Question 1

What is bike repair called?

Accepted Answer

Bike repair is commonly called bicycle mechanics, bike servicing, or bicycle maintenance. Professionals who repair bikes are called bicycle mechanics, bike technicians, or bike wrenches. The term "wrenching" is also popular in the cycling community. Shops offer services ranging from basic tune-ups to comprehensive overhauls and custom builds.

Question 2

Is the bicycle shop invoice template really free?

Accepted Answer

Yes, 100% free to download in Excel, PDF, and Word formats. No email required, no credit card needed, no hidden fees. Download as many times as you need. The bike repair invoice template includes all fields for parts tracking, labor, and bike details.

Question 3

What should I include on a bicycle shop invoice?

Accepted Answer

Every bike shop invoice should include: your shop name, address, phone, and website; customer name and contact information; bike details (brand, model, serial number, type, frame size); invoice number and date; itemized list of services performed; parts used with part numbers and descriptions; labor hours and rates; subtotal before tax; applicable sales tax; total amount due; payment terms; warranty information; and customer authorization signature for major repairs.

Question 4

How should I price bicycle repair services?

Accepted Answer

Most bike shops charge hourly rates ($50-100/hour depending on market) or flat-rate service packages. Common pricing: Basic tune-up $75-100, comprehensive tune-up $125-200, flat tire repair $10-20, brake adjustment $15-30, full brake service $40-80. E-bike services typically cost 15-25% more due to complexity. Research local competitors and factor in your overhead, expertise, and desired profit margin.

Question 5

Should I charge for diagnostic time on bike repairs?

Accepted Answer

Yes, diagnostic work takes expertise and time. Most shops charge $25-50 for diagnostics and troubleshooting. Some shops waive the diagnostic fee if the customer approves repairs, but always charge it initially. Make your diagnostic policy clear when customers drop off bikes.

Question 6

How do I handle parts markup in my bike shop?

Accepted Answer

Industry standard parts markup ranges from 30-50% over wholesale cost, depending on the part and market. You can show retail price (cost plus markup) or show cost and markup separately. Either approach works as long as pricing is competitive. Remember you provide value beyond the part: expertise, warranty, installation, and convenience.

Question 7

What warranty should I offer on bicycle repairs?

Accepted Answer

Most reputable bike shops offer 30-90 days warranty on labor. Parts warranties vary: some parts have manufacturer lifetime warranties, others 1-2 years. Clearly state on invoices what is and isn't covered. Exclude wear items (brake pads, tires, chains), customer abuse, crashes, and normal wear. Always honor legitimate warranty claims to build reputation.

Question 8

Do I need to charge sales tax on bike repairs and parts?

Accepted Answer

Tax requirements vary by state and province. In most US states, both parts and labor for bike repairs are taxable. Some states tax only parts. In Canada, GST/HST typically applies. A few states exempt bicycle repair labor. Check with your local tax authority or accountant to ensure compliance.

Question 9

How should I invoice e-bike repairs differently?

Accepted Answer

E-bike invoices should include specific fields for battery diagnostics, motor services, electrical components, and controller work. Charge premium rates (15-25% higher) for e-bike services due to specialized knowledge and tools required. Document battery health percentage, software versions, and warranty information for electrical components. Many e-bikes have manufacturer-specific diagnostic requirements.

Question 10

Should I require deposits for custom bike builds?

Accepted Answer

Yes, for custom builds or bikes requiring expensive special-order parts, requiring 50% deposit is standard practice. This protects you from customers who change their minds or disappear. Most customers expect deposits for custom work. Make deposit policy clear when providing estimates.

Question 11

What payment terms should I use for bike shop invoices?

Accepted Answer

For retail customers, payment is due upon completion before they take their bike - this is industry standard. For corporate accounts or bike share programs, you can establish Net 15 or Net 30 terms. Never release a bike without payment unless you have an established account relationship.

Question 12

How do I invoice for both bike sales and repair services?

Accepted Answer

You can invoice both on the same template. Separate sections for bike sale (bike model, price, assembly) and any additional services or accessories. If selling a new bike with initial service included, note "Assembly and pre-delivery inspection included" so customers understand the value. For used bike sales, list any repairs performed.

Question 13

Should I document bicycle serial numbers on every invoice?

Accepted Answer

Absolutely yes. Serial numbers prove you worked on the correct bike, help with theft recovery and insurance claims, and are often required for warranty work. Many police departments and insurance companies require serial numbers. Record serial numbers and location on bike frame (bottom bracket, seat tube, etc.).

Question 14

How do I handle pricing for mobile bike repair services?

Accepted Answer

Mobile bike mechanics should charge premium rates over shop prices (20-40% more) to cover travel time, vehicle costs, and convenience. Include a trip fee ($25-75 depending on distance) separate from labor charges. Itemize: travel fee, service time, parts, and note that mobile service pricing reflects on-site convenience.

Question 15

What if I need to order special parts for a repair?

Accepted Answer

Get customer approval before ordering expensive or non-returnable parts. Some shops require 50% deposit before ordering specialty parts. On your invoice, note "Special order part - non-returnable" if applicable. Communicate expected arrival times clearly and update customers if delays occur.

Question 16

Should I offer bike shop service packages?

Accepted Answer

Yes, service packages make pricing consistent and quoting faster. Standard packages: Basic Tune-Up ($75-100) for routine maintenance, Comprehensive Service ($150-200) for full overhaul, Safety Check ($30-50) for inspections. List what each package includes to manage customer expectations. Allow add-ons for extras.

Question 17

How do I invoice for bike fitting services?

Accepted Answer

Bike fitting is a premium service, typically $150-300 depending on depth. Invoice separately from repairs as "Professional Bike Fitting Service - [duration]." Detail what was adjusted: saddle height, fore/aft position, handlebar height, cleat position, etc. Some shops include basic fitting with new bike sales and charge for comprehensive fitting.

Question 18

What if a customer disputes repair charges?

Accepted Answer

This is why written estimates and authorization are critical. Review your estimate and what was approved. Explain charges calmly with supporting documentation (part numbers, labor time standards, photos of work performed). Most disputes arise from miscommunication. For major disputes, consider small concessions to preserve customer relationships.

Question 19

Can I charge extra for extremely dirty or neglected bikes?

Accepted Answer

Yes, bikes with heavy dirt, rust, or years of neglect require significantly more time. Add a "heavy cleaning surcharge" or "extra labor for condition" charge ($20-50) and explain it upfront in estimates. Most customers understand once they see the condition of their bike. Take before photos to document.

Question 20

How detailed should my service descriptions be on invoices?

Accepted Answer

Be specific enough that customers understand what was done, but not overwhelmingly technical. Instead of "tuned bike," write "Adjusted front and rear derailleurs, tuned brakes, trued wheels, lubricated chain." For major repairs, list components replaced. Balance clarity with brevity.

Question 21

Should I include maintenance recommendations on bike invoices?

Accepted Answer

Absolutely. Note upcoming service needs: "Chain wear at 0.75% - recommend replacement soon" or "Brake pads 30% remaining." This isn't pushy sales, it's valuable customer service that prevents breakdowns and brings them back. Many customers appreciate the proactive recommendation.

Question 22

How do I handle warranty work for bikes I didn't sell?

Accepted Answer

For bikes purchased elsewhere, you typically can't perform manufacturer warranty work unless you're an authorized dealer for that brand. You can perform repairs at customer expense and they can seek reimbursement from the manufacturer if it's a warranty issue. Make this clear upfront. For your own shop warranty on repairs, honor it regardless of where bike was purchased.

Question 23

What payment methods should bicycle shops accept?

Accepted Answer

Accept cash, checks, credit/debit cards, and digital payments (Venmo, Zelle, PayPal). Card processing fees (2-3%) are worth it for faster payment and avoiding bounced checks. Many bike shops find 60-70% of customers prefer card payments. More payment options mean fewer "I need to come back with money" situations.

Question 24

Should I charge a fee for bike pickup and delivery?

Accepted Answer

Yes, if you offer bike pickup and delivery service, charge $20-50 each way depending on distance. This covers vehicle costs, fuel, and your time. Some shops offer free delivery for purchases over certain amounts ($500+) as a sales incentive. Make pickup/delivery fees clear when customer requests the service.

Question 25

How do I invoice for seasonal bike storage?

Accepted Answer

Seasonal storage is typically billed monthly ($25-50/month) or as a flat seasonal rate ($100-200 for 4-6 months). Include a liability waiver and note that shop isn't responsible for theft or damage. Some shops bundle free tune-up service with storage to add value. Invoice at start of storage period or when bike is retrieved.

Question 26

Can I charge for rush or emergency bike repairs?

Accepted Answer

Absolutely. Same-day service or emergency repairs should command 25-50% premium pricing. Note it clearly: "Rush service - same day completion: $40." This compensates you for rearranging your schedule. Most customers understand urgent requests cost more, especially before races or events.

Question 27

What information should I track for commercial bike accounts?

Accepted Answer

For bike shops, bike share programs, or corporate clients, track: company name and contact, purchase order numbers (often required), fleet numbers or bike IDs, service agreement terms, monthly contract amounts, payment terms (usually Net 30), and service frequency. Commercial clients often have specific invoicing requirements - ask before submitting your first invoice.

Question 28

What's the difference between the Excel, PDF, and Word templates?

Accepted Answer

Excel templates automatically calculate totals, taxes, and parts markup with formulas - great for daily use. PDF templates are professional, uneditable versions perfect for emailing to customers as final invoices. Word templates are easily customizable for unique needs or adding shop branding. Download all three and use whichever fits your workflow best.

Question 29

Why should I use Invoice Mama instead of these free templates?

Accepted Answer

Free templates work well for occasional invoicing, but if you run a busy bike shop, Invoice Mama saves hours weekly and gets you paid faster. Benefits: customer and bike history automatically saved, parts database for one-click adding, automatic tax calculations, send invoices via email instantly, accept online payments, automatic payment reminders, track paid/pending/overdue at a glance, and generate tax reports. Start free for 10 invoices, then just $69 once for unlimited lifetime access - never a monthly subscription.

Free Bicycle Shop Invoice Template

Download Your Free Bicycle Shop Invoice Template

Excel Template

PDF Template

Word Template

Everything Bicycle Shops Need for Professional Invoicing

Bike-Specific Fields

Parts & Labor Breakdown

E-Bike Service Ready

Service Package Options

Multiple Download Formats

Retail & Repair Combined

Warranty Documentation

Mobile Service Ready

How to Use Your Bicycle Shop Invoice Template

Choose Your Format

Add Shop Information

Enter Bike Details

List Services & Parts

Calculate & Deliver

What to Include in Your Bicycle Shop Invoice

Bike Repair Services

E-Bike Services

Drivetrain Services

Wheel & Tire Services

Suspension Services

Frame & Components

Bike Sales

Accessories & Add-ons

Specialty Services

Parts

Labor Charges

Best Practices for Bicycle Shop Invoicing

Document Bike Condition Before Repairs

Always Get Repair Approval First

Record Serial Numbers

Break Down Parts and Labor Separately

Offer Service Packages

Charge Appropriately for E-Bike Services

Track Customer Service History

Include Part Numbers

Clearly State Warranty Terms

Offer Multiple Payment Options

Invoice for Diagnostic Time

Use Consistent Pricing

Document Declined Services

Send Digital Invoices Immediately

Include Next Service Recommendations

Why Bike Shops Love Invoice Mama

Invoice in Under 90 Seconds

Get Paid Same Day

Customer & Bike Database

Professional Branded Invoices

Parts & Labor Tracking

No Monthly Fees Ever

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