Accounting and invoicing for garages
Estimate, job, spare parts, labour, invoice: in the garage every invoice hangs on a vehicle and on parts from the wholesaler. Saldiqo writes quote, order confirmation and invoice from the same lines and keeps supplier invoices in view.
What comes up for garages and auto repair shops
Parts and labour kept apart
Customers and insurers want to see spare parts, labour and disposal separately. Every line should be traceable.
Estimate and job
Before the repair comes the estimate, afterwards the job. If the invoice differs, there are questions.
Parts from the wholesaler
Spare parts come from several suppliers with their own invoices and terms. The receipts must stay assignable to the jobs.
Fleet and business customers
Businesses with vehicles expect a collective invoice or fixed monthly invoices and pay on terms.
How Saldiqo helps
- From estimate to invoiceThe quote turns into order confirmation and invoice with the same lines, without retyping.
- Item master for parts and servicesLabour hours, flat fees and common parts you create once.
- Stage invoice for big repairsFor expensive jobs you issue a stage invoice from the quote, and the final invoice deducts it.
- Service contracts as recurring invoicesFixed monthly amounts for fleet customers are created by a recurring invoice on schedule.
- Supplier receipts and paymentsYou record wholesale receipts as expenses and bundle open invoices into a batch payment file for online banking.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Front brake pads, set
- Workshop labour, hours
- Service to manufacturer schedule, flat fee
- Disposal of waste oil and old parts
- Recovery service, flat fee
- Roadworthiness test, preparation and presentation
Tax and invoicing in Malta
What applies to invoices in Malta, in short. As of October 2026.
- VAT
- Rates 18 %, 12 %, 7 % and 5 %. Malta has no zero rate in law. Exports, EU supplies, food and medicines are exempt with credit, which lets you reclaim input VAT. Exempt without credit does not.
- Article 11 small undertakings
- With up to €35,000 of domestic turnover a year you can be exempt under Article 11. The status ends on the day the limit is passed, and you still register with the VAT department. Saldiqo adds the exemption note and leaves VAT off.
- Tax invoice or fiscal receipt
- A tax invoice is issued only when the customer gives you a VAT number. Otherwise a fiscal receipt from an approved system is required. Saldiqo writes invoices. It is not a fiscal receipt system, and a Saldiqo PDF does not replace a fiscal receipt.
- Invoice timing
- Issue the invoice by the 15th of the following month, or when payment arrives if that comes first. Simplified invoices are allowed up to €100.
- E-invoicing
- There is no mandate. Public bodies accept e-invoices through Peppol (EN 16931). The tax authority plans e-invoicing and real-time reporting but has set no dates, and EU rules apply from 1 July 2030.
- VAT returns
- Returns are due by the 15th day of the second month after the period, with 7 extra days when you file and pay electronically. Article 11 businesses file a yearly declaration by 15 February. Saldiqo does not file returns.
- Record keeping
- VAT records for 6 years, income tax records for 9 years and company records for 10 years. Plan for 10 years.
- Late payment
- Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
- Languages
- Use Saldiqo in English or Maltese and send invoices in either language.
Frequently asked questions
Can I show parts and labour as separate lines?
Yes. You create them as items and add them individually to the invoice, each with its own tax rate.
Can I bill used cars under a margin scheme?
No. Saldiqo does not know the margin scheme. For repairs, parts, accessories and services Saldiqo fits.
How do I keep open invoices in view?
After the bank statement you see which invoices are paid. For the rest you send a payment reminder with one click.
Do garages and auto repair shops in Malta have to charge VAT?
If you are registered under Article 10, yes. Small undertakings under Article 11 with domestic turnover of up to €35,000 a year are exempt from charging VAT, but the status ends on the day the limit is passed.
Do garages and auto repair shops in Malta need a fiscal receipt?
Sales to consumers need a fiscal receipt from an approved fiscal receipt system, and Article 11 businesses use one for all sales. Saldiqo is not such a system. It covers tax invoices to customers who give you their VAT number.
How long should garages and auto repair shops keep invoices?
VAT records for 6 years, income tax records for 9 years and company records for 10 years, so plan for 10 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.