repair instead; that's your policy to choose. Tell the customer before you start, and make the invoice match. If you credit the fee, show the credit rather than dropping the line.
  • Parts. One line per part, with what you replaced and why ("Clogged and noisy, replaced"). Record what happened to the old parts in the notes: the sample has "Old parts: [returned to the customer or disposed of]".
  • Labor. Hours × your hourly rate, with the work in the details: "Replace belt and drain pump, run a test cycle" in the sample. If you charge flat prices for common repairs, use a quantity of 1.

Warranty on the repair

The warranty on your repair is a business term you set, so state it on the invoice. In the Word and Excel files, the sample note reads "Sample terms: parts and labor on this repair are covered for 90 days from the service date; damage from misuse is not covered." Replace it with your own period and exclusions.

Your repair can also matter for the manufacturer's warranty. In the US, the Federal Trade Commission's consumer alert on warranty restrictions covers products "whether a motor vehicle, home appliance, or other consumer product". It says companies "can't void your warranty or deny warranty coverage solely because you use a part made by another company or because you get repairs done or other services from someone not associated with the company", unless the company provides the part or service for free under the warranty (FTC, July 7, 2022). The same alert adds: "Companies may, however, refuse warranty coverage for defects or damage caused by using third-party parts or third-party services." Other rules on repairs, parts and warranties depend on where you work, so check the rules there. This page isn't legal advice.

Sales tax and licensing

  • Sales tax. Whether parts, labor, trip fees and diagnostics are taxable depends on where you work. Check with the tax agency there, then enter the rate. The Excel file applies it to the whole Subtotal; if only some lines are taxable where you work, change the formula to match.
  • License no. Whether appliance repair needs a license also depends on where you work. Fill in the number if you have one, or delete the field.

Invoicing repairs in Billed

In Billed, customers can pay invoices online through Stripe or PayPal, and you can record payments made offline, such as checks or cash. If you quote larger repairs first, you can convert an approved estimate into an invoice.

Related templates

Invoice templates by format: PDF, Excel, Word, Google Docs and Google Sheets, or browse all invoice templates. Other trade invoices: electrician and handyman.

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What's included in this invoice template

This invoice Repair estimate HVAC invoice
Sent After the repair Before the repair After the repair
Records Appliance make, model, serial no. and reported problem Item details, reported problem and what inspection found Equipment make, model and serial no.
Bills Trip fee, diagnostic, parts and labor Expected parts, labor and diagnostic fee Service call, diagnostic, parts including refrigerant, and labor

When this isn't for you

If you're quoting a repair before you start, use the repair estimate. If you repair heating and cooling equipment, use the HVAC invoice. And if your field service software already issues invoices from each service ticket, use it so your tickets and invoices match.

How To Send Invoices With Billed

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Frequently Asked Questions

Common questions about this invoice template.

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