Auto Repair Invoice Checklist for Canadian Shops

01 / Shop workflow guide

Identify the visit and reconcile the work

Use the repair record and approval history as your starting point. An invoice describes the final charges; it should not silently introduce work the customer did not authorize. Have an advisor review changes before sending.

• Confirm the billing contact, shop details, invoice number and date.
• Match the vehicle identifier and service description to the visit.
• Reconcile parts, quantities, labour, supplies and discounts against completed, authorized work.

02 / Shop workflow guide

Check Canadian tax and provincial requirements

CRA explains how GST/HST must be disclosed and what invoice information supports input tax credit claims. Requirements depend on the transaction. Ontario has repair-specific estimate and invoice guidance; Alberta AMVIC explains authorization and written estimates; BC publishes vehicle-services PST guidance. This operational checklist does not establish universal legal compliance.

• Use the applicable CRA requirements for the invoice amount and transaction.
• Check the current provincial guidance for your shop and work type.
• Have the person responsible for tax configuration review a sample invoice.

• Read CRA GST/HST invoice guidance
• Read Ontario repair-business guidance
• Read AMVIC service and repair guidance
• Read BC vehicle-services PST guidance

03 / Shop workflow guide

Confirm payment status before sending

Review whether the invoice is unpaid, partially settled or already paid. Send the current document to the confirmed contact. A payment request is not proof of payment; resolve any discrepancy with the payment record before following up.

• Check prior payments and the remaining balance.
• Open the customer-facing invoice and verify the intended payment path.
• Keep the final invoice and follow-up outcome with the visit.

• See Strut’s invoice creation workflow
• Plan unpaid-invoice follow-up