Computer repairer invoice template

How do computer repairers usually invoice?

Computer repairers charge a fixed diagnostic fee, often credited against the repair, with parts supplied at a margin and labour by the hour, and take payment on collection or at the end of a home visit. Business customers with several machines are invoiced monthly on 14 day terms. Data recovery is quoted separately and usually on a no-recovery no-fee basis.

Computer repairers in this example are paid on receipt. Hourly rates run from £40 to £70.

What should a computer repairer put on an invoice?

Beyond the legal basics, computer repairers should:

• State the diagnostic fee and whether it is credited against the repair.
• List parts with the make, model and capacity so the customer knows what was fitted.
• Record the machine's make, model and serial number on the invoice.
• Note any data backup disclaimer the customer agreed before the work.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do computer repairers charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, digital and IT services are standard rated at 20% for UK clients; services to business clients outside the UK are generally outside the scope of UK VAT, so note that on the invoice and charge none.

On the Flat Rate Scheme the sector for computer repairers is usually “Computer repair services” at 10.5% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.