An auto body repair estimate should identify the vehicle, describe the proposed work and separately show parts, labor, refinishing and other agreed charges. State the basis of inspection and any conditions affecting the price. An estimate is a proposed cost, not evidence that the customer or insurer has approved the repair.
Make it clear which vehicle and damage you assessed
Include the shop and customer details, estimate number and date. Record the vehicle year, make, model, VIN or registration reference as appropriate, along with the inspected area and job reference. Keep insurer and claim details separate from the identity of the customer responsible for authorizing work.
Describe the inspection basis: photographs, an external inspection or a documented teardown. A visible-damage estimate may need revision after disassembly. State what remains to be checked rather than promising that every hidden issue is already included.
The repair method, required procedures and labor allowances need vehicle-specific technical information. The Database Enhancement Gateway provides collision-estimating resources and a process for reporting database errors; a document template supplies the presentation, not the repair assessment.
Use separate lines when prices have different bases
| Charge | Useful detail |
|---|---|
| Parts | Part description, repair or replacement decision, quantity and unit price. Identify the proposed part source or type where relevant. |
| Body labor | Specific operations, estimated hours and the body labor rate. |
| Refinishing labor | Areas and operations, hours and the refinishing rate. |
| Paint and materials | What is included and the agreed charging basis; avoid charging an included allowance twice. |
| Mechanical, scanning or calibration work | List the required operation from the verified repair plan and the pricing basis. |
| Outside services | The named service and quoted or agreed amount, with unresolved charges identified. |
Use “repair” and “replace” accurately. A note such as “rear bumper replacement, proposed aftermarket part” communicates more than “body work”. Confirm what is included in each labor operation before adding separate removal, refitting or setup charges.
An itemized $720 estimate
This illustrative USD example shows the arithmetic for an already assessed scope. These hours and prices are not repair instructions or standard collision labor allowances.
| Estimated item | Calculation | Amount |
|---|---|---|
| Replacement part | 1 × $260 | $260 |
| Body labor | 3 hours × $70 | $210 |
| Refinishing labor | 2 hours × $80 | $160 |
| Paint and materials | Agreed amount | $90 |
| Estimated subtotal before tax | $720 | |
Add applicable tax separately. State the estimate's validity and any inspection conditions. If insurance is involved, keep the repair total distinct from the deductible and expected payer contributions. A deductible is not a discount on the repair price; use the confirmed claim arrangements for the customer-facing explanation.
Show what changed before approving extra work
Suppose the inspection later identifies an additional $120 part and 0.5 hours of body labor at $70, adding $35. The supplement is $155 and the revised subtotal is $875 before tax.
Reference the original estimate, explain the newly identified work and record the revised total. Obtain the required customer and insurer approvals for that situation before proceeding. Keep the original version and the supplement, including who confirmed it and when. A document marked “revised” alone does not record that approval.
Use a PDF editor for communication, technical systems for the assessment
Our estimate generator can organize the information you supply: put vehicle and inspection details in the notes, add parts and labor as separate lines, set the currency and export a PDF. Review the auto repair document layout for an available presentation style.
Pocket Invoice's browser editor does not look up VIN-specific parts, determine repair procedures or approve insurance claims. When those tasks are needed, use the appropriate technical sources and estimating workflow first, then transfer the confirmed customer-facing amounts into the document.
Common questions
Can I use the estimate as a paid receipt?
No. It records proposed work and cost. A receipt records a payment actually received; the final invoice should show the approved charges and payment balance.
How do I handle an uncertain outside-service price?
Identify it as pending confirmation and explain how it will be agreed. Do not enter an unknown charge as zero if that would suggest it is included at no cost.
References
- Invoice Maker: body shop estimate template
- DEG: collision-estimating resources and database inquiries
Checked October 5, 2026. This guide concerns the customer document; the shop's qualified assessment establishes the repair scope.