A invoice template built for oil change shops. Download the PDF, or use Glo Invoice to send an invoice directly from your phone — pre-filled with the line items every oil change shop needs to bill for work without missing a charge.
Includes parts, labor, trip fees, tax handling, and the payment terms that actually get oil change shops paid. Editable in Word, Google Docs, or on the fly inside Glo Invoice — no signup required for the PDF.
What to put on the document. Oil type + viscosity; Filter brand + #; Multi-point inspection sheet; Next-service mileage; Reset reminder sticker. Missing any one of these is the usual reason a oil change shop gets paid late or gets argued with.
Conventional oil change — typical $40–$70. A common oil change line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
Full synthetic — typical $75–$120. A common oil change line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
Air filter — typical $20–$50. A common oil change line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
Cabin filter — typical $25–$60. A common oil change line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
Wiper blades (pair) — typical $35–$70. A common oil change line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
Split parts and labor on separate lines. Most states tax materials but exempt service labor, so a single combined line either overcharges the customer or short-pays the state. Keep oil change parts, labor, and any trip fee on their own rows with a taxable flag each.
Estimate, invoice, or receipt?. An estimate quotes work before it starts and should be approved in writing. An invoice bills for work done and carries the due date and payment terms. A receipt records money already received. Sending the wrong one is the most common paperwork mistake in the trades.
Write the payment terms down. Due on receipt, Net 15, or Net 30 — plus the deposit amount and any late fee allowed in your state. Terms that only exist in conversation don't get honored.
Frequently asked questions
Do I charge sales tax on oil change work?
Most US states tax parts/materials but exempt labor. Use Glo Invoice's per-line tax toggle so each oil change line item is taxed correctly. Check your state — a few (HI, NM, SD, WV) tax services too.
Synthetic vs conventional?
Newer vehicles spec synthetic. Mark recommended type from OEM manual on the invoice.
Do I need to recycle used oil?
Yes — federal regulation. Some states require a disposal-fee line on the invoice.
What should a oil change invoice include?
Oil type + viscosity, Filter brand + #, Multi-point inspection sheet, Next-service mileage, Reset reminder sticker — plus your business name, license number where required, itemized lines, subtotal, tax, total, and payment terms.
Should I take a deposit on oil change work?
For material-heavy or scheduled jobs, yes — a deposit covers what you have to buy up front and confirms the customer is serious. Show it as its own line and subtract it from the balance due.
Can I fill this out from my phone at the job?
Yes. The PDF is editable in Word or Google Docs, and Glo Invoice builds the same invoice on your phone and sends it by text or email with a pay link before you leave.
What if the customer doesn't pay?
Send a written reminder at 7, 14, and 21 days past due, keep the record of the sent document, and add a late fee only if your state and your written terms allow it.
