A receipt template built for fleet maintenance companies. Download the PDF, or use Glo Invoice to issue a receipt directly from your phone — pre-filled with the line items every fleet maintenance company needs to record a payment without missing a charge.
Includes parts, labor, trip fees, tax handling, and the payment terms that actually get fleet maintenance companies 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. Fleet account + PO #; Unit number + VIN; Mileage in/out; Driver/dispatcher sign-off; Net-30 terms printed. Missing any one of these is the usual reason a fleet maintenance company gets paid late or gets argued with.
PM service (light duty) — typical $150–$300. A common fleet maintenance line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
PM service (medium duty) — typical $300–$600. A common fleet maintenance line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
DOT annual inspection — typical $150–$300. A common fleet maintenance line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
Roadside service call — typical $200–$500. A common fleet maintenance line. Ranges are national references, not quotes — set yours from your own cost, overhead, and local market.
Labor (per hour) — typical $110–$170. A common fleet maintenance 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 fleet maintenance 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 fleet maintenance work?
Most US states tax parts/materials but exempt labor. Use Glo Invoice's per-line tax toggle so each fleet maintenance line item is taxed correctly. Check your state — a few (HI, NM, SD, WV) tax services too.
How do I batch-bill a fleet?
Create one invoice per unit; Glo Invoice exports a CSV monthly statement.
Roadside surcharge?
Yes — mileage + after-hours, as separate lines.
What should a fleet maintenance receipt include?
Fleet account + PO #, Unit number + VIN, Mileage in/out, Driver/dispatcher sign-off, Net-30 terms printed — plus your business name, license number where required, itemized lines, subtotal, tax, total, and payment terms.
Should I take a deposit on fleet maintenance 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 receipt 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.
