Auto Repair Work Order Template (US)
Updated on August 9, 2026
A work order is not an invoice. An invoice bills a customer for repair work already completed; a work order is created before and during the repair — it records the customer's reported problem, the shop's diagnosis, an itemized parts-and-labor estimate, and the customer's authorization to proceed, often with a dollar ceiling the shop must not exceed without checking back first.
This template is built around that authorization step, which several states regulate directly. California's Bureau of Automotive Repair, for example, requires a written estimate and specific customer authorization — in writing, orally, or electronically, each with its own record-keeping requirement — before any work begins or any charge accrues. This document gives a shop a clean way to capture that authorization alongside the estimate, rather than starting work on a verbal go-ahead with nothing written down.
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Auto Repair Work Order
- Work order number:
- Date:
1. Shop and customer
- Shop:
- , ,
- Customer:
- , ,
2. Vehicle description
- Make:
- Model:
- Year:
- VIN:
- Mileage:
- License plate:
3. Reported problem and diagnosis
- Customer-reported problem:
- Technician diagnostic notes:
4. Estimate
Itemized parts and labor:
- Estimated total:
- Not-to-exceed amount:
5. Authorization to proceed
No chargeable work will begin, and no charges will accrue, before authorization is given. Authorization method: . Authorized by on , contacted at where applicable. If diagnostic work reveals additional necessary repairs that would cause the total to exceed the not-to-exceed amount above, the shop will obtain a new authorization before proceeding.
6. Completion and storage
Estimated completion date: . Storage fee policy for vehicles not collected after notice that repairs are complete:
Customer
Date:
Shop representative
Date:
Separate the estimate from the invoice
The estimate on a work order is a proposed price before work starts; the invoice bills for the work actually performed, which can differ from the estimate if the diagnosis changes once the vehicle is on the lift. Keeping these as two distinct documents — rather than one form doing both jobs — makes it clear to the customer which number they approved and which number they're now being asked to pay.
Once repair work is complete, use a dedicated invoice for the bill itself; this template is scoped to the estimate-and-authorization stage, not to itemized billing.
Get authorization before the meter starts running
The core legal risk a work order manages is doing chargeable work the customer never agreed to. Requiring an explicit authorization — and recording how it was given, by whom, and when — protects the shop if a customer later disputes a charge, and protects the customer from being billed for work they didn't approve.
A not-to-exceed amount is a practical middle ground: it lets a technician begin agreed diagnostic and repair work immediately, while requiring a fresh authorization if the true cost turns out to be materially higher than estimated.
Disclose non-OEM and used parts
Many repairs use aftermarket, reconditioned, or used parts rather than original-equipment-manufacturer (OEM) parts, which is often legitimate and cost-saving — but a customer who expected OEM parts and wasn't told otherwise has a real complaint. This template makes the parts-sourcing disclosure an explicit, visible line item rather than something buried in a parts-list abbreviation the customer has no reason to understand.
Record diagnostic findings, not just the customer's complaint
"Check engine light on" is what the customer reports; "P0420 catalytic converter efficiency below threshold" is what the technician actually found. Recording both separately protects the shop if the diagnosis changes and gives the customer a real paper trail of what was actually wrong with their vehicle, which matters if the same issue recurs or if the vehicle is later sold.
Set expectations for storage and pickup
A vehicle left uncollected after repair is a real operational problem for a shop, and most jurisdictions allow reasonable storage fees once a customer is notified the vehicle is ready and given a reasonable period to collect it. Stating this upfront, rather than surprising the customer with a storage bill weeks later, avoids a predictable source of disputes.
Section-by-section guide
- Shop and customer details
- Identifies the repair shop and the customer authorizing the work.
- Vehicle description
- Records make, model, year, VIN, mileage and license plate for the vehicle being serviced.
- Reported problem and diagnosis
- Separates what the customer reported from what the technician actually found.
- Itemized estimate
- Lists parts and labor with a total estimated price before work begins.
- Authorization to proceed
- Records how, by whom and when authorization was given, plus a not-to-exceed ceiling.
- Parts disclosure
- States whether aftermarket, reconditioned or used parts will be used.
- Completion and storage
- Sets an estimated completion date and the shop's storage-fee policy for uncollected vehicles.
US compliance checklist
Several states regulate the estimate-and-authorization step directly; check the specific rule in your state before finalizing shop policy.
Provide a written estimate before starting chargeable work
California's Bureau of Automotive Repair requires dealers to give customers a written estimated price for parts and labor before work begins.
California Bureau of Automotive Repair — Maintenance and repairsDocument how authorization was given
Authorization to proceed may be written, oral or electronic, but the shop should record the date, time and who gave it — and the phone number or email used for oral or electronic authorization.
California BAR — 'Write It Right' authorization guidanceGet fresh authorization before exceeding the estimate
If diagnostic work reveals additional necessary repairs beyond the not-to-exceed amount, get the customer's authorization for the additional cost before proceeding.
Disclose non-OEM or used parts
State consumer-protection rules on repair disclosures vary; disclosing aftermarket, reconditioned or used parts in writing protects the shop regardless of the specific state requirement.
Set a clear storage-fee policy
Notify the customer when the vehicle is ready and state any storage fee that applies after a reasonable collection period, consistent with state garage-lien and storage-fee rules.
How to complete a work order
- Record vehicle and customer details. Add the vehicle description and the customer's contact information.
- Log the problem and diagnosis. Record what the customer reported and what the technician found.
- Build the estimate. List parts and labor with an itemized estimated total.
- Get authorization. Record how and when the customer authorized the work, and set a not-to-exceed ceiling.
- Disclose parts sourcing. State whether OEM, aftermarket, reconditioned or used parts will be used.
Frequently asked questions
What's the difference between a work order and an invoice?
A work order is created before and during the repair — it captures the estimate and the customer's authorization to proceed. An invoice bills for the work actually completed. Use a work order to start the job and a separate invoice to collect payment once it's finished.
Do I have to get written authorization, or is a phone call enough?
Rules vary by state, but authorization by phone or email is commonly acceptable as long as the shop documents who authorized the work, when, and how they were contacted. Written or e-signed authorization gives the clearest record.
What happens if the real repair cost turns out higher than the estimate?
If the additional cost would exceed the not-to-exceed amount the customer authorized, get their approval for the higher amount before doing the additional work, rather than billing for unauthorized charges.
Do I need to tell the customer if I'm using a used or aftermarket part?
It's good practice regardless of whether your state specifically requires it. Disclosing parts sourcing in writing avoids disputes and shows the customer exactly what they're paying for.
Can I charge a storage fee if the customer doesn't pick up the vehicle?
Many states allow a reasonable storage fee once the customer has been notified the vehicle is ready and given a reasonable period to collect it. State the policy on the work order upfront so it isn't a surprise.
Do I still need a work order for a quick, low-cost repair?
It's good practice regardless of job size — even a small job benefits from a written record of what was reported, what was authorized, and at what price, since disputes over small jobs are just as real as disputes over large ones.
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Disclaimer
This template and guide are for general information only. They are not legal or regulatory advice, and no attorney or state regulator has reviewed or approved them. Written-estimate, authorization and storage-fee rules for auto repair shops vary by state — confirm your state's specific requirements before relying on this document. Once repair work is complete, bill the customer with a separate invoice rather than this document.
