3 min tool

Free Garage Invoice PDF Generator

Create a simple branded invoice PDF for a customer without opening a spreadsheet.

Useful for

  • Creating a quick garage invoice PDF for a customer
  • Working out invoice totals before copying them into your own system
  • Testing how line items, VAT and vehicle details should appear on a workshop invoice

Example garage invoice PDF

Enter workshop details, customer details, vehicle registration, line items and VAT, then download a simple invoice PDF directly from the browser.

Invoice example

Line items

Labour + parts

VAT

Optional

Output

PDF download

Small garages often need to send a tidy invoice quickly without wrestling with a spreadsheet or rewriting the same details again.

Use this free invoice PDF generator for quick one-off invoices. It is intentionally simple: enter the workshop details, customer, vehicle registration, line items and VAT rate, then download the PDF.

Want invoices connected to jobs, stock and payments?

Mechanics Hub creates branded invoices from your workshop records, tracks stock usage, stores customer history and supports Stripe and Xero workflows.

Start free See garage invoice software

How to use the invoice generator

Add your workshop name, address and phone number, an invoice number, the customer's name and email, and the vehicle registration. Then add a line for each charge with a quantity and unit price, set the VAT rate and download the PDF.

The PDF is dated with today's date as the invoice date. The generator applies one VAT rate to every line, so put anything outside the scope of VAT, such as an MOT test fee, on a separate invoice with VAT set to 0.

What every UK invoice must include

GOV.UK lists what an invoice must show, whether or not you are VAT registered:

  • A unique identification number
  • Your business name, address and contact details
  • The customer's name and address
  • A clear description of what you are charging for
  • The date the goods or service were provided (the supply date)
  • The date of the invoice
  • The amounts being charged
  • VAT, if applicable
  • The total amount owed

Sole traders and limited companies

Sole traders must show their own name and any business name they use. If you trade under a business name, you also need an address where legal documents can be delivered to you.

Limited companies must use the full company name as it appears on the certificate of incorporation. If you list any directors on the invoice, you must list all of them.

The free generator has no separate boxes for the customer's address, the supply date or a VAT number. Add them in the notes box when you need them.

If your garage is VAT registered

A full VAT invoice needs more detail than an ordinary one. HMRC's VAT Notice 700/21 sets out the list, including your VAT registration number, the time of supply, the VAT rate on each item, the total excluding VAT and the total VAT charged.

For a sale of £250 or less including VAT, you can issue a simplified VAT invoice with fewer details. VAT invoices should normally be issued within 30 days of the date of supply.

MOT test fees and VAT

If you are an approved MOT test centre and charge no more than the maximum fee, HMRC treats the test fee as outside the scope of VAT, so no VAT is added. The maximum fee for a car is £54.85.

Repairs needed to pass the test are charged with VAT as normal. HMRC's VAT manual covers other cases, such as a garage that arranges a test elsewhere for the customer.

Worked example

A brake job with 1.5 hours of labour at £70 an hour (£105) and front pads at £39 gives a subtotal of £144. At 20% VAT that adds £28.80, for a total of £172.80. If you are not VAT registered, set the VAT rate to 0 and the total is £144.

DescriptionQtyUnit priceTotal
Labour: replace front brake pads1.5£70.00£105.00
Front brake pads1£39.00£39.00
Subtotal£144.00
VAT at 20%£28.80
Total£172.80

Frequently asked questions

Is this invoice PDF saved by Mechanics Hub?

No. This free public tool runs in your browser and downloads a PDF. It does not save customer or invoice data to Mechanics Hub.

Can garages charge VAT with this invoice generator?

Yes. Enter your VAT rate and the tool calculates subtotal, VAT and total. If you are not VAT registered, set the VAT rate to 0.

How is this different from Mechanics Hub invoicing?

The free tool is for one-off PDFs. Mechanics Hub invoicing connects invoices to clients, vehicles, job sheets, parts, stock, payments and Xero sync.

What must a garage invoice include in the UK?

A unique invoice number, your business name, address and contact details, the customer's name and address, a clear description of the work, the supply date, the invoice date, the amounts charged, VAT if applicable and the total owed. VAT-registered garages also need their VAT number and the extra VAT details HMRC lists.

Should VAT be added to an MOT fee?

Not if you are an approved MOT test centre charging no more than the maximum fee: HMRC treats the test fee as outside the scope of VAT. Repairs needed to pass are charged with VAT as normal. Because this generator applies one VAT rate to every line, invoice the MOT fee separately with VAT set to 0.

Sources