Appliance Repair Invoice Template — Free Download (2026)

Your business name, technician name, and service license if applicable

Your business name, the technician who performed the repair (important for multi-tech shops), phone, email, and business address or service area. Some states or municipalities require appliance repair technicians to be licensed or registered — if yours does, include that license/registration number. For refrigerant-handling work (refrigerators, window ACs, mini-splits), the EPA Section 608 certification is legally required and should be noted on any invoice involving refrigerant recovery or recharge: 'Refrigerant work performed by EPA 608 certified technician.'

Appliance make, model, serial number, and customer address

For every job, document: appliance brand and type (e.g., 'LG front-load washing machine'), model number (e.g., 'WM4000HWA'), serial number (found on the rating plate, usually inside the door or on the back), and the service address. Model and serial number are critical because they: identify the exact unit for warranty lookups, allow parts sourcing by specific unit variant, and create a complete service history if the customer calls back with a related issue months later. Without these, every return call starts from scratch.

Diagnostic fee — itemized and noted if waived

A service call / diagnostic fee ($65–$125 depending on market) should appear as its own line item. If waived upon repair completion, show it as '$0 — waived upon repair.' If charged when the customer declines the repair after diagnosis, it remains as a billable line. This prevents the 'I didn't know there was a charge just to look at it' dispute. Many appliance repair companies offer a 'diagnostic included in repair cost' model — if so, still show the diagnostic fee and note 'included in repair labor' rather than simply omitting it.

Parts with manufacturer, part number, and OEM vs. aftermarket

Every part replaced must be documented: manufacturer, part name, part number, and whether it's OEM (original equipment manufacturer) or aftermarket. 'LG drain pump motor — Part #4681EA2001T (OEM): $68.00' is complete. 'Pump motor: $68' is not. Part number documentation: (1) creates a warranty trail (manufacturer warranties on OEM parts are enforceable when you have the part number), (2) allows the customer to look up the part if they have questions, (3) protects you if a customer later claims you installed a used or counterfeit part. For aftermarket parts, note them explicitly — some customers prefer OEM and will ask.

Labor rate, time estimate, and flat-rate by job type

Appliance repair labor is typically billed one of two ways: hourly (e.g., $85–$110/hr) or flat-rate by job type (e.g., 'washer bearing replacement: $150 labor'). Flat-rate is cleaner for common repairs where the time is predictable; hourly is better for diagnostic-heavy jobs or unusual failures. Whatever your method, document it: 'Bearing replacement labor — flat rate: $150' or 'Repair labor — 1.5 hrs × $95/hr: $142.50.' Customers who see an hourly charge want to know how many hours were billed. Customers who see a flat rate want to know what it includes. Either way, transparency reduces disputes.

Warranty terms on parts and labor — with expiration date

Every invoice should state the warranty: 'Parts warranty: 90 days (manufacturer warranty may extend beyond this period — see part documentation). Labor warranty: 90 days.' For major repairs (compressor replacement, transmission replacement), consider 1-year labor warranty as a differentiator. Include the expiration date explicitly: 'Warranty expires September 13, 2026.' A specific date is enforceable and prevents the customer who calls 6 months later insisting the repair should still be under warranty. If certain failures are excluded (e.g., secondary damage from a power surge that caused the original failure), note those exclusions too.