What an appliance repair receipt is for
Appliance repairs are often paid twice: the service call at the first visit and the parts and labor at the second. A receipt for each keeps the record straight, especially when the customer paid for a part in advance. Landlords and home warranty customers also need receipts to get paid back.
What to put on an appliance repair receipt
- Amount, date and payment method.
- The appliance model and the repair.
- Whether this pays the service call, the parts or the final balance.
- Balance due at the next visit, if any.
A worked example
The refrigerator owner paid for the fan motor and defrost heater by card before you ordered them. Type that amount in Amount received; the labor shows as owed at the return visit.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Evaporator fan motor | 1 | each | Your price |
| Defrost heater | 1 | each | Your price |
| Repair labor, install both parts | 1 | hour | Your price |
The receipt shows the full repair with the parts payment against it. When you finish the job and collect the labor, give a second receipt marked paid in full.
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
- Fill in who paid and which job or invoice the payment is for.
- Check the lines; they show what the payment covers.
- Pick how they paid and add the check or reference number.
- Type the amount received, or leave it blank when it pays the whole total.
- Print it, download it, or hand it over as a PDF.
Free tools for appliance repair
The same receipt 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.