Free Appliance Repair Invoice Generator

No app, and no account for your first two documents — build them, print them, send them, nothing to sign up for. An estimate counts the same as an invoice. Once you've used those two, unlimited documents are $8.99/month and that's when you'd create an account. Without an account, nothing you type into a document is sent to us.

Tap “Send as PDF” and your phone's own share sheet opens with the finished invoice attached — pick Messages, Mail, WhatsApp, whatever you use, and the customer is already in your contacts, so there's nothing to type. “Send via SMS” sends it as a picture instead, which previews right inside the message thread. Either way the amount due, your payment instructions and your payment link travel in the message, and the file is built on your phone — it never passes through us.

Put your payment link or handle in “Get paid online” and every invoice gets a scan-to-pay code: your customer points their phone camera at it and their payment app opens, already pointed at you. Three ways in, because customers read invoices in different places — scan the code off a printed copy, tap the code itself in the PDF (a phone can't photograph its own screen, so on a phone the tap is the one that works), or tap the link in the message you sent. The money moves directly between your customer and your own payment account — we are not a payment processor, we never touch it, and we never see whether you were paid.

Your company name and license number, the customer's name and service address, itemized work (for example: Washer drum bearing replacement — parts & labor), tax if it applies, any deposit already received, and your warranty terms. Beyond that, appliance repair invoices carry a few things the generic list misses: the appliance make, model and serial number and the part number you replaced — without the part number a warranty claim on that part cannot be made, and the invoice is the only place it gets written down. Add the symptom you found, the test you ran to prove the repair, and anything you saw failing that the customer declined. Say who supplied the part, because that decides who owns it when it fails.

The callback that costs you is the second fault on a machine you already fixed. You replace a washer drain pump, it drains clean on your test cycle, and three weeks later it stops again because debris was sitting in the sump or the control board was marginal the whole time. The customer remembers one thing, which is that you were there and it broke again.

So write the symptom you actually found, the part you replaced, and the cycle you ran to prove it worked before you left. Then write what you did not do. If you heard a tub bearing going or saw a door boot splitting and the customer declined it, that sentence belongs on the paperwork the day you stood in the laundry room, not in your memory when the phone rings. A declined repair in writing is not selling anything. It is the line that ends the argument.

The other one is the machine that was never the problem. A dryer that will not dry with a packed vent run, a dishwasher that will not clean on a house with no hot water at the sink, a fridge in a garage that swings forty degrees a day. Name the condition on the invoice and name what fixing it would take, because the appliance will keep behaving the way its installation makes it behave, and you will be the one who touched it last.

The trip you eat most often is the second one. Diagnosis Tuesday, part fitted Friday, and only the install ends up written down even though you drove out twice.

The second appliance goes the same way. You are there for the dryer, they ask you to look at the ice maker while you have your boots off, and half an hour disappears. Haul-away is another, especially a refrigerator or a freezer, where recovery and tagging the unit are work and not just lifting. So is pulling a wall oven out of its cabinet and setting it back in square.

Bill the fill hoses, the four-prong cord, the vent clamp and the anti-tip bracket you took off the van. Bill the time on hold with a manufacturer opening a warranty claim and ordering the part, because that half hour is yours and nobody else is paying for it. Bill the vent run you cleared while you were behind the dryer, the leveling and the door reversal on a delivery somebody else made, and the pull-and-reset of a built-in that will not clear a new floor.

Photograph the data plate before you touch anything, because it hides behind the crisper, under the lid or on the door jamb, and you do not want to move the machine again to read it. Photograph the failed part off the machine with its number showing, next to the new one.

On a laundry job photograph the vent run and whatever came out of it. On anything that holds water, photograph the floor and the cabinet base before you slide the unit out, because a swollen toe kick and a stained subfloor are what somebody later calls your damage. Get the flooring and the cabinet opening in frame on a built-in for the same reason.

Keep your recovery record on any sealed system you opened, and keep the error codes the machine reported along with the readings you took — resistance across an element, the amp draw on a compressor, the temperature after a pull-down. A year on, the question comes from an insurer after a flood or a dryer fire, or from a landlord who wants to know whether that unit was repaired or replaced and on what date.

Start with a different question: is the job taxable at all? In most states, work that improves real property — a new install, a remodel, an addition — makes you the end user of the materials. You paid sales tax at the supply house and you don't add tax to the customer's invoice. Repairs and maintenance are taxable far more often, and some states treat residential and commercial work differently. If tax does apply, the rate is the one at the job's service address: only a handful of states are a single statewide rate, and everywhere else counties and cities add on top of the state share. Tap “Sales tax — is this taxable, and what’s the rate here?” under the tax field, pick your state, and we'll show you the state rate and link you straight to your revenue department's own guidance. And there's no federal sales tax — your federal tax is income and self-employment tax, which you settle with the IRS, not something you collect from a customer. When no tax applies, leave the rate at 0.