Appliance repair technicians diagnose and fix household and light commercial appliances such as washers, dryers, refrigerators, dishwashers, ovens, and ranges. Most are solo operators or small shops that bill for a diagnostic or service call fee, labor, and replacement parts. Invoices are usually issued on the spot at the end of the visit, so they need to be clear about what was found, what was replaced, and what is covered by warranty.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Most appliance repair businesses charge a service call (diagnostic) fee to cover travel and troubleshooting, then add labor and parts. Many apply the diagnostic fee toward the repair if the customer approves the work the same day. Labor is billed either hourly (often with a one-hour minimum) or as a flat rate per repair based on a standard price book. Parts are marked up from cost, commonly 20-50% on smaller parts and less on expensive ones like compressors, control boards, and motors. Sealed system work on refrigerators, gas appliance work, and commercial equipment usually carries higher rates. Many shops add a trip surcharge for distant addresses, and some charge more for same-day, evening, or weekend calls. Offering a labor warranty (commonly 30 to 90 days) and a longer parts warranty where the manufacturer allows is standard.
| Service | Priced | Typical range |
|---|---|---|
| Service call / diagnostic fee | flat fee per visit | $60-130 |
| Labor beyond diagnostic | per hour | $75-150 |
| Common repair labor (belt, igniter, door gasket, drain pump) | flat fee | $90-250 |
| Control board or motor replacement labor | flat fee | $125-300 |
| Refrigerator sealed system repair (labor only) | flat fee | $350-800 |
| Replacement parts | cost plus markup | $15-400 per part |
| Dishwasher or dryer installation | flat fee | $90-200 |
| After-hours or weekend surcharge | flat fee or percent | $40-100 or 25-50% |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Service call and diagnostic - front-load washer not draining | 1 visit | $89.00 | $89.00 |
| Drain pump assembly (OEM) | 1 each | $78.00 | $78.00 |
| Replace drain pump and clear clogged hose | 1 flat fee | $135.00 | $135.00 |
| Replace door boot clamp | 1 each | $18.00 | $18.00 |
| Diagnostic fee credit (repair approved same day) | 1 credit | -$89.00 | -$89.00 |
| Total | $231.00 | ||
Notes: Work performed on 6/12. 90-day warranty on labor and 1-year warranty on the replaced part, excluding damage from misuse or foreign objects. Payment due at time of service. Cards, checks, and cash accepted. Model and serial number: see description.
Identifies exactly what you serviced, supports parts warranty claims, and protects you if the same unit fails later.
A short description of the complaint and your diagnosis shows the customer what they paid for and backs you up in a dispute.
Customers and warranty providers often ask for part numbers, and it makes returns and warranty replacements easier.
Spelling out the coverage period and exclusions in writing heads off arguments when a problem returns.
Customers often assume the fee applies toward the repair. Showing the credit line, or its absence, avoids confusion.
Add-ons that were not on the quote should be listed separately so they are not mistaken for padding.
Some states or cities require appliance or contractor registration, and refrigerant work requires EPA certification. Check your local rules for what must appear on paperwork.
Most residential appliance repair is paid at the time of service, by card, check, or cash, and many technicians collect before leaving the home. Deposits are common when a part must be special ordered, often covering the part cost or 50% of the estimate, with the balance due on completion. For landlords, property managers, and commercial accounts, net 15 or net 30 terms are typical, with a PO number referenced on the invoice. A late fee of 1-1.5% per month on unpaid balances is common for account customers, but state it in writing before the work begins. For warranty work billed to a third party (home warranty companies or manufacturers), expect a longer payment cycle and keep their authorization number on every invoice.
Tell the customer before you start that the diagnostic fee applies toward the repair if they approve it that day. It encourages same-day approval and keeps the fee from becoming a complaint if they decline.
Quote the part and labor total after diagnosis and get a signature or written confirmation. Do this especially when the repair cost approaches the price of a replacement unit, which is often when customers push back on the bill.
If you order a $250 control board and the customer then cancels, you are stuck with the part. A deposit equal to the part cost protects you, and restocking terms should be on the quote.
A flat-rate book for common repairs makes pricing consistent, speeds up quoting at the door, and makes it easier to explain charges. Review it each year as parts costs change.
Home warranty companies set their own labor rates and often require authorization numbers and photos. Bill them per their rules and keep records, since disputes and denied claims are common.
Yes, in most places, as long as you disclosed the fee before you started. Tell the customer on the phone when booking and confirm it again at the door. Put the fee on the invoice even if they decline the repair.
Thirty to ninety days on labor is typical for independent technicians, and some offer six months or a year. Parts warranties often follow the manufacturer's terms, commonly 90 days to one year. Write the terms on every invoice.
Yes. List each part with its part number and price. Customers, landlords, and warranty companies expect it, and it reduces questions about what you replaced.
It depends on your state. Some states tax parts only, some tax labor and parts, and some tax neither for repairs. Check with your state revenue department or an accountant and show tax as its own line if it applies.
Start with a written invoice that shows the approved work and warranty terms, then follow up in writing. Signed approvals and photos of the finished work help. For larger unpaid balances, small claims court is a common next step, and rules vary by state.
Send a Appliance Repair estimate for approval, then turn it into an invoice when the work is done.
Appliance Repair estimate template