Free document template
A computer repair invoice with a clear diagnostic trail
Laptop and desktop repairs can involve diagnosis, replacement hardware and a handover conversation about work that remains. An invoice should distinguish the reported fault from the repair you actually performed. Use a device reference that identifies the machine without putting passwords, recovery keys or personal files on the bill.
Example document · illustrative amounts
Example: bench repair billing record
Reference: [Repair ticket and invoice number]
From
[Repair business name, address and contact]
To
[Customer billing details; device make, model and service tag reference]
| Description | Quantity / unit | Rate | Amount |
|---|---|---|---|
| Bench diagnosis of reported startup failure; findings recorded on repair ticket | 1 diagnostic assessment | $45.00 | $45.00 |
| Install client-approved replacement solid-state drive and verify startup | 1.5 labor hours | $60.00 | $90.00 |
| Replacement solid-state drive: list manufacturer, capacity and part reference | 1 drive | $74.00 | $74.00 |
Total (USD): $209.00
Example: this is a fictional repair and the amounts are illustrative, not recommended repair charges.
[Reference the authorization for parts and labor; identify any diagnostic charge credited.]
[List completed checks, unresolved faults and accessories returned.]
[Record whether the original drive was returned or handled under a separate written instruction.]
[Add service dates, applicable tax and agreed payment terms; omit passwords and file contents.]
How to use the template.
- Match the invoice to the intake ticket and the correct device before entering repair details.
- Describe diagnosis, repair labor and supplied parts separately so the customer can follow the work.
- Check for an approved diagnostic credit and avoid charging twice for the same work.
- Record testing and handover limitations accurately, then replace all example figures and reconcile prior payment.
Useful answers.
Can I include a customer password on the invoice?
Keep access credentials out of the invoice. Use your separate secure process for any temporary access information, and retain only what you actually need for the repair.
How should I describe a repair that did not resolve the fault?
Bill only according to the authorization and agreed diagnostic terms. Describe the assessment and findings honestly rather than labeling an unsuccessful attempt as a completed repair.
Where does a parts warranty belong?
Identify supplied parts and give the customer the applicable written warranty information separately. Do not imply that installing a part guarantees every fault on an older machine is resolved.
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