Oil Change Invoice Template

Downloads: 1,193

An Oil Change Invoice Template serves as a gathering place for all the information that Vehicle Owners and other Paying Clients expect when receiving this payment request. The primary function of any template will be to lighten the administrative load of the subject it focuses on by setting forth a reusable format. In this case, a basic structure enabling an efficient reporting system every time an Oil Change Client must be billed is the key feature that many offices enjoy. Once this paperwork is opened it can be filled out on-screen or by hand depending on which is more convenient and will require the same type of information regardless of the Customer. This can be a powerful tool since it will take the headache and possible errors of formatting a new document for each Customer during the invoicing process.  Once you’ve acquired this template you may customize it to further suit the needs of the Office using it.

How Much Does an Oil Change Cost?

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Bill To
Line Item


How To Write In PDF Or Word

Download; Adobe PDF, Microsoft Word (.docx)

Step 1 – The Oil Change Invoice On This Page Can Be Saved As A PDF Or Word Document

You can download either an “Adobe PDF” Oil Change Invoice or one in “Microsoft Word (.docx)” at your discretion. Decide which version best suits the software environment of the machine you are working on then select one of these template formats from the links above. There are also buttons presented underneath the template’s preview allowing access to this invoice in your preferred format.


Step 2 – Introduce The Mechanic Or Maintenance Technician Requiring This Payment

The text box starting this invoice will need the full “Company Name” of the Oil Change Company or Mechanic’s Shop sending this invoice. Record the “Name” of the Maintenance Employee or Mechanic seeking payment on the first line underneath the business name. The “Street Address” where the concerned Oil Change Company or Mechanic Shop receives its mail is a requested entry on the next blank line. Notice the remainder of the Oil Change Company or Mechanic Shop’s address is expected on the lines “City, State, Country,” and “Zip Code.”  Complete this header with the Oil Change Company or Mechanic Shop’s “Phone” number and “E-Mail” address using the next two blank lines. 


Step 3 – Distribute The Material Necessary To Categorize This Correspondence

The billing information here must be tied together in the Oil Change Company or Mechanic Shop’s records. The “Invoice #” assigned by this Company will suffice for this task. input it on the first empty line in the dividing bar. Next, use deliver the Oil Change Company’s Invoice “Date” for this request on the next blank line. 


Step 4 – Identify The Vehicle Owner Or Oil Change Client

The billing information needed to attach the Oil Change Customer as the Paying Client should be supplied in the “Bill To” section. Begin with the Vehicle Owner or Oil Change Customer’s “Name.” The mailing address for the Vehicle Owner or Oil Change Customer is also expected in this area. Begin with the Vehicle Owner or Paying Client’s “Street Address”, continue by filling in the “City, State, Country” line with the Vehicle Owner or Oil Change Customer’s information, and finish with the “Zip Code” line’s request for the current postal code. 


Step 5 – Use The Presented Table As A Billing Area

A billing table has been presented in this document so a definition of the oil change job being billed can be displayed. The “Description” field of this table is set to receive the date when the oil change was performed along with a list of the oil change and maintenance actions commissioned by the Vehicle Owner or Paying Client 


Step 6 – Document The Totals Applying To The Oil Change

The “Amount” expected for the oil change and other services now listed in “Description” must be documented in the right-hand column of this table.  Record the “Subtotal” amount for the oil change in all the boxes.
Many states will expect that a sales tax on the oil sold (and other items) be recorded in the “Tax/VAT” field.  The final requirement of the oil change table being completed will be to list its “Total.” This field must contain the oil change “Subtotal” plus applicable taxes as a dollar value sum. 


Step 7 – Record The Deadline For The Oil Change Payment

The statement after the invoice table expects a definitive number of “Days” produced on the blank line it presents (after the pound/hashtag symbol). If this length of time (starting with the invoice “Date”) expires and this bill remains unpaid, this bill will be considered delinquent and subject to further efforts as per this statement. 

Step 8 – Continue With Any Necessary Oil Change Comments

If the Oil Change Company or Mechanic Shop intends to deliver additional material through this paperwork, the labeled area “Comments Or Special Instructions” will accommodate this necessity by providing a couple of blank lines to display this content. 


How To Wite In Excel

Download; Microsoft Excel (.xlsx)

Step 1 – Open The Template On This Page To Bill Your Oil Change Customers Using A Spreadsheet

Download the Oil Change Invoice as a template in Excel. To access this file, locate the “Microsoft Excel (.xlsx)” link in this area of the site then select it. Alternatively, the “Excel” button paired with the preview will allow the same download to commence.


Step 2 – Identify The Oil Change Customer Or Mechanic Requesting Payment

Open this spreadsheet then select the image in cell A1. Change this image using your right-mouse button menu or delete it and replace it using the program’s menu ribbon. This image must be replaced with the Oil Change Business’ logo. 

Cell A2 will follow up on this logo by requesting your entry of the Oil Change Business’ “Company Name” The word “Name” in cell A3 must be removed then replaced with the Oil Change Business’ Customer Service Representative, Billing Technician, or Business Owner that intends to collect payment for the Company.  The mailing address monitored by the Oil Change Business is the next focus of column A. Notice the “Street Address” of the Oil Change Business is needed in cell A4 while the appropriate “City, State, Country,” and “Zip Code” of the Oil Change Business is requested in cells A5 and A6 respectively. Record the Oil Change Business’ “E-Mail” in cell A7 where an alternate means of written contact may be received by this entity.  The “Phone” number maintained by the Oil Change Business is the next requirement. Place it in cell A8. 


Step 3 – Categorize The Payment Request By Reference Number And Date

The paperwork being developed requires a distinct means to be identified by the Oil Change Business such as a filing or reference number. This task is assigned to cell F4, referred to as “Invoice #.” Furnish this number as requested to the contents of cell F4.  Notice the desktop calendar date of your computer is currently on display in cell H4. This will serve as a formal declaration of precisely when the first day this request for payment is made on the Oil Chang Customer. If the Oil Change Business wishes another calendar day displayed in cell H4, then you may delete the current one to replace it. 


Step 4 – Attach The Oil Change Customer Or Vehicle Owner Responsible For Payment

The field “Name” in cell A11 must be addressed. Record the Oil Customer or Vehicle Owner’s full “Name” in this cell as the entity responsible for payment. 

Cell A12, the “Street Address” field, expects the first line in the Oil Change Customer’s billing address. This report should be continued with the next two cells down this column (A13 and A14) 


Step 5 – Describe The Oil Change Provided

The oil change performed on the vehicle should be documented by “Date” and the amount of oil required. Produce this “Description” of the oil change in cell A17. 


Step 6 – Price This Job For The Oil Change Customer

Cell H17 is the next field you must tend with content. Report the price of the oil change before applying any required taxes.  Confirm the base oil change cost in cell H18 as the “Subtotal” by directly inputting this value. The taxes applied to the oil being purchased or the maintenance provided should be recorded as a dollar value in the cell attached to the “Tax/VAT” label (cell H19). The previous two values you recorded (“Subtotal” and “Tax/VAT”) should be added to one another then provided in cell H20. 


Step 7 – Declare The Oil Change Payment Deadline

The field displaying the “Payment Is Due…” statement (cell A21) sets its language to let the Customer know when this bill would be considered late if unpaid. Using the Invoice “Date” as a springboard, record the number of “Days” before this happens by replacing the number sign (or hashtag symbol) displayed with this number. 


Step 8 – Provide Comments And Other Dialogues To This Invoice As Needed

Cell A22 has been set to continue the Oil Change Business’ “Comments Or Special Instructions.” The space available after this label is a free-form area where you may name attached files, give payment instructions, or insert coupon images. If no additional items are needed for this paperwork however, you may leave this cell blank. 

Downloads: 1,193