Step by Step: Completing an Auto Body Invoice
1. Observe damages and give a quote
To keep things on the level, mechanics should always provide customers with clear and specific quotes before initiating work. Ideally, a quote is a written plan-of-action for repair and complete estimate of the costs for all parts and labor.
A quote does not have to be set in stone. It represents a mechanic’s “best guess” for the scope of repair work, but it can include a clause for revision once work has begun.
2. Begin work and update progress with client
Mechanics should not assume that the initial authorization from a client represents a blank check to address new issues that might be revealed over the course of the job. Though it’s always a good idea to provide updates while work is underway – even if there are no changes to report – new repairs should also be cleared with the client.
3. Detail all information in the invoice
Like the written quote, the invoice should be a specific accounting of all work that has been done. Labor and parts costs for each component of the job should be listed in an itemized fashion.
4. Collect payment and return vehicle with invoice
Repair shops set different policies on payment. In some cases, a customer is required to pay in part or full before retrieving a vehicle. If the shop does not require complete payment when the work is completed, then the auto body invoice should specify terms for payment – including both a due date and penalty for lateness.
What happens if a client fails to pay for damages after fixing their vehicle?
Delinquent customers can put mechanics in a bind. If the car is on the premises and appropriate policies are in place, the mechanic may hold the vehicle until the balance is satisfied (this is generally accomplished with a mechanic’s lien). But if the client has already retrieved the car and failed to pay by the due date, it might be necessary to begin collections or file a case in small claims court.