Free Purchase Order Template for Auto Repair Shops
Auto repair shops order parts daily to keep customer vehicles moving through the workshop. A purchase order prevents parts mix-ups, links costs to specific jobs, and ensures you are charged the correct trade price.
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What should an auto repair shop put on a purchase order?
An auto repair shop sends a purchase order to its trade suppliers to authorise parts, oils, and workshop stock before they arrive. List each part with its reference, the quantity, the agreed trade price, and the job or vehicle it is for. The PO gives the parts factor an approved order to fulfil and bill against.
Typical line items
- Part number or OEM reference
- Quantity ordered
- Tyres by size and fitment
- Oils and fluids (by volume)
- Consumables and workshop supplies
- Vehicle registration or job reference
- Agreed trade price per item
- Delivery or collection date
How the work is charged
Parts are priced per item at agreed trade rates, oils by the bottle or drum, and tyres per unit by size. The purchase order locks in those figures so the supplier's invoice can be checked line by line.
Payment terms and deposits
Most factors run a trade account on net 30 terms. The order authorises spend up to its total, and the supplier should quote the PO number so deliveries reconcile against the right job.
Tax and compliance
If sales tax or VAT applies, show it on a separate line with the registration number. Some parts and labour are treated differently in places, so confirm what applies to the order.
Frequently asked questions
How do auto repair shops manage daily parts ordering?
Many workshops use a job card or work order system where parts are ordered against a specific vehicle job. Each parts order should reference the job card number so costs can be billed to the correct customer.
What should an auto repair shop PO specify for parts?
Include the OEM part number or equivalent, the vehicle make, model, year, and engine code where relevant, quantity, agreed price, and whether you need the part same-day or next day.
How do I handle a warranty claim on a part I ordered via a PO?
Quote your original PO number and the vehicle job reference when making a warranty claim. The supplier will cross-reference the original supply to process the warranty replacement.
Related purchase order templates
Read the complete purchase order guide to see what a purchase order needs and how it leads to an invoice.
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