Free tire shop invoice template (XLSX)
Download a free tire shop invoice template and see what belongs on every line, from DOT and tread depth to the warranty statement.
A customer's standing at the counter, card already out, and the receipt you print has three blank lines where the tread depth should be. That's the moment this template exists to prevent.
Grab the free file here: tire-shop-invoice-template.xlsx. It's a working spreadsheet, not a picture of one. Type in a customer name, a size, a price, and it totals the tax for you. Print it, email it, or just keep the file as your own record; either way the fields stay the same.
What belongs on every line, and why
Skip a field here and it's not the customer who pays for it later. It's you, at the counter, trying to remember what you sold six weeks ago.
- Shop name and address. Required if a customer ever needs to find you again, warranty claim or not.
- Date and invoice number. See the numbering scheme below.
- Customer name and vehicle. Ties the sale to a car, not just a person.
- Size, brand, and new or used, for each tire. Four tires can be four different answers.
- DOT and tread depth, on used lines only. This is the field shops skip, and the one that matters most if a tire fails.
- Services: mount, balance, valve stem, disposal fee. Each on its own line, each with its own price.
- Tax, total, payment method.
- The warranty statement. Worded, not implied.
Why DOT and tread go on the used lines
New tires don't need it. The DOT is fresh and the tread is full. A used tire is a different sale. If a customer's tread was at 5/32" and cracking shows up eight months later, your receipt is the record of what they bought and when. Without it, "used tire, no warranty" is something you said, not something you can show. With it, the receipt does the arguing for you, months after you've forgotten the conversation at the counter ever happened.
A filled-out line, start to finish
Say it's a used 225/65R17 off rack B2, DOT 2319, tread at 6/32" when it left the shop. The line reads size, DOT, tread, condition grade, then $45 for the tire itself. Underneath it: mount $15, balance $10, valve stem $5, disposal fee $3.50. Add tax, add it all up, and the total is the number the customer actually pays, not a guess at what four separate services probably cost.
That's the whole exercise: turn a sale into a record specific enough to stand on its own, months later, in front of someone who wasn't at the counter when it happened.
The disposal fee line
Some states regulate this, some don't. Check your state before you set a number. Once you have one, put it on its own line instead of folding it into the tire price. A customer who sees "disposal: $3.50" trusts the total more than one big number with nothing under it, and it protects you if anyone ever asks why the same tire size costs different amounts on different days. The tire price didn't move. The fee was just visible.
A warranty statement you can actually use
Most shops selling used tires write something close to this on every receipt:
Used tires sold as-is. No warranty on used tires unless stated in writing above. New tires carry the manufacturer's warranty only.
Adjust it to match what you actually offer. The exact wording matters less than the fact that it exists on paper, printed or signed, before a dispute happens instead of during one.
A numbering scheme that doesn't repeat itself
Pick one and stick to it. INV-1001, INV-1002 and so on works for most one-bay shops. Add a year prefix, INV-2026-1001, if you want the count to reset every January. Whatever you pick, no two receipts share a number, ever, even across a slow month and a busy one. A skipped number is fine, harmless even, but a repeated one means two customers are holding proof of the same sale, and that's the kind of mess that takes an afternoon to untangle.
Filling it out without slowing down the counter
- Keep the file open on the same tab all day. Closing and reopening it is where typos creep in.
- Type the size once. Get it right the first time; a wrong digit on a receipt is the kind of mistake nobody catches until a return.
- If two people work the counter on different days, agree on the invoice number before either of you starts.
DuroBay writes this same information automatically when you tap "Get paid": it takes cash, card, Zelle, Cash App or Venmo, writes the receipt with an INV number, and deducts the tire from your rack count in one step. The spreadsheet works fine on its own; DuroBay just skips the retyping. See how the same fields line up in the inventory template, or read how we think about pricing a used tire before the receipt gets written.
Common questions
What has to be on a used-tire line that isn't on a new-tire line?
DOT and tread depth at the time of sale. A new tire's tread is full and its DOT is fresh, so neither tells you much; on a used tire, both are the record of what the customer actually bought.
Is the invoice template free?
Yes, the XLSX file is a free download and it's a working spreadsheet: type in a size and price and it totals the tax for you.
Do I need a warranty statement even if I don't offer a warranty?
Yes. 'No warranty on used tires' is only worth something if it's written on the receipt the customer signs for or keeps, not just something you said at the counter.
What invoice numbering scheme should a one-bay shop use?
Sequential is enough: INV-1001, INV-1002 and so on, with a year prefix if you want the count to reset every January. The rule is that no two receipts ever share a number.
Where does the disposal fee go on the receipt?
On its own line, separate from the tire price and separate from mount and balance. A customer who can see the number trusts the total more than one lump figure.