Question 1

Is the car dealer invoice template really free?

Accepted Answer

Yes, completely free to download in Excel, PDF, and Word formats. No email required, no credit card, no catches. Download as many times as you need. The templates include all fields car dealerships need: vehicle details, VIN tracking, trade-in documentation, dealer fees, tax calculations, and financing terms.

Question 2

What should be included on a car dealer invoice?

Accepted Answer

A complete car dealer invoice should include: dealership name, address, phone, and dealer license number; customer name and contact information; vehicle details (year, make, model, trim, VIN, stock number, mileage, colors); sale price and any discounts; itemized dealer fees (doc fee, dealer prep, advertising); optional equipment and accessories; trade-in details if applicable; sales tax calculation; title, registration, and license fees; warranty and protection products; down payment and financing terms; total amount due; and customer signature acknowledging terms.

Question 3

What dealer fees can I charge on a vehicle invoice?

Accepted Answer

Common dealer fees include documentation fees (often $200-800 depending on state caps), dealer preparation fees, advertising fees, and destination charges. Some states regulate maximum doc fees or require disclosure of dealer-added charges. Optional items like extended warranties, VIN etching, and protection packages can be added but customers must be able to decline them. Always itemize fees separately and check your state regulations for specific requirements.

Question 4

How do I show trade-in value on the invoice?

Accepted Answer

Document the trade-in vehicle separately with its year, make, model, VIN, mileage, and agreed trade-in allowance value. If there is a payoff owed, show: Trade-in allowance minus Payoff owed equals Trade equity. If negative equity exists, this amount gets added to the amount financed. In states with trade-in tax credits, deduct trade value from sale price before calculating sales tax. Clear documentation prevents the most common disputes in car deals.

Question 5

How do I calculate sales tax on vehicle invoices?

Accepted Answer

Sales tax calculation varies by state. Most states tax the vehicle sale price minus trade-in allowance. Some states tax the full sale price with no trade deduction. Apply your local combined state and county tax rate to the taxable amount. Show the calculation on the invoice: Vehicle price minus trade equals taxable amount, then multiply by tax rate. Government fees like title and registration are typically not taxable. Check your state DMV for specific rules.

Question 6

Should I include financing information on the sales invoice?

Accepted Answer

Yes, show basic financing terms even though detailed disclosures come from the lender. Include down payment, trade equity, amount financed, APR, term, and monthly payment. This helps customers understand the total deal structure. Note that you're not required to provide full Truth in Lending disclosures if you're not the creditor - the financing company handles those. Your invoice documents the sale transaction and amounts going to the lender.

Question 7

What is the difference between dealer invoice and buyer order?

Accepted Answer

A buyer order (or purchase agreement) is signed before the deal is finalized and outlines the proposed terms. The dealer invoice is the final billing document after the sale is complete showing actual amounts charged. Some dealerships use combined forms that serve both purposes. Either way, the final invoice should match what was agreed to on the buyer order. Any changes require customer acknowledgment.

Question 8

Do I need different invoices for new vs used cars?

Accepted Answer

The same basic invoice template works for both but context differs. New car invoices typically show MSRP, dealer discount, and manufacturer rebates. Used car invoices show asking price and negotiated sale price. New cars may have destination charges and dealer prep; used cars typically show "as-is" or warranty information. Modify your template fields based on whether you primarily sell new, used, or both.

Question 9

How do I invoice vehicles sold "as-is"?

Accepted Answer

For as-is sales (common with used vehicles), clearly state "SOLD AS-IS" prominently on the invoice with no warranty expressed or implied. Many states require specific as-is disclosure language. Include current odometer reading and any known defects. Have customer initial the as-is clause separately. As-is language protects you from warranty claims after sale but doesn't waive liability for fraud or misrepresentation.

Question 10

Can I charge whatever I want for dealer fees?

Accepted Answer

Dealer fees are regulated differently by state. Some states cap documentation fees (e.g. $75 in California, no limit in Florida). Some require fees to be disclosed in advertising if charged. Dealer prep fees must reflect actual preparation costs performed. You generally cannot charge both a dealer fee and doc fee in some jurisdictions. Research your state laws or consult with your dealer association for specific limits and disclosure requirements.

Question 11

What payment methods should dealerships accept?

Accepted Answer

Accept cashier's checks, wire transfers, and credit/debit cards for down payments and deposits. Many dealers limit credit card purchases to $5,000-10,000 due to processing fees. Cash payments over $10,000 require IRS Form 8300 filing. For financed deals, the lender pays the dealer directly and customer makes payments to the lender. Never accept personal checks for full payment until they clear (7-10 days).

Question 12

How do I handle manufacturer rebates on the invoice?

Accepted Answer

Show manufacturer rebates as a deduction from MSRP or sale price. Example: MSRP $35,000 minus Dealer Discount $2,000 minus Manufacturer Rebate $1,500 equals Sale Price $31,500. Make clear if rebates require financing through manufacturer's captive finance company or other qualifications. Customer receives rebate benefit but you handle paperwork with manufacturer for reimbursement.

Question 13

Should I include warranty information on the invoice?

Accepted Answer

Yes, note whether the vehicle is sold with manufacturer warranty (new cars), remaining factory warranty (used cars), dealer warranty, extended service contract, or as-is with no warranty. For new cars, reference the manufacturer warranty terms. For used cars, specify warranty duration and coverage if you provide one. Clear warranty information prevents disputes about what is and isn't covered after sale.

Question 14

How do I invoice floor plan interest or holding costs?

Accepted Answer

Dealers typically don't pass floor plan interest or inventory holding costs to customers as separate charges. These are business expenses absorbed in your pricing. If you charge storage fees for vehicles held after sale pending customer pickup, that can be billed separately but should be disclosed upfront. Most dealers build holding costs into the vehicle sale price.

Question 15

What should I do if customer disputes the invoice after signing?

Accepted Answer

Review the signed buyer order and invoice with them, comparing line by line. Most disputes arise from miscommunication, not malicious intent. If there was a legitimate calculation error, correct it. If customer claims they didn't understand certain fees, explain them with patience. Having itemized, clearly documented charges with signatures makes disputes easier to resolve. For serious disputes threatening to unwind the deal, consult your attorney - sometimes small concessions prevent larger headaches.

Question 16

Can I email dealer invoices instead of printing them?

Accepted Answer

Yes, email delivery is increasingly common and accepted. PDF format works best for emailing as it preserves formatting and can't be easily edited. Email invoices immediately after sale while still in your office. Keep signed paper copies for your records and provide copies to customers. Many states now accept electronic signatures and documents for vehicle sales, but verify your state requirements.

Question 17

How long should I keep dealer invoice records?

Accepted Answer

Keep invoice records for at least 7 years for tax and legal purposes. Some states require dealers to maintain sales records for specific periods (often 5-7 years). Store both paper and digital copies securely. You may need these records for IRS audits, customer disputes, warranty claims, or legal proceedings. Good record retention is essential for running a compliant dealership.

Question 18

Do I need a dealer management system or can I use templates?

Accepted Answer

Templates work fine for smaller dealers doing 5-10 sales per month. As volume grows, dealer management systems (DMS) save significant time and reduce errors. DMS systems integrate with DMV systems, lenders, and accounting software. For dealerships doing 20+ sales monthly, investing in DMS or Invoice Mama pays for itself quickly through time savings and fewer mistakes. Start with templates and upgrade as your volume justifies the investment.

Question 19

Why should I use Invoice Mama instead of these templates?

Accepted Answer

Free templates work great for occasional sales, but if you run a dealership, Invoice Mama transforms your business. Customer and vehicle information saves automatically for repeat buyers. Dealer fees and add-ons are stored as reusable items for consistent pricing. Sequential invoice numbering prevents duplicates. Accept deposits and down payments online before customers arrive. Send invoices automatically via email after sale. Track all pending deals and completed sales in one dashboard. See monthly revenue and sales metrics instantly. Store vehicle inventory details for quick access. Generate end-of-year tax reports with one click. First 10 invoices completely free to try. Then just $69 once for unlimited invoices forever - never pay monthly subscriptions. For dealerships closing 10+ sales per month, Invoice Mama pays for itself within weeks through time saved and faster payments.

Free Car Dealer Invoice Template

Download Your Free Car Dealer Invoice Template

Excel Template

PDF Template

Word Template

Everything Car Dealers Need

Vehicle Identification & Details

Purchase Price Breakdown

Trade-In Value Tracking

Tax & Registration Fees

Dealer Fees & Add-Ons

Financing Information

Multiple Download Formats

Legal Compliance Ready

How to Use Your Car Dealer Invoice Template

Choose Your Format

Add Dealership & Customer Info

Enter Vehicle Information

Document Pricing & Trade

Add Taxes & Finalize

What to Include on Your Car Dealer Invoice

Vehicle Information

Pricing & Dealer Fees

Trade-In Details

Taxes & Government Fees

Warranty & Protection Products

Financing Terms

Best Practices for Car Dealer Invoicing

Itemize Every Fee and Charge

Document Trade-In Values Clearly

Get Customer Signatures on Everything

Show Tax Calculations Properly

Comply with State Disclosure Laws

Keep Invoice Numbers Sequential

Why Dealers Choose Invoice Mama

Close Deals Faster

Get Paid Immediately

Track Every Deal

Professional Branding

Customer Database

No Monthly Fees

Ready to upgrade from templates?

Templates are great. Automation is better.

What you get with Invoice Mama:

Frequently Asked Questions

More Invoice Templates

Auto Repair Mechanic Invoice Template

Car Rental Invoice Template

Electrical Invoice Template