How do I keep parts and labor separate on a repair?

Record one invoice per repair with a parts note and a labor note, so the cost of goods and your labor charge are visible side by side. Cash Workspace keeps the records; it does not compute margin.

How do I handle parts from several suppliers on one job?

Record each supplier receipt against the same repair under cost of goods, so the job carries its full parts cost no matter how many places you bought from.

Can I attach signed repair authorizations?

Yes. You can attach the signed authorization and supplier receipts to the repair record so the paperwork and the money stay together. Cash Workspace does not read or extract data from the files.

Cash Workspace

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Mobile service finance · Auto repair

A finance workspace built for mobile mechanics

Working out of a van means parts run through your business constantly: a brake job here, an alternator there, shop-supply consumables, and the occasional warranty claim that costs you. Each repair is parts plus labor, and you need a signed repair authorization before you touch the car. When parts cost, tools, and van overhead share one bucket, you can't see your real cost of goods. Cash Workspace gives you one place to record parts-and-labor invoices and to attach supplier receipts and signed authorizations.

Start a free workspace See the contractor invoice tracker

The problem

Why mobile repair records get scattered

Parts are bought all over town, repairs mix parts and labor, and there's no shop counter to keep paperwork. Without one home for it, cost of goods and overhead blur.

Parts for a repair come from two or three suppliers and never roll up as that job's cost.
Parts cost of goods and your own labor get billed together with no note of the split.
Diagnostic and specialty tools blur into the same line as consumable parts.
Warranty-claim costs you eat come out of nowhere with no record.
Signed repair authorizations live on a clipboard, not with the invoice.

The workflow

Record each repair, parts run, and tool purchase consistently

Set up auto-repair categories and a parts-plus-labor invoice habit, then attach the paperwork each job needs.

1
Set your categories
Create categories for parts inventory, diagnostic and specialty tools, van fuel and maintenance, shop-supply consumables, ASE certification, liability insurance, and warranty-claim costs.
2
Open the repair
Create the invoice and attach the signed repair authorization before you start.
3
Note parts and labor
Record the parts cost and your labor with a clear note of each, so the split is visible later.
4
Record parts against the job
Enter supplier parts receipts under the job's cost of goods, separate from tools and van overhead.
5
Set paid status
Mark the invoice paid, partially paid, or overdue as the customer settles up.
6
File by year
Keep parts cost of goods apart from tool and vehicle overhead in fiscal-year folders.

Record structure

What to record for each repair and expense

These fields keep the parts-and-labor split visible and cost of goods distinct from overhead.

Customer and vehicle: Customer and the car/job, kept as a consistent client record for repeat work.
Parts note: The parts cost of goods on the repair, with a short description.
Labor note: Your labor charge, noted separately from parts.
Amount and date: Invoice total and date in your currency.
Paid status: Paid, partially paid, or overdue.
Expense category: Parts inventory, diagnostic tools, van fuel/maintenance, shop supplies, certification, insurance, or warranty cost.
Vendor: Supplier the parts came from, so multi-supplier jobs are easy to reconstruct.
Attachment: Supplier parts receipt and the signed repair authorization on the record.

Example setup

An example folder setup for a mobile mechanic

A structure that separates parts cost of goods from tool and vehicle overhead.

2026 repairs

Per-job parts-and-labor invoices with signed authorizations attached.

Parts cost of goods

Supplier parts receipts recorded against their repairs.

Tools & diagnostics

Scanners, diagnostic, and specialty tool purchases, kept apart from parts.

Van & overhead

Van fuel and maintenance, shop supplies, insurance, certification, and warranty-claim costs.

Common mistakes

Mistakes to avoid

Billing parts and labor as one figure with no note of the split.
Leaving multi-supplier parts unattached to the repair they belong to.
Mixing diagnostic tools into the consumable-parts line.
Forgetting to record warranty-claim costs you absorbed.
Keeping signed repair authorizations on a clipboard instead of on the invoice.

How it helps

How Cash Workspace helps

Parts-and-labor invoices

Record each repair with notes for parts cost and labor so the split is visible later.

Auto-repair categories

Separate parts cost of goods, diagnostic tools, van overhead, and warranty costs into clear categories.

Authorizations attached

Attach supplier parts receipts and signed repair authorizations to the job record.

Fiscal-year folders

Keep parts cost of goods apart from tool and vehicle overhead, ready to export.

Contractor invoice tracker

Track per-job invoices by paid status.

Workspace for mobile detailers

A parallel setup for van-based auto services.

Workspace for handyman businesses

Job-cost organizing for solo repair operators.

Expense categories

See how to categorize parts and overhead.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Mobile mechanic finance workspace FAQ

How do I keep parts and labor separate on a repair?: Record one invoice per repair with a parts note and a labor note, so the cost of goods and your labor charge are visible side by side. Cash Workspace keeps the records; it does not compute margin.
How do I handle parts from several suppliers on one job?: Record each supplier receipt against the same repair under cost of goods, so the job carries its full parts cost no matter how many places you bought from.
Can I attach signed repair authorizations?: Yes. You can attach the signed authorization and supplier receipts to the repair record so the paperwork and the money stay together. Cash Workspace does not read or extract data from the files.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep parts cost and authorizations in one place

Start a free workspace and record each repair's parts, labor, and authorization together, so your cost of goods stays clear and the paperwork sits with the money.