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Garage invoice template, free to use
A UK garage invoice layout with the lines a VAT invoice is expected to carry: parts, labour, MOT, VAT and the totals either side of it. Fill it in below, print it, or save it as a PDF. Nothing to sign up for.
Before you send it
What a UK garage invoice has to show
A garage invoice is doing two jobs at once: telling the customer what they are paying for, and standing up as a VAT record. The second one has requirements.
If you are VAT registered
A full VAT invoice is expected to carry all of the following. Getting one wrong is the kind of thing that only surfaces at inspection.
- A unique, sequential invoice number
- Your business name, address and VAT registration number
- The invoice date, and the tax point if it differs
- The customer’s name and address
- A description of the work and parts supplied
- The unit price and quantity for each line
- The rate of VAT charged on each line
- The total excluding VAT, the VAT amount, and the total including VAT
What garages add on top
None of these are required. All of them save an argument later, which is why the template below has a place for each.
- Vehicle registration, make, model and mileage at the time of work
- Parts and labour split onto separate lines, not merged into one figure
- MOT fee shown separately — it is outside the scope of VAT
- Authorised extras identified as extras, with who approved them
- Any advisory work the customer declined
- Payment terms, and what you accept
On the MOT line. The statutory MOT test fee is outside the scope of VAT when you charge it on at cost. If you add a handling margin, the margin is not. It is worth confirming your own treatment with your accountant rather than copying whatever the last invoice did — and if you are already thinking about Making Tax Digital, this is one of the lines that catches people out.
The template
Fill it in, then print or save as PDF
Type straight into the fields. Nothing is sent anywhere — it stays in your browser. Use your browser’s print dialogue and choose “Save as PDF” to keep a copy.
The PDF is blank and ready to fill in by hand. The spreadsheet totals each line and the invoice for you. Or type into the version below and print just that.
From
Your garage name
Address line 1
Town, postcode
VAT registration number
INVOICE
No. 0001
Date DD/MM/YYYY
Bill to
Customer name
Address
Vehicle
Registration
Make and model
Mileage
| Description | Qty | Unit price | VAT rate | Amount |
|---|---|---|---|---|
| Labour — describe the work | 1.5 | 60.00 | 20% | 90.00 |
| Parts — describe the part | 1 | 48.20 | 20% | 48.20 |
| MOT test fee | 1 | 54.85 | Outside scope | 54.85 |
- Subtotal excl. VAT
- 138.20
- VAT at 20%
- 27.64
- Outside scope (MOT)
- 54.85
- Total due
- 220.69
Payment terms
Payment due on collection. We accept card, bank transfer and cash.
The figures above are a worked example, not a price list. Replace them with your own.
Frequently Asked Questions
Yes, and there is nothing to sign up for. Fill it in, print it or save it as a PDF, and close the tab. We would rather be the page that actually answered the question than the one that asked for your email first.
Print to PDF from your browser and you have a fixed copy you can email. If you want something you can re-open and edit each time, that is really what a spreadsheet is for — and it is the point at which most garages find a template has stopped being the right tool.
If you are VAT registered, yes. A full VAT invoice has to show the rate charged on each line, the total excluding VAT, the VAT amount and the total including VAT. The template above separates them for that reason. If you are not VAT registered you must not show a VAT figure at all.
On its own line. The statutory test fee is outside the scope of VAT when it is charged on at cost, so merging it into a VAT-rated labour line misstates the VAT. If you add a handling charge, that part is standard rated. Confirm your own treatment with your accountant.
When you are typing the same customer and vehicle details in for the third time, when invoice numbers start getting reused, or when you cannot answer “what did we charge them last time?” without opening a folder. That is a records problem rather than a document problem, and a template cannot fix it.
Or stop filling one in
The invoice is a by-product of the job
GarageSphere raises it from the work that was actually done — labour from published repair times, parts at what you paid, VAT applied by your settings, and the numbering handled for you.