What should a mechanic's job sheet include?
Garages are among the businesses that most often choose A4 books, because their paperwork has to carry a lot of lines. Here is what a good job sheet includes, and why.
What Irish motorists are told to expect
The Competition and Consumer Protection Commission's advice to motorists shapes what your paperwork should do. The CCPC tells consumers to:
- ask for a detailed, written quote before any work begins
- expect the quote to break down labour and parts and include VAT
- ask for a quote, a fixed price, rather than an estimate, which can change
- tell the garage not to carry out extra work without their permission
- keep the written quote in case of a dispute
The CCPC also says that the total cost must be given before the customer agrees to the work, and if it cannot be, the garage must explain how the price will be calculated. Where no price was agreed, the garage must charge a reasonable price. A job sheet that records all of this protects you as much as the customer. The difference between a quote and an estimate is explained in What is the difference between a quote, an estimate and an invoice?
What to include on a garage job sheet
Customer and vehicle
- job number, printed
- date and time the vehicle was booked in
- customer name, phone and email
- registration, make, model and mileage
- a box for existing damage noted at drop-off
The job
- fault or service requested, in the customer's words
- work authorised and the agreed price or pricing basis
- a "do not exceed" figure, if the price is an estimate
- customer signature and date, authorising the work
Extra work
- additional work found, with price
- how the customer approved it (in person, phone call, text) and when
- name of the person who took the approval
Parts and labour
- parts used, with part numbers, quantities and prices
- labour time and rate
- technician's name
Completion
- road test done, and by whom
- whether old parts were returned to the customer or disposed of
- customer signature on collection
Why three copies work for garages
| Copy | Who holds it | Why |
|---|---|---|
| Customer copy | Handed over at drop-off | Proof of what they authorised and the agreed price |
| Workshop copy | Travels with the car | The technician works from it and adds parts and time |
| Office copy | Stays in the book | The permanent record and the basis for the invoice |
This is the same idea as a triplicate docket system in haulage and plant hire, covered in What is a triplicate docket system? If you run a mobile service and invoice on the spot, a duplicate book may be enough. What is the difference between duplicate and triplicate? helps you decide.
Job sheet or invoice?
They are different documents. The job sheet records what was agreed and done. The invoice asks for payment and, if you are VAT registered, must show the full VAT details, including the VAT rate and amount for parts and labour. Some smaller garages combine the two on one A4 form with an invoice section at the bottom. Larger garages open a job sheet at drop-off and raise the invoice separately when the car is ready.
Layout tips from garage books we print
- Use A4. Parts lists run long. A5 job sheets end up with notes written up the margins.
- Print a vehicle outline to mark existing dents and scratches at drop-off.
- Make the signature boxes big. Customers sign in a hurry.
- Print the labels on each part: Customer, Workshop, Office.
Fleet customers who bring vans in regularly may also keep daily check records. If you service commercial vehicles, What should a vehicle walk-around check sheet include? is useful background.
Triplicate job sheets for garages
Discoverprint prints garage job sheets as triplicate books in A4 or A5, with 50 numbered three-part sets per book, each part labelled, and perforated at the top or the left. Send us a photo of your current job sheet and our designer will recreate and improve it at no charge, with a proof before anything is printed. Delivery is free anywhere in Ireland. See the full NCR books range.
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Frequently asked questions
- What is a garage job sheet?
- A form opened when a vehicle comes in. It records the customer, the vehicle, the fault reported, the work authorised, the parts and labour used, and the customer's signature. It follows the car through the workshop and becomes the basis for the invoice.
- Why do mechanics use three-part job sheets?
- So the customer, the workshop and the office each hold the same record. The customer keeps proof of what they authorised, the technician works from the workshop copy, and the office invoices from its copy.
- Should customers sign before work starts?
- Yes. A signature against a described job and price is the clearest evidence of what was authorised. The CCPC advises motorists to tell garages not to carry out extra work without their permission.
- What size job sheet works best?
- A4 suits garages that list many parts and labour lines. A5 suits smaller jobs and mobile mechanics.
Sources
- CCPC: Servicing and repairs
