Question 1

Is the computer shop invoice template completely free?

Accepted Answer

Yes, 100% free to download and use. No email required, no credit card needed, no hidden costs. Download in Excel, PDF, or Word format as many times as you need. Use it for unlimited invoices for your computer shop business.

Question 2

What should I include on a computer shop invoice?

Accepted Answer

Every computer shop invoice should include: your business name and contact information, customer name and contact details, unique invoice number and date, computer make/model/serial number being serviced, detailed description of products sold or services performed, hardware with part numbers and specifications, labor hours and rates, diagnostic fees if applicable, subtotal before tax, applicable sales tax, total amount due, warranty information, payment terms and due date, and accepted payment methods.

Question 3

How do I write a computer repair invoice?

Accepted Answer

To write a computer repair invoice, first document the computer details (brand, model, serial number) and the problem reported by the customer. List diagnostic findings and the repair work performed. Include parts replaced with specific part numbers and prices. Add labor charges with hours worked and hourly rate. Include diagnostic fees if applicable. Show subtotals for parts and labor separately. Calculate applicable sales tax. Add warranty terms for parts and service. Include payment terms and due date. Keep the language clear so customers understand what was done and why.

Question 4

Should I charge sales tax on computer repairs?

Accepted Answer

Tax requirements vary by location. In most US states, both computer hardware sales and repair labor are taxable, though some states tax them differently. New computer sales are almost always taxable. Software can be taxable depending on whether it's delivered physically or electronically. Check with your state tax authority or an accountant to ensure proper tax collection for your location.

Question 5

Do I need separate templates for hardware sales and repairs?

Accepted Answer

No, a single well-designed template works for both. The key is having clear sections for products (with part numbers and specs) and services (with labor hours and rates). You can simply use the relevant sections for each type of invoice. Hardware-only sales will skip the labor section, while repair-only invoices will skip the large hardware section.

Question 6

Should I charge for diagnostics separately?

Accepted Answer

Yes, diagnostic and troubleshooting time should always be billed. Most computer shops charge a flat diagnostic fee ($50-$100) or bill diagnostic time at their hourly rate. Make this policy clear when customers bring computers in. Many shops waive the diagnostic fee if the customer proceeds with the recommended repairs.

Question 7

What warranty should I offer on computer repairs?

Accepted Answer

Most computer shops offer 30-90 days warranty on labor and pass through manufacturer warranty on parts (typically 1-3 years depending on the part). Be specific about what is covered - for example, "90-day warranty on repair workmanship, excludes damage from misuse, liquid damage, or software issues." Clear warranty terms protect your business.

Question 8

Should I include part numbers and specifications on invoices?

Accepted Answer

Yes, always include specific part numbers, brands, and key specifications (e.g., "Kingston Fury 16GB DDR4-3200 RAM" not just "RAM upgrade"). This prevents confusion, helps customers verify what they received, and provides a clear record for warranty claims and future service.

Question 9

How do I handle invoicing for custom PC builds?

Accepted Answer

For custom builds, list each component separately with part numbers, specifications, and individual prices. Include a line item for assembly labor and testing. Add a line for operating system installation and setup if included. This transparency helps justify the total cost and shows customers exactly what their investment bought.

Question 10

What payment terms should computer shops use?

Accepted Answer

For retail customers, "Due Upon Pickup" is standard - payment expected when they collect their repaired computer. For business customers, Net 15 or Net 30 is common. For large purchases or custom builds, consider requiring a 25-50% deposit upfront. Always establish payment terms before starting work.

Question 11

Can I customize the computer shop invoice template?

Accepted Answer

Absolutely. The templates are fully editable. Add your shop logo and branding, modify line item categories for your products and services, add fields for serial numbers or service tags, customize payment terms and conditions, adjust tax calculations for your location, and change colors and formatting to match your business identity.

Question 12

How do I invoice for data recovery services?

Accepted Answer

Data recovery should be invoiced separately due to its specialized nature. Include a diagnostic fee, the data recovery service charge (often tiered by complexity: simple/moderate/complex), any parts needed (replacement drives, adapters), and labor time. Be clear that data recovery attempts are billable even if unsuccessful, as significant expertise and time is involved.

Question 13

Should I charge differently for business vs retail customers?

Accepted Answer

Many computer shops do charge slightly different rates for business customers, often offering volume discounts or service contracts. Business invoices typically need more detail, purchase order numbers, and Net 30 payment terms. Retail customers usually expect fixed pricing and immediate payment. Adjust your template accordingly.

Question 14

What file format is best for computer shop invoices?

Accepted Answer

Excel is best for building invoices because formulas automatically calculate totals and taxes. PDF is ideal for sending to customers since it looks professional and can't be altered. Word is good if you prefer text editing or need flexible formatting. Many shops create invoices in Excel, then save as PDF before sending to customers.

Question 15

How do I handle invoicing for software services?

Accepted Answer

Software services (OS installation, virus removal, software setup) should be itemized separately from hardware. List specific software installed with version numbers. Note whether software is included in your labor charge or billed separately. For licensed software (Windows, Office), show the license key type (OEM, Retail) to justify the cost.

Question 16

Should I offer payment plans for expensive repairs?

Accepted Answer

For repairs over $500 or custom builds over $1,000, offering payment plans can increase sales. Require a deposit (typically 50%), then allow the balance to be paid over 2-3 installments. Document the payment plan clearly on the invoice and get customer signature acknowledging the terms.

Question 17

How do I invoice for on-site computer services?

Accepted Answer

On-site services should include a travel/service call fee in addition to your hourly rate. Note the location visited, travel time if billable, and on-site time separately. Many shops charge a minimum of 1-2 hours for on-site visits. Document all work performed on-site with detailed descriptions.

Question 18

What should I do if a customer disputes a repair invoice?

Accepted Answer

Respond professionally and quickly. Refer to your service notes and diagnostic documentation. Explain what was found, what was done, and why it was necessary. Offer to demonstrate or re-explain the repairs. If you documented the original problem and obtained customer authorization before starting, disputes are rare. Good communication prevents most issues.

Question 19

Why should I use Invoice Mama instead of free templates?

Accepted Answer

Free templates work for occasional invoicing, but Invoice Mama saves massive time if you invoice regularly. Enter your business details once and they save automatically. Customers are saved for repeat business. Invoice numbers auto-increment. Track parts inventory and popular services. Send invoices via email directly from the app. Accept online credit card and ACH payments. Automatic payment reminders do follow-ups. Track all invoices in one dashboard. Generate tax reports instantly. Start free with 10 invoices, then just $69 once for unlimited invoices forever - no monthly fees.

Free Computer Shop Invoice Template

Download Your Free Computer Shop Invoice Template

Excel Template

PDF Template

Word Template

Everything Computer Shops Need to Invoice Customers

Hardware & Software Sales

Repair & Service Tracking

Diagnostic & Labor Fees

Warranty Documentation

Tax Calculations Built-In

Customizable Template

How to Use Your Computer Shop Invoice Template

Download Your Preferred Format

Add Your Shop Information

Enter Customer Details

List Products & Services

Send & Get Paid

What to Include on Your Computer Shop Invoice

Hardware Sales

Peripherals & Accessories

Software & Licenses

Computer Repair Services

Data Services

Network & Internet

Maintenance & Optimization

Custom Services

Labor Charges

Additional Fees

Best Practices for Computer Shop Invoicing

Provide Detailed Service Descriptions

Separate Hardware from Labor

Include Part Numbers and Specs

Charge Diagnostic Fees Upfront

Document Computer Condition

Set Clear Payment Terms

Offer Warranty Information

Invoice Immediately After Service

Keep Detailed Records

Use Professional Formatting

Why Computer Shops Choose Invoice Mama

Save Time Every Day

Get Paid Faster

Look More Professional

Track Inventory & Sales

Mobile & Desktop Access

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

Web Development Invoice Template

Freelance Invoice Template

Business Invoice Template