Mobile mechanic invoice template

How do mobile mechanics usually invoice?

Mobile mechanics invoice on the driveway when the job is done, with labour by the hour, parts at a margin over trade price and a call-out fee that covers travel, and take payment by card before leaving. The vehicle registration, mileage and the parts fitted go on the invoice because it becomes part of the car's service history. Small fleets and courier firms are invoiced monthly on 14 day terms.

Mobile mechanics in this example are paid on receipt. Hourly rates run from £45 to £75.

What should a mobile mechanic put on an invoice?

Beyond the legal basics, mobile mechanics should:

• Record the registration, make, model and mileage on every invoice; it is the service record.
• List parts with brand and part number, separate from labour.
• State the call-out fee and the radius it covers.
• Note the warranty on parts and labour, typically 12 months.

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 mobile mechanics charge VAT?

Vehicle repairs and parts are standard rated at 20% once you are VAT registered, which is compulsory above £90,000 turnover; parts sales push many mechanics over it. Below the threshold you charge no VAT on labour or parts. MOT test fees, if you arrange a test at a station, are outside the scope of VAT when passed on at cost.

On the Flat Rate Scheme the sector for mobile mechanics is usually “Repairing vehicles” at 8.5% 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.