Mechanic invoice template for South African garages
A mechanic's invoice in South Africa should show your business details, the customer and vehicle, itemised parts and labour, VAT if you are a registered vendor, the total in rand and how to pay. Garage Manager is South African invoicing software that builds this from the job card and adds a pay link, from R199 a month after a 30-day free trial.
Use the list below for your own template, or let the app produce the invoice from the job card.
Word and Excel
Re-typing parts and labour from a job card into a template invites mistakes and takes time.
Convert the finished job card to an invoice in one click, with parts and labour carried over.
Getting paid
A PDF emailed to a customer waits until they remember to do an EFT.
Send a link where the customer pays by card or Apple Pay, and chase overdue invoices automatically on Minimal and Max.
What a mechanic invoice should show
This is a practical checklist, not tax advice. If you are VAT-registered, check the SARS requirements for a tax invoice or ask your bookkeeper.
| Field | Why it is on the form |
|---|---|
| Your business name, address and contact details | The customer must know who billed them. |
| VAT number (only if you are a registered vendor) | A registered vendor’s tax invoice carries it. If you are not registered, do not charge VAT. |
| The word "Invoice" or "Tax invoice", a unique number and the date | One number per invoice keeps your books in order. |
| Customer name and vehicle registration | Ties the invoice to the car that was serviced. |
| Itemised parts with quantity and price | Customers dispute lump sums; line items prevent it. |
| Itemised labour with hours and rate | Shows what the workshop time was charged at. |
| Subtotal, VAT and total in rand | The figure the customer pays. |
| Payment details and due date | Bank details for EFT, or a pay link for card, and when payment is expected. |
Invoice from the job card
No second round of typing.
Pay link on every invoice
Card and Apple Pay, with EFT bank details shown too.
Your branding
Your logo and details on every quote and invoice.
Frequently asked questions
What must a mechanic invoice include in South Africa?+
Your business details, a unique invoice number and date, the customer, itemised parts and labour, the total in rand, and payment details. A VAT-registered vendor also shows its VAT number and the VAT amount. Check SARS rules or ask your bookkeeper for your case.
Do I charge VAT on a mechanic invoice?+
Only if your business is a registered VAT vendor. Garage Manager adds 15% VAT when VAT is switched on in settings and shows net prices when it is not.
Is there mechanic invoice software for South Africa?+
Yes. Garage Manager creates invoices from job cards, handles VAT, takes card payments through a pay link and exports to Sage Pastel.
Start free for 30 days. No card needed.
Start your free 30-day trialHow it works in practice
Step-by-step guides from the GarageManager help centre.
More from GarageManager