How should phone repair shops handle parts pricing?

List each part on its own line with its price, and state the part type in the details, such as original, aftermarket or refurbished. Use your terms consistently, and tell the customer which kind of part they're getting before the repair.

Should phone repair invoices 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, with liquid and physical damage excluded); replace it with your own terms.

How do phone repair shops invoice for diagnostic fees?

Bill the diagnostic fee as its own line, with what you checked. The sample charges it on top of the repair. You can instead waive or credit it when the customer goes ahead; tell the customer your policy before you start, and make the invoice match.

Why record the IMEI and the phone's condition at drop-off?

The IMEI or serial number ties the invoice to one specific phone. The condition at drop-off records damage that was already there, such as scratches or a scuff, so there's no question later about whether it happened during the repair.

How should I handle the customer's data?

Ask the customer to back up the phone before drop-off, ask for a passcode only if the repair or testing needs it, and look at nothing beyond what the repair requires. Note the arrangement on the invoice, as the sample does.

Does a third-party repair void the manufacturer's warranty?

In the US, the FTC says companies can't void a warranty or deny coverage solely because someone used another company's part or had repairs done by someone not associated with the company, unless the company provides that part or service free under the warranty. The same FTC alert adds: "Companies may, however, refuse warranty coverage for defects or damage caused by using third-party parts or third-party services." Other rules depend on where you work; this isn't legal advice.

Can I send repair invoices with Billed?

Yes. Billed lets customers pay invoices online by card or PayPal, sends a payment receipt after each online payment, and lets you convert an approved estimate into an invoice. No credit card is required to start the free trial.

Phone Repair Invoice Template

Q: What should a phone repair invoice include?

Your shop's details, the invoice and ticket numbers and the due date; the customer; the phone's make, model and IMEI or serial number, the reported issue and its condition at drop-off; the diagnostic fee; each part with its part type; the labor; any tax; the amount due; and your warranty terms.

A phone repair invoice with the device, IMEI or serial number, the reported issue, a diagnostic fee, parts with their part type, labor and a warranty note, in PDF, Word and Excel

Create Your Invoice View All Templates

No credit card required.

Quick answer:A phone repair invoice bills a customer for a finished repair. It records the phone's make and model, its IMEI or serial number, the reported issue and its condition at drop-off. Then it lists a diagnostic fee, each part with its part type (such as aftermarket), the labor as bench time × rate, any sales tax and the amount due at pickup. The notes hold the shop's warranty terms, how the customer's data was handled and what happened to the replaced parts. This page has one phone repair invoice as a blank PDF plus Word and Excel files with a sample screen and battery repair.

PHONE REPAIR INVOICE

Repair shop

Business name:: Example Phone Repair
Address:: 17 Example Plaza, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: PR-7731
Invoice date:: Nov 14, 2026
Payment terms:: Due at pickup
Due date:: Nov 14, 2026
Ticket no.:: T-2290

Bill to (customer)

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

Device

Device:: Smartphone
Make / model:: Example Phone 12
IMEI / serial no.:: [IMEI or serial no.]
Reported issue:: Cracked screen; battery drains by midday
Condition at drop-off:: Cracked screen; scuff on the back corner
Drop-off / pickup:: Nov 13, 2026 / Nov 14, 2026

Diagnostic

Item: Diagnostic feeAmount: 35.00
Details:
Screen, battery and charging port checked
Qty:
1
Unit:
check
Rate:
35.00

Diagnostic: line items
Item	Details	Qty	Unit	Rate	Amount
Diagnostic fee	Screen, battery and charging port checked	1	check	35.00	35.00

Diagnostic subtotal35.00

Parts

Item: Screen assemblyAmount: 129.00
Details:
Part type: aftermarket
Qty:
1
Unit:
each
Rate:
129.00
Item: BatteryAmount: 45.00
Details:
Part type: aftermarket
Qty:
1
Unit:
each
Rate:
45.00
Item: Adhesive seal kitAmount: 6.00
Details:
Part type: generic
Qty:
1
Unit:
kit
Rate:
6.00

Parts: line items
Item	Details	Qty	Unit	Rate	Amount
Screen assembly	Part type: aftermarket	1	each	129.00	129.00
Battery	Part type: aftermarket	1	each	45.00	45.00
Adhesive seal kit	Part type: generic	1	kit	6.00	6.00

Parts subtotal180.00

Labor

Item: Screen replacementAmount: 60.00
Details:
Bench time
Qty:
0.75
Unit:
hour
Rate:
80.00
Item: Battery replacementAmount: 40.00
Details:
Bench time
Qty:
0.5
Unit:
hour
Rate:
80.00

Labor: line items
Item	Details	Qty	Unit	Rate	Amount
Screen replacement	Bench time	0.75	hour	80.00	60.00
Battery replacement	Bench time	0.5	hour	80.00	40.00

Labor subtotal100.00

Subtotal: 315.00
Sales tax, if applicable (0%): 0.00
Amount due: 315.00

How to pay

Accepted methods:: Card or cash
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice PR-7731

Repair notes

Sample terms: parts and labor on this repair are covered for 90 days from pickup; liquid and physical damage are not covered.
The customer backed up the phone before drop-off; no passcode was collected.
The replaced screen and battery were recycled.

Thank you. Please keep this invoice for the repair warranty.

Phone repair invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Invoice details with "Due at pickup" payment terms and a ticket number

Device block: make and model, IMEI or serial number placeholder, reported issue, condition at drop-off and dates

Diagnostic fee as its own line, with what was checked

Parts with their part type, and labor as bench time × hourly rate

"Sales tax, if applicable" with a rate cell starting at 0%, and the amount due

Repair notes for the warranty terms, the customer's data and the replaced parts

Blank PDF, plus Word and Excel files with a sample repair; the Excel file calculates every amount and total

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.

PHONE REPAIR INVOICE

Repair shop

Business name:: Example Phone Repair
Address:: 17 Example Plaza, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: PR-7731
Invoice date:: Nov 14, 2026
Payment terms:: Due at pickup
Due date:: Nov 14, 2026
Ticket no.:: T-2290

Bill to (customer)

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

Device

Device:: Smartphone
Make / model:: Example Phone 12
IMEI / serial no.:: [IMEI or serial no.]
Reported issue:: Cracked screen; battery drains by midday
Condition at drop-off:: Cracked screen; scuff on the back corner
Drop-off / pickup:: Nov 13, 2026 / Nov 14, 2026

Diagnostic

Item: Diagnostic feeAmount: 35.00
Details:
Screen, battery and charging port checked
Qty:
1
Unit:
check
Rate:
35.00

Diagnostic: line items
Item	Details	Qty	Unit	Rate	Amount
Diagnostic fee	Screen, battery and charging port checked	1	check	35.00	35.00

Diagnostic subtotal35.00

Parts

Item: Screen assemblyAmount: 129.00
Details:
Part type: aftermarket
Qty:
1
Unit:
each
Rate:
129.00
Item: BatteryAmount: 45.00
Details:
Part type: aftermarket
Qty:
1
Unit:
each
Rate:
45.00
Item: Adhesive seal kitAmount: 6.00
Details:
Part type: generic
Qty:
1
Unit:
kit
Rate:
6.00

Parts: line items
Item	Details	Qty	Unit	Rate	Amount
Screen assembly	Part type: aftermarket	1	each	129.00	129.00
Battery	Part type: aftermarket	1	each	45.00	45.00
Adhesive seal kit	Part type: generic	1	kit	6.00	6.00

Parts subtotal180.00

Labor

Item: Screen replacementAmount: 60.00
Details:
Bench time
Qty:
0.75
Unit:
hour
Rate:
80.00
Item: Battery replacementAmount: 40.00
Details:
Bench time
Qty:
0.5
Unit:
hour
Rate:
80.00

Labor: line items
Item	Details	Qty	Unit	Rate	Amount
Screen replacement	Bench time	0.75	hour	80.00	60.00
Battery replacement	Bench time	0.5	hour	80.00	40.00

Labor subtotal100.00

Subtotal: 315.00
Sales tax, if applicable (0%): 0.00
Amount due: 315.00

How to pay

Accepted methods:: Card or cash
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice PR-7731

Repair notes

Sample terms: parts and labor on this repair are covered for 90 days from pickup; liquid and physical damage are not covered.
The customer backed up the phone before drop-off; no passcode was collected.
The replaced screen and battery were recycled.

Thank you. Please keep this invoice for the repair warranty.

Phone repair invoice

An invoice for a phone repair: the device, model and IMEI or serial number as a placeholder, the reported issue, a diagnostic fee, parts with their part type, labor, a tax rate cell, a warranty-term note and the amount due.

A request for payment — shows the amount due

Download

What a phone repair invoice is for

A phone repair invoice bills a customer for a repair you've finished. It records the phone, what the customer reported and what you found, the diagnostic fee, each part with its type, the labor, any tax and the amount due. The customer pays it when they pick up the phone.

It also works as the customer's record of the repair: what was replaced, with which kind of part, and the warranty terms. That's why the sample footnote asks them to keep it.

What's on the phone repair invoice

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 and model;
- "IMEI / serial no." as a placeholder;
- "Reported issue";
- "Condition at drop-off";
- drop-off and pickup dates.
Diagnostic: the diagnostic fee and what you checked
Parts: each part with its part type, quantity and price, and a parts subtotal
Labor: bench time for each repair, hours × rate, and a labor subtotal
Totals: "Subtotal", "Sales tax, if applicable" with a rate cell that starts at 0%, and "Amount due"
How to pay and Repair notes: payment details as placeholders, and notes on the warranty, the customer's data and the replaced parts

The sample is a screen and battery repair. The charges are:

a 35.00 diagnostic fee;
an aftermarket screen assembly (129.00), an aftermarket battery (45.00) and an adhesive seal kit (6.00);
0.75 hours and 0.5 hours of bench time at 80.00 (60.00 and 40.00).

That's 315.00, due at pickup.

The device, the reported issue and what you found

IMEI or serial number. Record it at drop-off, so the invoice is tied to one specific phone. The template keeps it as a placeholder, "[IMEI or serial no.]"; fill in the real number on each invoice.
Reported issue is what the customer told you: "Cracked screen; battery drains by midday" in the sample.
Condition at drop-off records existing damage you saw when you took the phone in, such as the sample's "scuff on the back corner". It helps if the customer later asks whether you caused it.
What you found goes in the diagnostic line's details: "Screen, battery and charging port checked" in the sample. If the diagnosis differs from what the customer reported, or you find more than they asked about, get their go-ahead before you do the extra work.

Diagnostic fee

The template bills the diagnostic fee as its own line, so the customer can see it. In the sample it's charged on top of the repair. You can instead waive or credit the fee when the customer goes ahead with the repair; that's your policy to choose. Whichever you do, 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 and part types

List each part on its own line, and say what kind of part it is in the details: "Part type: aftermarket" for the sample's screen and battery, and "generic" for the adhesive kit. Use your own terms consistently, for example original (from the phone's maker), aftermarket or refurbished, and tell the customer which they're getting before the repair. The part type can affect the price, and how the phone works after the repair.

In the Word and Excel files, the sample notes say what happened to the replaced parts: "The replaced screen and battery were recycled." Note it if the customer keeps them or you dispose of them another way.

Labor

Bill labor as bench time, hours × your rate, with one line for each repair. The sample bills 0.75 hours for the screen and 0.5 hours for the battery at 80.00 an hour. If you charge flat prices for common repairs instead, use one line each with a quantity of 1.

The customer's data

Phones hold personal data, so agree how you'll handle it before you start:

Ask the customer to back up the phone before drop-off.
Ask for a passcode only if the repair or the test afterward needs it.
Look at nothing beyond what the repair requires.

The sample note in the Word and Excel files records the arrangement: "The customer backed up the phone before drop-off; no passcode was collected." Writing it down protects both of you if data is lost during the repair.

Warranty on the repair

The repair warranty is your business term, so state it on the invoice. In the Word and Excel files, the sample note is labeled "Sample terms": "parts and labor on this repair are covered for 90 days from pickup; liquid and physical damage are 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 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 consumer warranties depend on where you work, so check the rules there. This page isn't legal advice.

Sales tax

Whether parts, labor and diagnostic fees are taxable depends on where you work. Check with the tax agency where you work. The template has one "Sales tax, if applicable" line that starts at 0%. In the Excel file it applies to the whole subtotal; if only some charges are taxable where you are, change the formula to match.

How to fill in the template

Add your shop's details, then the invoice number, invoice date, payment terms, due date and ticket number.
Enter the customer's name and contact details.
Fill in "Device" at drop-off: the make and model, the IMEI or serial number, the reported issue, the condition and the dates.
Enter the diagnostic fee with what you checked.
List each part with its part type, then the labor for each repair.
Set the tax rate (or leave it at 0%), edit the repair notes with your warranty and data arrangements, and replace the placeholders in "How to pay".

The PDF is a blank form for filling in by hand. The Word and Excel files have the same layout with the sample repair filled in, for you to overwrite.

In the Excel file:

each line amount is quantity × rate;
the table subtotals, subtotal, tax and amount due are formulas, and the tax rate has its own cell;
to leave tax out, set the rate to 0% instead of deleting the row, because the totals refer to it;
the diagnostic table has one row, parts four and labor three. For more lines, insert rows inside a table and copy the amount formula into them.

In Word or on the PDF, work out the amounts yourself.

For a general layout rather than a repair one, see the invoice templates for Word, for Excel, as a PDF, for Google Docs and for Google Sheets.

Invoicing repairs in Billed

If you invoice in Billed, customers can pay online by card or PayPal, and Billed sends a payment receipt after each online payment. You can send an estimate before a larger repair and convert it into an invoice once the customer approves it.

Related templates

Repair estimate for quoting a repair before you start
Computer repair invoice for laptops and desktops
IT support invoice for support and setup work
All invoice templates

Skip the Templates — Create Invoices Online

Create and send invoices with Billed, accept card and PayPal payments on them, and send payment reminders.

Try Billed For Free

No credit card required.

What's included in this invoice template

Line	What it records	Calculation
Diagnostic	What you checked	Flat fee
Parts	Part and part type	Qty × price
Labor	Bench time per repair	Hours × rate
Sales tax	If it applies	Rate × subtotal

When this isn't for you

If you're quoting a repair before you start, use a repair estimate and get the customer's approval first. For laptops and desktops, a computer repair invoice fits better.