What a good parts line shows
- A plain description the customer can understand.
- The part number and brand where useful.
- Quantity and unit of measure.
- Unit price and line total.
- Whether the part is new, used, rebuilt or remanufactured.
- Any core charge on a separate line.
- The repair line it belongs to.
What the rules can require
California's Write It Right guidance says an invoice must include an itemized list of each part supplied, described in common terms so the customer understands what they bought and the price, and stating whether each part is new, used, reconditioned or rebuilt. It also says a part kit may be listed as one part if the brand and part number are given, and that shorthand like "R&R" should not be used to describe parts and labor. Other states have their own rules.
Parts lines versus labor lines
A repair line usually has a labor portion, with the hours and the complaint, cause and correction, and one or more parts lines. Keeping them linked shows the fleet what each part was for. See 3 Cs: complaint, cause, correction.
Shop supplies
Small consumables such as rags, cleaners and fasteners are often handled as a shop supplies charge rather than individual parts lines. Rules on this vary. California, for example, prohibits separate billing for items generically described as shop supplies and requires supplies used to be itemized.
Why it matters for fleets
Fleets match parts to units for cost tracking, warranty and records. Under 49 CFR 396.3, carriers keep records of repairs and maintenance for each vehicle they control. A clear parts line makes the record useful.
Good practice
Pull parts from inventory to the job so the line is created with the right number and cost. Do not retype parts from memory. See truck repair invoice: what to include.
Related: parts markup, special order part.
MetaFleet supports parts inventory, purchase orders and invoicing. Get a walkthrough.