In any service industry, a merchant has a duty to provide an itemized and complete list of services rendered at the time a job is completed. Both individuals and business men and woman make use of a service receipt for keeping budget records and, in some cases, for tax purposes. A client should never have to ask for a receipt, and it should be automatically given after the services are rendered. The receipt should be kept as simple as possible while conveying the cost of the items and labor performed.
Write down a rough draft of activities performed during the oil change process, including a short description of each segment of the job, total number of man hours and supplies used. If you have employees performing the service tasks, you may want to consider providing them with a standardized checklist which they can mark off as each task is completed.
Transfer the labor, time in man hours, quantity of bottled oil and other items onto a new page in a carbon receipt book. These books are available at office supply and stationery stores as well as online. Create two sections for the receipt: one for labor and man-hour charges, and one for retail supplies used during the oil change. Under the labor section, provide the customer with a short description of each step taken during the oil change then enter the total price in the appropriate column for each line entry. List quantity and type of oil used, number of bottles, filters and other items sold, placing these in the retail supplies section. Enter the total price for all supplies used in the appropriate column.
Place your business name and the date on which services were rendered at the top of the receipt, along with your phone number should the client have any questions in the future.
Calculate and total all of the individual labor and retail line items, then add any sales tax, if applicable. Add the tax amount to the subtotal then enter the total amount, including taxes, into the "Amount Payable" block at the bottom-right corner of the receipt.
Create a short note at the bottom of the receipt which shows the method of payment used by the customer. If the client paid by credit card, simply write "Payment Method: Credit Card" and the last four digits of the card number if desired. If the client used a check, note "Check" and reference the check number.
Credit laws now prohibit a business from placing the entire customer credit card number onto receipts. Only provide the last four digits of the card number, rather than the entire number, to prevent legal ramifications.