What an appliance repair invoice is for
A clear invoice is your warranty record. When the same washer acts up in a few months, the invoice shows which part you replaced and when, which decides whether it is a warranty visit or a new problem. Part numbers and the model on the invoice also help the customer if they sell the appliance or the house.
What to put on an appliance repair invoice
- Appliance brand, model and serial.
- The complaint and what you found.
- Parts with part numbers.
- Labor and the service call, with any credit.
- Your warranty on the repair.
A worked example
A front-load washer stopped mid-cycle with water in the drum. A sock had jammed the drain pump and broken the impeller. You replaced the pump in one visit.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Service call and diagnosis | 1 | each | Your price |
| Washer drain pump | 1 | each | Your price |
| Repair labor | 1 | hour | Your price |
Put the cause, a sock in the pump, in the notes. It tells the customer how to avoid it and makes clear the new pump did not fail on its own if it happens again.
Line items appliance repair techs use
| Line item | Unit | How to write it |
|---|---|---|
| Service call and diagnosis | each | Say whether it is credited toward the repair if the customer goes ahead. |
| Repair labor | hour | Or a flat repair price from your price book. |
| Refrigerator compressor start relay | each | Brand and part number on the line. |
| Washer drain pump | each | Name the part and the model it fits. |
| Dryer heating element or igniter | each | Electric element or gas igniter, by model. |
| Dishwasher control board | each | Boards are costly; say so before ordering. |
| Oven bake element | each | Model and wattage. |
| Door gasket | each | Refrigerators, freezers and dishwashers. |
| Water inlet valve | each | Washers, dishwashers and ice makers. |
| Dryer vent cleaning | each | Often found as the cause of a slow dryer. |
| Return trip for ordered part | each | Say whether the second trip is charged. |
| Appliance install, customer supplied | each | Hookup, leveling and haul-away of the old unit if agreed. |
| Haul away old appliance | each | When the customer replaces instead of repairing. |
Terms and deposit language for appliance repair
- Deposit. No deposit on most calls. When an expensive part must be ordered, such as a control board or a sealed system part, take payment for the part before ordering, since it often cannot be returned.
- Payment. The service call is due at the first visit; the repair is due when the appliance works. If a part is ordered, say whether the service call is credited on the return trip.
- Warranty. State how long your repair is covered, for labor and for the part you installed, and that it covers that repair only, not other failures in an older machine.
- If the repair would cost a large share of a new appliance's price, you will say so before going ahead.
- Appliances under the maker's warranty may need the maker's authorized service; say if you are not.
- The customer clears access to the appliance and is present for the diagnosis.
How to fill it in
- Your business details carry over from any template you used before.
- Fill in who you are billing and the job.
- Check the lines against what you actually did, and add your prices.
- Put any deposit in Already paid, so the balance is right.
- Print, download or send it from Koira with a pay-by-card link.
Free tools for appliance repair
The same invoice for other trades: auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, hvac, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.