Equipment Repair Invoice Template

The Equipment Repair Invoice Template organizes the information your Clientele needs to review before submitting their payment. You will need to prepare this document with information that summarizes the best way to contact the entity you represent (or manage), the repair job itself, and lays out the costs necessary for a successful completion of the repair assignment. Naturally, you will want to make sure the records you are working with are up-to-date beforehand. Once this is verified,  filling out this form and dispensing it can be done in a speedy and efficient manner.

Salary & Hourly Wage ($/hr)

  • Salary: $38,300/yr (source: BLS)
  • Hourly Wage: $18.42/hr (source: BLS)

Your invoice has been sent successfully! We also sent a confirmation to your email address.


Bill To
Line Item

How to Write in PDF and Word

Download: Adobe PDF & Microsoft Word (.docx)

1- Secure The Template On This Site To Invoice Your Equipment Repair Customer

The paperwork you provide your Clients when you wish to bill them for an equipment repair job is available in one of three formats. For our purposes, download this billing template as an “Adobe PDF” or “MS Word” document using the buttons above to access the appropriate file.


2- The Equipment Repair Business Must Self-Identify

Now that you have obtained a copy of the bill correspondence you need to seek payment, take a moment to prepare it with your “Company Name.” Making sure this item is in a larger bolder font will draw the readers gaze to it quickly. This will help the Customer realize this document should be taken seriously as soon as they open it. Below the full and legal name of the Equipment Repair Company you displayed, document your own name as a point of contact for the Customer. The label “Name” will be followed by a blank space that will accept your first, middle, and last name. The “Street Address” used in your Equipment Repair Company’s legal business address will be the only item that should be entered on the line below your name. The rest of the Equipment Repair Company’s address should be continued on the next two blank lines accordingly.Your Equipment Repair Customer will (in most cases) prefer to use a phone or email to contact your company. The two labeled areas underneath the address (“Phone” and “E-Mail”) have been set aside to enable you to satisfy the Client’s preferences in such instances.


3- Document The Tracking Information For This Document

Your Equipment Repair Company in all likelihood has a billing process to keep track of this document. Thus, a unique area where the invoice # and invoice date can be submitted has been included for their clear presentation to the Client. Make sure you fill the labeled spaces in the shaded bar with this information where it is requested.


4- The Addressee Should Be Named With The Obligation To Pay This Invoice

A specific entity will need to be documented as the person or business who must pay for this invoice. Notice the template will have a “Bill To” area already developed for this purpose. Simply fill in the “Name,” “Street Address,” “City, State, Country,” and “Zip Code” lines with the Equipment Repair Customer’s information.


5- A Brief Summary Of The Repair Job Should Accompany The Payable Amounts Presentation

The summary of charges this invoice must present to the Equipment Repair Customer should be concise and leave no room for why the charges being billed to him or her are the amount they are. Therefore, two neatly organized tables (“Material” and “Service”) are currently displayed in the center of this page. At least one of these tables should be filled out with the information it accepts. The “Material” table is reserved strictly to account for physical parts the Client needs to purchase to have his or her equipment repaired or products that he or she purchased. For instance, the Client may have purchased an air condition unit from your company and needs it installed properly because he or she lives several stories up. Regardless of the exact nature of the piece of equipment or part of equipment the Client must pay for, it must be called out by name in the “Description” column of the “Material” table and you must record how many the Customer ordered, on the same row, in the next column.The “Unit Cost” of the ordered equipment or parts is a necessary piece of information that you must furnish to the third column (same row). You will need this value to multiply it with the ordered “Quantity” of the equipment part we are discussing. Use this as the total “Amount” (fourth column) owed for the Customer order being defined then total all of these products to the “Total Material” field.In addition to the parts order for the repair job you will need to discuss the time the Technician was needed on the Customer’s equipment as well as the money that must be paid for such time. This can also be accomplished in a straightforward manner, using the second table on this page. First, supply the Technician’s time sheet for this job. This must include the calendar dates when work was done. If your billing process is done by the project, then you may list the project number. The next two columns will both need values that you will then have to use to calculate how much the Equipment Repair Customer owes for the Technician’s time. The second column of this table (“Hours”) has been included so you have a definitive place to show the Customer how many hours were spent on his or her equipment while the next Column (“Hourly Rate”) will display to him or her how much must be paid for one hour of work on his or her equipment. Supply these figures using your records, multiply them as you work, then make sure the resulting product is submitted on the same row in the last column (“Amount”).  You must add all the values reported in “Amount” for your “Service” table then present this sum to your Equipment Repair Customer in the “Total Service” box.


6- Price Then Total The Payables Clearly For Your Client

We have arrived at the area where we will present the final calculations for this paperwork. The “Subtotal” field requests the sum of the “Total Material” and “Total Labor” boxes. Of course, only you can supply this information. You will also need to fill in the “Tax” money that you will charge the Equipment Repair Customer in the box below your “Subtotal” value then add these two boxes to the “Total” box under them. The statements at the end of the invoicing areas will each serve a purpose but only if you input information. The first statement gives the ability to impose a number of days as a time-limit to pay this invoice. The blank space in this statement will require this number of days to validate it. 

The last area presents two blank lines where information you believe would serve the Equipment Repair Customer should be placed.

How to Write in Excel

Download: Microsoft Excel (.xlsx)

1- Use The Formatted Invoice Sheet To Secure Payment For Equipment Repair Service

Retrieve the MS Excel workbook sheet with the button on this page and save it to your machine.


2- Name The Equipment Repair Entity Sending This Invoice

Your Equipment Repair Company logo will greatly increase the chances of this paperwork immediately being recognized as originating from your company. It can be imported directly to this file while you work on this sheet to cell A1.  It is only natural that your Equipment Repair Business’ complete name (on the books) accompany your logo. Cell A2 will give you an appropriate place to display the full name of the Equipment Repair Entity you run or represent. We will move down column A to cell A3 where your name is a required item. Finally, tend to cells A4 through A8 where the required items will consist of the full address, E-Mail Address, and Phone number of the Equipment Repair Company. 


3- Submit The Billable Party’s Exact Name And Complete Address To This Paperwork

Column A will have several more cells set up to accept a mailing or business address. We will focus on the “Bill To” to satisfy these cells with the Equipment Repair Customer’s identity and mailing address. Cell A11 will attach the Equipment Repair Customer’s identity to this document once you place his or her name in this field. Cell A12, A13, and A15 are placed in this area so that you may also attach the Client Address to this document. This serves as an additional measure to solidify who the Equipment Repair Customer is.


4- This Template Requires A Record Number For The Invoice Being Developed

In addition to identifying both parties, you will need to disclose the invoice number your Equipment Repair Company has determined should be used when referring to this document. This simple piece of information will give the Recipient of this paperwork some confidence that a system is in place to keep track of the books and promote a convenient level of communication should this invoice need to be cited in the future. Cell F4 (underneath the heading “Invoice #”) has been set aside for this presentation while cell H4 will present the current calendar date as the invoice date. Bear in mind, that you may use any calendar date for the invoice date by entering it in the field labeled “Date.”


5- Clearly Feature All The Billable Elements Of This Job

The spreadsheet program will be utilized to its fullest during this invoicing procedure. Therefore, a couple of formulas have been included in the two tables “Material” and “Service” for your convenience. Thus, if the repair job required any equipment parts to be purchased then you only need to list them (part by part) in the “Material” table making sure to list one part per row. List each such piece of equipment or part in column A of this table along with the “Quantity” needed (column G) and it’s “Unit Cost” in column G. This is all the information you need to input to this table since the “Amount” column will use a formula to calculate how much the Equipment Repair Customer must pay for the ordered part. Nearly every equipment repair job will need to charge the Customer for time the Technician spent repairing, or installing, the Customer’s equipment. The “Service” table will mark the section of this worksheet where we will detail the time being charged. Column A of this table, also labeled “Description,” has been reserved so you can itemize each shift the Technician worked by date or project number. The “Hours” worked by the Technician and the “Hourly Rate” that will be paid to him or her for this job can be submitted to this sheet using columns F and G respectively. You will not need to physically calculate the “Total Service” portion of this bill since the spreadsheet will do this for you. In addition to the above totals in these tables, the spreadsheet will attend to the figures required by the “Subtotal” table in column H. You, however, must supply the “Tax” required by the federal and local governments where your business is in cell H34. Cell H35 will add the previous two cells to give your Customer the “Total” amount payable for the equipment repair job.

Notice cell A35 directly to the left of the “Total” that was just presented. Substitute the number of days you will wait for this invoice to be paid for the bracketed symbol in this cell’s “Payment…” statement.Some Equipment Repair Customers will warrant some additional information be included. In such instances, use cell A36 as a place to include this information.