Streamline Your Automotive Repair Invoice for Enterprises

Automotive repair invoice for enterprises

today we are going to take a look at repair order forms these are forms generally used by auto repair technicians and they are carbonless form or they are also called carbon copy forms where each sheet is separated by a carbonated sheet of paper and because they are generally three to four parts it's probably best to use the carbon sheets so that when you write on the first copy it is still legible on the last copy and a lot of times when you use a carbonless format where there are no carbon sheets in between separating each page it is not very legible on the last copy so that's an option that's something to think about when you're ordering forms that has more than two or three copies okay so repair order forms are generally prepared internally maybe in the mechanics office with all the details of the job and the form is given to the mechanic and when he com he or she completes the job then one of the copies are presented to the customer as an invoice i'm going to show you of different types of repair orders this particular example is eight and a half by eight and a half it is a very popular format used by auto mechanics because of the details that it captures when doing repair jobs first thing i want to mention is that the forms are consecutively numbered and this is an option you don't have to have them numbered but it's probably a good idea to have them numbered because it's a way of tracking each form to the left of that is where you would write the contact information of the customer and on this side of the form is where you it's personalized with the auto shop's company name the address and the rest of their contact information and you could even add a logo as a form of additional form of personalization to this form or you could even add your logo to this form here you would write the year the make and the model of the vehicle that you're working on and the serial number and this format also has a checklist for lube oil change oil filter tune up transmission and whatever else repair jobs you have going on on the left is where you lift the list the parts and the description the quantity the amount and you put the total the grand total on the right is where you summarize the total labor total parts accessories gas oil grease the sublet repairs is where you probably use a specialist maybe an auto electrician to do you know to help to repair a specific section of the vehicle and you have to pay them separately so you put that amount here waste disposal the taxes and the grand total so this is a very uh popular format and because of the because of what it captures it can be used in many different uh work related to different type of cars or trucks or even heavy equipment um let's take a look at another uh format this is a larger format for our order repair order it's eight and a half by eleven and it has a lot more room for you to list the parts and the description related to the repair job and on the the right hand side is where you have the services request requested or description of the work and you know it generally captures the same information that you use on most of these repair order forms is the difference is that the way it's laid out and it's probably have more specific terms and conditions um these things are important when it comes on to legal matters and just to make sure that the repair shop and the client or the customer is on the same page understanding exactly what needs to be done and what is covered and what's not covered by probably uh the auto shop and another thing that makes this form unique it's it gives you an opportunity to to summarize the estimated costs before the job is completed because sometimes when a mechanic is working on a vehicle it's there are certain things that you don't anticipate until you start doing the work and so you probably would have to add additional cost as you go along and probably labor so this initial section will give you an initial estimate of the job and in here you can write the the estimated parts labor the total who is authorized by the date time and those things below that is where you'd have the revised or additional work and that is you know additional work you didn't anticipate in the first place over here you have a summary again of all the things that you did earlier labor parts total sublet gas all grease taxes the grand total i think this is a four part format and the last copy is made from a sturdy cardstock a manila cardstock paper where the mechanic can use you know in that environment um and it does it's not easily torn or destroyed this is another example of a large format on the left you can see we have hole punches where you can actually store these forms in a folder you can also make this form into a booklet so you have 50 sets in a book or even 25 sets in a book with a wraparound cover that separates the sheets when you are writing the repair orders it has a lot of space for you to list the description of the job and the items related to the parts and the amount charged it also has a section for the estimated cost an estimated total and over here you have a summary of all the labor the parts special repairs environmental charges this one is a little bit more unique because it also gives you a check list that invo includes wash polish flush you know um it makes writing these repair orders very efficient with these check boxes you don't have to write off this information you can just select which one relates to what job what section of the job you're doing and um it is also numbered this is an option you don't have to number it but you cannot always choose to number it starting from a number that's uh that's convenient for you and your your shop yes so and it's this is a three-part format and it is separated by carbon sheets this is not a carbon-less format it is actually separated by those carbon sheets and so when you write on the first copy you will see it's very legible on all the other sheets below it yes so that's it for this form let's take a look at another example this particular example is a let's see this particular example is an auto heating and air conditioning repair order it is very specific to other heating and air conditioning that's the hvac that's related to the vehicle let's take a look at the details of this particular format at the top you have a very detailed checklist and everything inside here is just related to auto air everything inside here is related to heat auto heating everything inside here is related to auto here and air conditioning actually it makes it very easy for you just to select the particular service that relates to the job that you're doing let's increase it a little bit so we can take a better look here you have accumulator and you have all the things related to that they have compressor compressor clutch all these things has to do with air conditioning for the vehicle and you can select the one that's related to the job and another thing about this form that's different you can write the vin number then this this section you can also write in the license number the other meter the customer order number and the motor number in this section you can see you can list the item or part description the quantity the price and the amount over here you write the description of the job at the bottom left you can see we have an inspection checklist and this makes saves you a lot of time basically yes no is it recovered recycled reclaimed on the right hand side here you see that we have a summary of the total charges total service total parts outside repair oil and gas inspection and the subtotal taxes and the grand total this is a very unique form uh very specific is very uh related to the auto air auto heating and air conditioning um i think we have time to look at one more one more format let's take a look at this last one here okay this is another popular service order form on the left hand side you have a long list where you can list description of the parts or the material used or the description of the job itself and the price and the the amounts but what makes it really unique at the bottom section you have a claim check and this is what it is perforated this can be given to the customer while they wait for the vehicle to be repaired and when it's done they can you can use the claim check to match with the the repair order itself to make sure that we you're dealing with the same the same car or truck or van or vehicle um i'm sorry let me get this back on here one other thing that we need to keep you know there are many many many form formats when it comes on to auto repair repair orders invoices this format is more a horizontal sheet it's eight and a half by eleven it also has a manila card stock for the last copy and um this is a very popular format so it can be placed in a folder it has the hole punches to the left also keep in mind that any of these forms can be customized to include your unique design because as you can imagine some photoshops might have specific services that are not on these pre-printed formats and so their form forms has to be customized to fit their shop needs or their their personal needs and the personalization options it could be the colors you know it could be the logo that's in color it could be the design the whole design is just different because that you know if you remember some of these forms some of them have the weak identification number you can actually write the vin number on there some of them have the checklist while some don't some even have a section for you to select the payment method that the customer used it could be cash check visa mastercard discover amex or other other forms have where you can select whether the service request is related to oil change muffler brakes ac tune-ups alignment uh shocks tires and other it also gives you the option for the engine size the you know cylinders is a drive it also gives you option for the transmission whether it's automatic or manual some forms will also give you an option for you to write on the back of the last copy it's almost like taking certain notes while the job is being recorded and this is generally used by the auto repair technician um as you can see this one has it says promissory note and you can actually make notes while you're doing the repair job or it could be a situation where you record on the back of it additional material or labor record and this the this information on the back of the forms is normally used for internal purposes for the for the auto repair shop it doesn't really relate to the customer you have the effective date the date promise this is the date that the customer will be able to pick up the vehicle you have called when ready is it a yes or no and you have the option to list uh two different phone numbers you have 14 lines that's a lot of space to write the description of the service or the work on the vehicle on the extreme right you have a limited warranty the information related to the limited warranty and this is pre-printed so actually the whole form itself is pre-printed so normally the only thing that we add to personalize the form is where we imprint your company name the address and your contact information uh that's the phone number and maybe website and email address and to the left or you are centered to the left or at the top we can add your logo we also have this section that has a small terms and conditions a lot of times when customers decide to customize these forms is because they have a unique terms and conditions that has to be added and in that case we have to recreate the form to include their specific term and conditions yeah but as you can see this is a very detailed format you know it has a lot of information on here that's already pre-printed to make your job more easier in terms of preparing and a work order or an invoice when you're doing a a job for a customer and as you can see has a lot of checklists um you have a lot of areas for you just to write in the form itself guides you through the whole process of preparing it in terms of where where you would write the information so i would say this form is very efficient in a sense and the last copy is that manila hard card stock paper that the mechanic would use in the shop it's more conducive to that environment so we print on uh manila cardstock that is very hard and that's why one of the reasons why we also use the carbon sheets to make sure that when we write on this top copy it prints through to the last manila card stock so the so the mechanic can read the information that's that's on there and yes so there we have it the last thing that i would like to mention is that all of these examples that we have looked at today are all manual formats meaning that they have to be written up by hand they are not the digital format that you would uh prepare on a computer or with a software but these forms are very very useful because there are many situations where you would still have to use these manual formats and you don't want to uh put off a job because your system is down and you cannot prepare an invoice or a work order so it forms as a backup system and many uh mechanics or many auto repair shops use these formats all the time probably more cost effective in some sense also as far as the customization is concerned digital system it's probably very difficult to customize it if you change a location or if you have a different system that you want to use in terms of your design or your branding it might be easier just to customize our manual format and the customization takes so many different forms and shape the manual format might be a better option to use compared to that digital form i'll leave a link in the description below for you to learn more about these forms and if you have any questions uh just drop a comment below and i'll definitely try to answer them i appreciate you checking out 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