What should a computer repair invoice include?

Your shop's details, the invoice and ticket numbers, the dates and payment terms, and the customer. Then the device with its make and model, serial number and operating system, the reported problem and the data to keep, the diagnostic fee, any data backup and recovery, each part, your bench labor, any sales tax, the amount due, and your warranty terms.

How do I bill data recovery on a computer repair invoice?

Bill it as a service line in its own table, with what you recovered in the details, and add any backup drive you supply as a separate line. Agree the price before you start, and say in the notes what was recovered.

How should I handle the customer's data during a repair?

Agree it before you start: write down the data the customer needs kept, ask them to back up first if the computer still works, ask for a login only if the repair needs it, and open nothing beyond what the repair requires. Note what happened to the old drive on the invoice.

Should a computer repair invoice include a warranty?

Yes, state your repair warranty in the notes: how long it lasts, what it covers and what it excludes. The sample note is labeled "Sample terms" (90 days on parts and labor from pickup, with files that could not be read from the old drive excluded); replace it with your own terms.

When should I use the phone repair invoice instead?

Use the phone repair invoice for phones: it records the IMEI or serial number, the phone's condition at drop-off and the part type of each part. This computer repair invoice adds the operating system, the data to keep and a data backup and recovery table.

Free Computer Repair Invoice Template

A free computer repair invoice that records the device, its serial number and operating system and the data the customer wants kept, and bills a diagnostic, data backup and recovery as service lines, parts and bench labor, 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 computer repair invoice for billing a customer when they pick up a repaired laptop or desktop. It records the repair shop, the ticket number, the customer, and the device: make and model, serial number and operating system placeholders, the reported problem, the data to keep, and the drop-off and pickup dates. It bills a diagnostic fee, data backup and recovery as service lines, parts and labor at an hourly bench rate, with sales tax from a rate you enter and the amount due. It comes as a blank print-and-fill PDF and as Word and Excel files filled with sample values.

COMPUTER REPAIR INVOICE

Repair shop

Business name:: Example Computer Repair
Address:: 45 Example Square, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: CR-4417
Invoice date:: Nov 20, 2026
Payment terms:: Due at pickup
Due date:: Nov 20, 2026
Ticket no.:: T-5172

Bill to (customer)

Customer name:: Avery Example
Phone / email:: [Phone or email]

Device

Device:: Laptop
Make / model:: [Make and model]
Serial no.:: [Serial no.]
Operating system:: [Operating system and version]
Reported problem:: Will not start; very slow before it stopped
Data to keep:: Documents and photos
Drop-off / pickup:: Nov 17, 2026 / Nov 20, 2026

Diagnostic

Item: Diagnostic feeAmount: 49.00
Details:
Drive, memory and boot checks
Qty:
1
Unit:
check
Rate:
49.00

Diagnostic: line items
Item	Details	Qty	Unit	Rate	Amount
Diagnostic fee	Drive, memory and boot checks	1	check	49.00	49.00

Diagnostic subtotal49.00

Data backup and recovery

Item: Data recovery from the failing driveAmount: 120.00
Details:
Documents and photos, about 180 GB
Qty:
1
Unit:
recovery
Rate:
120.00
Item: External backup drive, 1 TBAmount: 59.00
Details:
Second copy of the recovered files
Qty:
1
Unit:
each
Rate:
59.00

Data backup and recovery: line items
Item	Details	Qty	Unit	Rate	Amount
Data recovery from the failing drive	Documents and photos, about 180 GB	1	recovery	120.00	120.00
External backup drive, 1 TB	Second copy of the recovered files	1	each	59.00	59.00

Data services subtotal179.00

Parts

Item: Solid-state drive, 1 TBAmount: 89.00
Details:
Replaces the failing hard drive
Qty:
1
Unit:
each
Rate:
89.00
Item: Memory module, 8 GBAmount: 32.00
Details:
Upgrade from 8 GB to 16 GB
Qty:
1
Unit:
each
Rate:
32.00

Parts: line items
Item	Details	Qty	Unit	Rate	Amount
Solid-state drive, 1 TB	Replaces the failing hard drive	1	each	89.00	89.00
Memory module, 8 GB	Upgrade from 8 GB to 16 GB	1	each	32.00	32.00

Parts subtotal121.00

Labor

Item: Drive replacement and system installAmount: 105.00
Details:
Bench time
Qty:
1.5
Unit:
hour
Rate:
70.00
Item: Memory install and testingAmount: 17.50
Details:
Bench time
Qty:
0.25
Unit:
hour
Rate:
70.00

Labor: line items
Item	Details	Qty	Unit	Rate	Amount
Drive replacement and system install	Bench time	1.5	hour	70.00	105.00
Memory install and testing	Bench time	0.25	hour	70.00	17.50

Labor subtotal122.50

Subtotal: 471.50
Sales tax, if applicable (0%): 0.00
Amount due: 471.50

How to pay

Accepted methods:: Card or cash
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice CR-4417

Repair notes

The hard drive was failing; recoverable documents and photos were copied to the new drive and to the backup drive.
Sample terms: parts and labor on this repair are covered for 90 days from pickup; files that could not be read from the old drive are not covered.
Old hard drive: [returned to the customer or wiped and recycled].

Thank you. Keep this invoice with your device records.

Computer repair invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Repair shop details, invoice number, dates, payment terms and ticket number

Bill to (customer): name, and phone or email

Device block: device, make and model, serial no., operating system, reported problem, data to keep, and drop-off and pickup dates

Diagnostic, Data backup and recovery, 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 drive

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.

COMPUTER REPAIR INVOICE

Repair shop

Business name:: Example Computer Repair
Address:: 45 Example Square, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: CR-4417
Invoice date:: Nov 20, 2026
Payment terms:: Due at pickup
Due date:: Nov 20, 2026
Ticket no.:: T-5172

Bill to (customer)

Customer name:: Avery Example
Phone / email:: [Phone or email]

Device

Device:: Laptop
Make / model:: [Make and model]
Serial no.:: [Serial no.]
Operating system:: [Operating system and version]
Reported problem:: Will not start; very slow before it stopped
Data to keep:: Documents and photos
Drop-off / pickup:: Nov 17, 2026 / Nov 20, 2026

Diagnostic

Item: Diagnostic feeAmount: 49.00
Details:
Drive, memory and boot checks
Qty:
1
Unit:
check
Rate:
49.00

Diagnostic: line items
Item	Details	Qty	Unit	Rate	Amount
Diagnostic fee	Drive, memory and boot checks	1	check	49.00	49.00

Diagnostic subtotal49.00

Data backup and recovery

Item: Data recovery from the failing driveAmount: 120.00
Details:
Documents and photos, about 180 GB
Qty:
1
Unit:
recovery
Rate:
120.00
Item: External backup drive, 1 TBAmount: 59.00
Details:
Second copy of the recovered files
Qty:
1
Unit:
each
Rate:
59.00

Data backup and recovery: line items
Item	Details	Qty	Unit	Rate	Amount
Data recovery from the failing drive	Documents and photos, about 180 GB	1	recovery	120.00	120.00
External backup drive, 1 TB	Second copy of the recovered files	1	each	59.00	59.00

Data services subtotal179.00

Parts

Item: Solid-state drive, 1 TBAmount: 89.00
Details:
Replaces the failing hard drive
Qty:
1
Unit:
each
Rate:
89.00
Item: Memory module, 8 GBAmount: 32.00
Details:
Upgrade from 8 GB to 16 GB
Qty:
1
Unit:
each
Rate:
32.00

Parts: line items
Item	Details	Qty	Unit	Rate	Amount
Solid-state drive, 1 TB	Replaces the failing hard drive	1	each	89.00	89.00
Memory module, 8 GB	Upgrade from 8 GB to 16 GB	1	each	32.00	32.00

Parts subtotal121.00

Labor

Item: Drive replacement and system installAmount: 105.00
Details:
Bench time
Qty:
1.5
Unit:
hour
Rate:
70.00
Item: Memory install and testingAmount: 17.50
Details:
Bench time
Qty:
0.25
Unit:
hour
Rate:
70.00

Labor: line items
Item	Details	Qty	Unit	Rate	Amount
Drive replacement and system install	Bench time	1.5	hour	70.00	105.00
Memory install and testing	Bench time	0.25	hour	70.00	17.50

Labor subtotal122.50

Subtotal: 471.50
Sales tax, if applicable (0%): 0.00
Amount due: 471.50

How to pay

Accepted methods:: Card or cash
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice CR-4417

Repair notes

The hard drive was failing; recoverable documents and photos were copied to the new drive and to the backup drive.
Sample terms: parts and labor on this repair are covered for 90 days from pickup; files that could not be read from the old drive are not covered.
Old hard drive: [returned to the customer or wiped and recycled].

Thank you. Keep this invoice with your device records.

Computer repair invoice

An invoice for a computer repair: the device with a serial number placeholder, the reported problem, a diagnostic fee, data backup and recovery as service lines, parts, labor at an hourly bench rate, a tax rate cell and the amount due.

A request for payment — shows the amount due

Download

What this computer repair invoice is for

This template is for billing a customer when they pick up a repaired laptop or desktop. Next to the diagnostic, parts and labor, it has a table for data work: recovering files from a failing drive and copying them to a backup. The sample is a laptop that will not start, with a failing hard drive replaced by a solid-state drive and the customer's documents and photos recovered.

It's a different document from these related templates:

Phone repair invoice: bills a phone repair, with the IMEI or serial number, the phone's condition at drop-off and the part type of each part, and no data recovery table.
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.

The computer repair invoice has:

Repair shop: business name, address, and phone or email.
Invoice details: invoice number, invoice date, payment terms ("Due at pickup" in the sample), due date and Ticket no.
Bill to (customer): customer name, and phone or email.
Device: Device, Make / model, Serial no., Operating system, Reported problem, Data to keep and Drop-off / pickup.
Diagnostic, Data backup and recovery, Parts and Labor: four tables with Item, Details, Qty, Unit, Rate and Amount, each with its own subtotal (the data table's is "Data services 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 drive, and a footnote: "Thank you. Keep this invoice with your device 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 runs to two A4 pages, with the repair notes on the second. 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 Diagnostic table has one row; Data backup and recovery, Parts and Labor each have one empty row below the sample lines.
The four 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:

Diagnostic: $49.00 for drive, memory and boot checks.
Data backup and recovery: $120.00 for the recovery plus $59.00 for an external backup drive, for $179.00.
Parts: a solid-state drive at $89.00 plus a memory module at $32.00, for $121.00.
Labor: 1.5 hours + 0.25 hours of bench time × $70.00 = $105.00 + $17.50, for $122.50.
Amount due: a Subtotal of $471.50, with sales tax at 0%, due at pickup.

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

The device and the reported problem

Fill in the Device block when you take the computer in. Make / model, Serial no. and Operating system are placeholders: the serial number ties the invoice to one specific machine, and the operating system and version tell you what to reinstall. Reported problem is what the customer told you ("Will not start; very slow before it stopped" in the sample), and what you found goes in the diagnostic line's Details ("Drive, memory and boot checks").

The diagnostic is its own line in the sample, on top of the repair. If you credit it toward the repair instead, tell the customer before you start and show the credit rather than dropping the line.

Data backup and recovery as a service

Recovering files and copying them to a backup take time and materials, so the template bills them in their own table rather than inside labor:

Data recovery: one line for the recovery, with what you recovered in the details ("Documents and photos, about 180 GB").
Backup drive: the drive you supply, with what's on it ("Second copy of the recovered files").

Agree the price of recovery before you start, and use the notes to say what you recovered. The sample note reads "The hard drive was failing; recoverable documents and photos were copied to the new drive and to the backup drive." If the customer only wants a backup and no recovery, use one line for the backup.

Handling the customer's data

A computer in for repair holds the customer's files, so agree how you'll handle them before you start:

Ask what they need kept and write it in Data to keep ("Documents and photos" in the sample), so it's clear what the recovery covers.
Ask the customer to back up their files before drop-off if the computer still works.
Ask for a login only if the repair or the test afterward needs it, and don't write passwords on the invoice.
Open nothing beyond what the repair and the recovery require.
Say what happened to the old drive. The sample note has "Old hard drive: [returned to the customer or wiped and recycled]".

Parts, labor and upgrades

List each part on its own line with what it replaces or adds: the sample's solid-state drive "Replaces the failing hard drive", and its memory module is an "Upgrade from 8 GB to 16 GB". If you find work beyond what the customer asked for, such as an upgrade, get their go-ahead before you do it.

Bill labor as bench time, hours × your rate, with one line per job: 1.5 hours for the drive replacement and system install and 0.25 hours for the memory in the sample. If you charge flat prices for common jobs, use a quantity of 1.

Warranty and sales tax

Warranty. The warranty on your repair is a business term you set, so state it in the notes. In the Word and Excel files, the sample reads "Sample terms: parts and labor on this repair are covered for 90 days from pickup; files that could not be read from the old drive are not covered." Replace it with your own period and exclusions.
Sales tax. Whether parts, labor and data services 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.

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 invoice templates: IT support and IT consulting.

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What's included in this invoice template

	This invoice	Phone repair invoice	Repair estimate
Sent	At pickup, after the repair	At pickup, after the repair	Before the repair
Records	Serial no., operating system and data to keep	IMEI or serial no. and condition at drop-off	Item details and what inspection found
Bills	Diagnostic, data backup and recovery, parts and labor	Diagnostic, parts with their part type, and labor	Expected parts, labor and diagnostic fee

When this isn't for you

If you're repairing a phone, use the phone repair invoice. If you're quoting a repair before you start, use the repair estimate. And if your repair shop software already issues invoices from each ticket, use it so your tickets and invoices match.