A Parts and Labor Invoice Template is a useful tool for Service Entities seeking payment for work done requiring supplies or goods that will be billed to the Client. A basic format allowing for all the necessary facts to be presented in detail will aid in producing a standard document that can be issued to a Client as a formal payment request. Standardizing this facet of billing Customers will reduce the chance of an error in presentation occurring since the Preparer will only need to concentrate on furnishing the content requested by this paperwork’s sections. As a template, this can be used reliably multiple times and can be tailored to fit the individual needs of the Billing Department employing it.
How To Write In PDF Or Word
Download: Adobe PDF, Microsoft Word (.docx)
Step 1 – Save And Open The PDF Or Word Template To Bill Your Parts And Labor Clients
Download the “PDF” or “Word” template from this page to issue a bill for the parts and labor a Client requiring payment. Either version is available utilizing the buttons with these labels on display with the template’s preview or by choosing the version you intend to download from the “Download” links supplied above.
Step 2 – Identify The Entity Billing For Parts And Labor
Open the document you obtained with the software on your machine. The header of this invoice presents to distinct areas to identify the Invoice Sender to this paperwork’s Recipient. First, the “Company Name” of the Contractor, Sole Proprietor, or Business Entity that has provided the billable parts and labor must be placed in the first textbox in the upper left. 
Your Clientele will also expect the “Name” of the Payment Seeker’s Representative sending this paperwork. If this payment is requested directly by the Contractor or Sole Proprietor who provided the billable parts/labor and will field all further inquiries made by the Client, then his or her “Name” must be displayed on the first blank line. After the Business and its Representative have been clearly identified as this paperwork’s Sender, the mailing address where a response can be successfully delivered must be documented. A few empty lines will organize this material by requesting the “Street Address” and the “City, State, Country” lines be used to display the Sender’s address lines separately. The Business Entity, Contractor, or Sole Proprietor’s business “Zip Code” attached to the above address is requested to complete it. Furnish this to the next line down from the address you provided. Two more lines will enable additional options for the Client’s use should he or she wish to initiate contact with more immediate results then postal mail. Thus, enter the Invoice Sender’s official business line on the space attached to the word “Phone” then the corresponding “E-Mail” on the space that follows.
Step 3 – Display The Payment Seeker’s Reference Information
In order to formally bill the Client for the parts the job required, and the service hours provided, the material we present will need to be tied to a distinct reference number. The space attached to the text-label “Invoice #” is reserved for this material. 
After a specific reference number has been assigned to coordinate the information on this invoice, a clearly defined “Date” should be used to define when this document was formally developed.
Step 4 – Address The Client Paying For Parts And Labor
The Client this invoice shall target and obligate for the billable parts and labor is the next record that must be presented. The “Bill To” heading in the next section down expects this content to start with a submission of the Client’s “Name” line. 
Now, continue the billing section with the address where the Parts And Labor Client receives official mail (i.e. notices, bills, etc.). The spaces with the text-label “Street Address” through “Zip Code” should be employed to document this address.
Step 5 – List The Ordered Parts Requiring Payment
If, during the course of the job performed for the Client, parts needed to be obtained and provided then the Business Entity, Sole Proprietor, or Contractor can bill the Client. Generally, this should be discussed before the commencement of the job being billed. The “Parts” table in this invoice will enable this action once it is filled out. This table first requires that a “Description” of each billable part be listed on a separate row in the first column. 
The number of pieces or parts required should be paired with its report. Use the “Quantity” column to record this for presentation.
A record of how much one part or piece costs is requested regardless of how many were ordered. Place this “Unit Cost” in the third column. To reach the “Amount” owed for the part listed on each row you must multiply the price of one piece by how many were ordered or the “Unit Cost” by the “Quantity.” Once this calculation is successfully completed furnish the result in the final column on the same row being discussed. To let the Client, know exactly how much must be paid for all the “Parts” this job needed, add all the figures in the “Amount” column then report it in the “total Parts” box.
Step 6 – Document When The Billable Labor Was Provided
The “Labor” table displayed next contains a few columns reserving space for specific information. Here, document the date, times, and/or contract title concerning the work done. This report should reflect when or why the time spent on the Client job was necessary. Submit this record row by row. 
A column labeled “Hours” is the next one requiring attention in this table. This column requires a tally of the number of “Hours” corresponding to the time or reason you listed in the previous column. The “Hourly Rate” column expects the content you supply to be the dollar amount required for every one hour worked. This report on the billable “Labor” must continue by informing the Client exactly how much the Service Company is requesting for the time spent on this job. Thus, multiply the number of “Hours” that were worked by the “Hourly Rate” expected. This result must be produced in the “Amount” column. Finally, add all the “Labor” amounts to one sum in the “Total Labor” field at the end of the “Amount” column.
Step 7 – Summarize The Cost Of Parts And The Billable Labor
Turn your attention to the lower right area of this page beneath the tables’ final column. Three fields here will allow a clear report on the amounts the Parts And Labor Client must pay. first, this invoice will need the sum of the “Total Parts” field and “Total Labor” field reported in the “Subtotal” box. 
The field with the “Tax” label refers to the sales taxes that may need to be added to the parts ordered or the service tax applied to the labor required. If one or both of these taxes need to be added then document the full tax amount in the next field down (“Tax”). The final area of this concise table carries the bold word “Total” to the left of it. Add the parts and labor “Subtotal” and “Tax” amounts as the display in “Total.”
Step 8 – Solidify When The Payment Is Expected
The statement that follows these tables (starting with the language “Payment Is Due…”). The blank line included here requires that a number of “Days” be determined as a grace period then recorded as its presentation.
Step 9 – Continue Producing Content When It Is Appropriate
Oftentimes the Service Company, Contractor, Sole Proprietor, or Business Entity sending this may wish to continue documenting material for the Client’s review. If so, then seek the “Comments Or Special Instructions” area then use it as a staging area for this additional material. 
How To Write In Excel
Download; Microsoft Excel (.xlsx)
Step 1 – Save The Parts And Labor Invoice In An Excel Format
The Parts And Labor Invoice presented on this page by choosing the caption button with the “Excel” button or the link displayed above as “Microsoft Excel (.xlsx).”
Step 2 – Present The Service Entity Dispensing This Invoice
The Service Entity issuing this document with the intent to gain payment must show its information in the header area. This is a standard area where an Entity’s return address and contact information is often displayed. Cell A1 has been set to receive the Service Entity’s formal logo. 
Cell A2, populated with the bracketed phrase “Company Name,” must present the Service Entity’s complete business name. Delete cell A2’s contents then record the Service Entity’s “Company Name” The third cell of this column (cell A3) seeks the “Name” of the Service Company Employee handling this document. Produce this content accordingly. Next, the return address where a response to this invoice can be reliably received by the Service Entity. Cell A4 bears the “Street Address” label thus concerning itself with the first line of the Service Entity’s mailing address. The remaining items for this address are expected as “City, State,” and “Country” in cell A5 and its “Zip Code” in cell A6. The Sevice Entity’s “E-mail” address is called for underneath its postal address. Document this for the benefit of the Client in cell A7.
Finally, round out the Service Entity’s contact information by producing a reliable “Phone” number where this Party can be reached in cell A8.
Step 3 – Documentation Of This Paperwork’s Reference Is Needed
The Service Entity responsible for this paperwork must make certain the payment request it represents is properly documented with a distinct filing number. Cell F4 of this spreadsheet should have its current placeholder deleted then substituted with the determined invoice number for this document. An Invoice “Date” when the Service Entity drafts and issues this written request has been attached to the current day on your desktop calendar. This can be changed at-will however if you a different invoice date is appropriate.
Step 4 – Target The Parts And Labor Client For Payment
The Client being billed for the parts needed to complete the job and the labor performed by the Service Company must be called on to pay this invoice. This documentation will be handled by the section below the bold heading “Bill To.” Initiate this report by entering the Parts And Labor Client’s “Name” in cell A11. 
Attach the mailing or billing address where the Parts And Labor Client has indicated mail should be sent to this sheet with the three cells that follow. Cell A12, A13, then A14 will display this “Street Address” along with the Parts And Labor Client’s “City, State, Country,” and “Zip Code” once you enter these items just below the “Name.”
Step 5 – Discuss The Parts Necessary For This Job
The “Materials” table beginning on row 17 is the next subject concerning this spreadsheet. Here, a basic report on the items the Service Entity is obligated to purchase is necessary. List each physical item requiring payment on a row in column A of this table (headed with the word “Description”). Begin this list with cell A17 then work your way down. 
The “Quantity” of the items requiring purchase must also be recorded. Column F will accept the number of items ordered for each row containing a report. This table will only need one more piece of information. Each item requiring payment must have the cost of one unit or piece entered on the same row. Column G, “Unit Price,” shall accept the price of one item ordered. Your entry will complete this table’s “Amount” column as well as the final summary table for this invoice.
Step 6 – Report The Labor Hours That Require Compensation
The second table of this spreadsheet carries the “Labor” title. Column A of this section of the spreadsheet expects a report on how the time being billed is determined or why it must be paid for. Thus, beginning with cell A26 document each work shift or contract title/agreement title defining when the discussed time was spent working for the Parts And Labor Client. The period of time that defines each of the shifts or contracted “Hours” required by the Parts And Labor Entity should be documented in column G. This time period is set to accept a number of “Hours” for each row, however, you may use any period you wish so long as you are consistent throughout this table. The “Hourly Rate” requires the pay the Parts And Labor Company expects to receive for every one hour of work. If you are measuring the time worked by another method, make sure to record the amount to be paid for the minimum unit of work time being measured. This column and the previous one will work together to complete this table.
Step 7 – Complete The Subtotal Table To Request Full Payment
One more value must be accounted for. Notice the “Subtotal” and “Total” fields in the third table have automatically summed the “Total Material” and “Total Labor” amounts that must be paid for. The “Tax” field, in cell H34, however, remains empty. Calculate the sales tax owed (if any) in the Service Entity’s locality for the materials that must be purchased and the service tax that may apply to the provided labor then add these two values together. Cell H34 expects this value entered. If the Service Entity does not need to collect any taxes, then you may leave this field empty or record “0.00” as its contents. 
Step 8 – Inform The Parts And Labor Client Of The Payment Deadline
Cell A35 seeks a definitive amount of time documented as a safety net for this payment. That is, replace the bracketed area after the terminology “Payment Is Due” with the number of “Days” this invoice is given to remain unpaid without being deemed late. Hint: The invoice “Date” should be considered the first of these “Days.”
Step 9 – Additional Parts And Labor Dialogues May Be Engaged At Will
If the Service Entity intends to include material covering additional topics, then locate cell A36 so that all such content may be displayed after the words “Comments Or Special Instructions.” 
