Auto Repair Shop Management Spreadsheet: Job Profit & Parts Markup

See which repair orders actually earn money after parts, technician labor and overhead. This auto repair shop management spreadsheet tracks repair orders, tiered parts markup, effective labor rate and true job profit in Excel or Google Sheets—without a shop software subscription.

Most independent shops run on an invoicing tool and a gut feeling. A door rate is posted on the wall, but ask what actually got collected per labor hour last month, or which repair orders were genuinely profitable once parts, labor and overhead are counted, and most shops cannot answer with a real number. This workbook fixes that: log a repair order once and it auto-prices every part, calculates the technician's true labor cost, allocates a fair share of overhead, and shows a TRUE job profit figure that reconciles to the P&L to the cent.

WHY THIS INSTEAD OF A FLAT MARKUP AND A PLAIN JOB LOG
· A tiered parts markup matrix - five cost tiers from 200% down to 30%, matched automatically by part cost, so a $6 sensor and a $600 part stop earning the same margin
· Effective Labor Rate leakage - the number most trackers never show. The workbook divides labor dollars produced by hours actually worked and puts the gap next to your posted door rate, down to the dollar per hour
· TRUE per-job profit that reconciles - every repair order nets out parts cost, technician labor cost and allocated overhead, and the total ties back to Net Profit on the P&L with a built-in reconciliation check
· A real file you own - no macros, no VBA, no login, no subscription

THE 11 TABS
1. Start Here - orientation, color key, tab map
2. Settings - shop identity, door rate, tax, shop supplies fee
3. Parts Markup Matrix - the 5-tier pricing engine
4. Repair Orders - log a job, get instant TRUE profit
5. Technicians - efficiency, productivity, proficiency, effective labor rate
6. Comebacks-Rework Log - warranty and goodwill rework, plus your comeback rate
7. Customers & Vehicles - visit count, total revenue to date, last-visit date
8. Overhead & Expenses - fixed costs rolled into one overhead-per-hour rate
9. P&L - Cash Flow - monthly and YTD revenue, COGS, margins, break-even
10. Dashboard - 15 KPIs and charts, plus a live reconciliation check
11. LISTS (hidden) - powers every dropdown; never needs touching

CAPACITY
1,000 repair-order rows, and the file arrives pre-loaded with six months of fictional sample data (Redline Auto Care, an invented Denver shop, 900 repair orders) so nothing looks empty while you learn it: $418.98 average repair order, a $92.67 effective labor rate against a $108.00 door rate, 2.44% comeback rate.

WHAT YOU RECEIVE (one ZIP, instant download)
· AutoRepairShopSystem.xlsx - the complete 11-tab workbook with the sample data
· Quick-Start Guide (PDF) - five steps from download to your first logged job
· User Guide (PDF) - every tab and formula explained, with worked examples
· KPI Glossary (PDF) - plain-English definitions for every metric
· README.txt - what is included and how to start

COMPATIBILITY
Excel 2016 or newer and Microsoft 365, on Mac and PC. Imports to Google Sheets with every formula intact, and also opens in LibreOffice Calc. No macros anywhere.

PAIRS WITH (in my shop)
Small Business Bookkeeping Spreadsheet - profit and loss, cash flow and tax-summary tracking for the money side beyond the shop floor.

COMMON QUESTIONS
· Is this an invoice maker? No - there is no customer invoice tab. This is the management and profitability layer behind the counter: repair orders, parts pricing, technician performance, P&L and KPIs.
· How much should I mark up parts? A tiered markup beats one flat percentage: the included matrix runs roughly 200% on small parts down to 30% on big-ticket parts, and every tier is editable.
· What is an effective labor rate? Labor dollars produced divided by hours technicians actually worked - not just billed hours. The gap against your door rate is where labor pricing leaks.
· How do I know if a job was profitable? Only once parts cost, the technician's actual labor cost and a fair share of overhead are subtracted from what the customer paid. That is exactly what the TRUE profit column does on every row.
· Does it work in Google Sheets? Yes - import the .xlsx and the formulas work; no add-ons needed.
· Can I change the markup tiers, door rate and tax? Yes - all of it lives on Settings and the Markup Matrix, in clearly marked input cells.

Redline Auto Care and every repair order, technician, customer and expense in the sample data are entirely fictional, built to show how the formulas behave - never a projection of results for any real shop.

If a file won't open or a formula misbehaves, message me here on Etsy and I'll fix it or replace the file. I read and answer every message myself.

All numbers shown in the images are from a fictional sample used for demonstration.

Designed and built by me with AI assistance, then tested against independently computed check-numbers before listing.

This spreadsheet is a record-keeping and planning tool. It does not provide financial, tax, legal or investment advice.

Microsoft, Excel and Microsoft 365 are trademarks of Microsoft Corporation. Google Sheets is a trademark of Google LLC. This product is an independent template and is not affiliated with, endorsed by, or sponsored by these companies.