InvoiceCraftly
Create estimate
Repair technician · Estimate → Invoice → Credit note

Separate an expected repair cost from final billing and corrections.

Bob is a fictional independent repair technician assessing a commercial appliance for a fictional neighbourhood café. The workflow keeps inspection assumptions, completed parts and labour, and a later price reduction distinct.

Example scenario: The person and business described on this page are fictional and demonstrate a possible InvoiceCraftly workflow. This is not a customer testimonial.
Start a repair estimateView a contractor invoice template
Finished fictional contractor invoice demonstrating separate labour and material lines
Illustrative InvoiceCraftly contractor export. Replace every field.
01Estimate02Invoice03Credit note
Fictional business need

An inspection reveals likely work, but the final parts and time are not yet certain.

Bob's fictional service, ClearDay Repair, has inspected a café display refrigerator. An estimate presents the expected diagnosis, parts, and labour with clear assumptions. The final invoice records what was actually supplied. A later credit note documents a reduction after one replacement component is returned.

Stage 01

Estimate the likely parts and labour

Use an estimate when the final cost depends on findings or availability.

Create an estimate

Example line items

Expected workUnitExample amount
On-site diagnostic inspectionvisit$95
Temperature-controller replacementpart$185
Installation and testing2 hours$160

State the uncertainty

  • Explain that parts and labour are approximate until work is completed.
  • Identify assumptions, exclusions, validity, and any call-out charge.
  • Describe a guaranteed final price only when that is genuinely the agreement.
  • Confirm the consumer, tax, and repair-disclosure requirements that apply before sharing the estimate.
Stage 02

Invoice the completed repair

Replace expected quantities and prices with the supplied parts and actual labour.

Use contractor template

Final billing example

Supplied workUnitExample amount
Diagnostic inspectionvisit$95
Controller and sensor kitparts$230
Installation, calibration, and test2.5 hours$200

Move from approval to billing

After work approval in Bob's chosen process, he can create a separate invoice or intentionally duplicate the estimate and change its type. He replaces the assumptions with completed-work details and reviews every amount before sending.

Review items and calculations →
Stage 03

Document a later reduction

Use a credit note when earlier billing needs a connected correction or reduction.

Create a credit note

Fictional correction

The unused sensor from the kit is returned, reducing the earlier charge by an illustrative $45. The credit note identifies the original invoice reference, describes the returned component, and shows the relevant reduction according to the issuer's own accounting and tax requirements.

Review before issuing

  • Reference the earlier invoice or transaction clearly.
  • Explain the reason and the affected item or amount.
  • Confirm whether amounts should be positive or negative for the recipient's process.
  • Record any refund separately and keep the payment record alongside the credit note.
Read the credit-note format guide →

InvoiceCraftly features used

  • Estimate, invoice, and credit-note document types.
  • Separate labour, parts, quantities, rates, discounts, fees, and tax lines.
  • References, notes, payment details, logo, colour, and optional QR.
  • History on this device, duplicate workflow, and PDF, PNG, or SVG export.

What you remain in control of

  • Handle work authorization, customer approval, inventory, refunds, and payment tracking using your chosen process.
  • Decide when to create or duplicate each document, then update accounting records using the process your business uses.
  • Confirm repair obligations, tax treatment, warranty terms, and credit-note requirements.
  • Export a workspace backup when these documents are important to your records.