How to Invoice Appliance Repair Callouts: Diagnostic, Parts, After-hours and Commercial

Appliance repair invoicing has four distinct scenarios that each require a different invoice structure: standard repairs, diagnostic-only callouts, after-hours callouts, and commercial appliance work. Getting the format right for each prevents disputes and ensures you capture your full margin.

Standard repair callout

The most common scenario:

Callout fee — residential standard.

Labour — 1 hour @ $110/hr = $110.00.

Parts — element, Westinghouse compatible (marked up) = $95.00.

Three lines. The client understands they paid: callout to show up, labour to fix it, and the part that was replaced.

Diagnostic-only callout

Sometimes the repair is not economical or the client declines. Invoice for the callout and diagnostic:

Callout fee — residential.

Diagnostic fee — assessed appliance, advised on repair options. Repair not proceeded.

No labour or parts line. The diagnostic fee covers your assessment time. It is separate from the callout — the callout covers travel, the diagnostic covers the assessment.

Some technicians combine these into a single "callout + diagnostic" flat fee. Either is acceptable — be consistent.

After-hours and weekend callouts

Callout fee — after-hours / weekend.

Labour — 45 minutes @ $165/hr (weekend rate) = $123.75.

Parts — door seal, standard markup = $75.00.

State the rate type clearly. Clients who called you on a Saturday morning understand they are paying more — but they should see it explicitly on the invoice, not buried in an unexplained high total.

Commercial appliance repair

Commercial clients (cafes, restaurants, hotels) require:

• Higher labour rate (commercial rate)
• A business name and ABN on the invoice, not just an address
• Often NET 14 or NET 30 payment terms
• Description of the appliance with serial number or asset tag

Callout fee — commercial.

Labour — 2 hours @ $145/hr (commercial) = $290.00.

Parts — thermostat, commercial oven, marked up = $185.00.

Client: The Merchant Cafe, ABN XX XXX XXX XXX.

Set commercial clients as saved profiles in SMASH with their ABN and payment terms. Every invoice for that client defaults to commercial rate and NET 14 automatically.

Getting paid from the driveway

For residential clients, the invoice payment link is your fastest payment tool:

1. Send the invoice from the driveway using SMASH — 60 seconds.
2. Client receives the invoice on their phone before you drive away.
3. They tap the payment link and pay by card immediately.
4. Payment confirmed to your account within minutes.

No cash. No bank transfer. No chasing.

Frequently asked questions:

Should I charge a separate diagnostic fee? Yes, if the repair does not proceed. The callout covers travel, the diagnostic covers your assessment time. Some operators combine them into a flat "call out and assess" fee.

Can I charge more for commercial appliance repair? Yes. Commercial clients are typically charged 20–35% more than residential. Set separate rate cards in SMASH.

How do I invoice after-hours without confusing the client? State the rate type clearly: "after-hours rate applies — callout attended Saturday 7:30am." The client expects it; the invoice should confirm it.

Can I add a serial number to the invoice? Yes. Add the appliance serial number or asset tag to the job description field in SMASH.