How to Show Parts as a Separate Line Item from Labor on Tickets, Receipts, and Invoices

How to Show Parts as a Separate Line Item from Labor on Tickets, Receipts, and Invoices

Overview

RepairDesk now allows you to display repair labor (service) and parts as separate line items across your tickets, receipts, invoices, and estimates. This is particularly useful for merchants operating in regions where tax regulations require labor and parts to be billed and taxed separately on customer-facing documents.

When enabled, you have full control over how service and parts are priced and taxed — including whether the service is tax-exempt, what price the part is added at (retail, cost, or no price), and whether tax applies to the part.

How to Enable "Show Part as Separate Line Item"

1. Go to Settings > Repairs > Tickets & Repairs, and scroll to the Defaults section.

2. Find the trigger labelled "Show Part as Separate Line Item" and toggle it on.

(Screenshot: Repairs Settings page with the "Show Part as Separate Line Item" trigger highlighted)

3. A configuration pop-up titled "Configure Part & Service Behavior" will appear. This is where you define exactly how service and parts should be priced and taxed.

Important: Enabling this setting will override some existing tax and pricing configurations. Conflicting settings will be automatically disabled.

Configuring Part & Service Behavior

The pop-up walks you through three questions:

1. Do you want to charge tax on service?
  • Yes – Apply tax on service — Tax will be applied to the service line using your default tax settings.
  • No – Keep service tax-free — Service will be treated as tax-exempt.

2. Do you want to charge a price for the part?

  • Add part with retail price — The part will be added at its retail (selling) price.
  • Add part with cost price — The part will be added at its cost (purchase) price.
  • Add part without price — The part will appear on the ticket but won't affect the total.

3. Do you want to charge tax on the part?

  • Yes – Charge tax on part — Tax will be applied to the part based on the selected price.
  • No – Part is tax-free — No tax will be applied to the part.

A summary of your selected configuration is displayed at the bottom of the pop-up under "Your Configuration", so you can review your setup before saving.

4. Click Save & Enable to apply the configuration.


How It Works Across RepairDesk


Once enabled, parts will appear as independent line items everywhere a ticket is reflected. Here's what changes:

POS Cart

When a repair service with an attached part is added to the POS cart, the part appears as its own line item alongside the service. Both labor and part are itemized separately with their respective pricing and tax behavior based on your configuration.



Ticket Billing Section

On the Ticket Details page, the billing section will display labor and parts as clearly itemized separate entries. Each line item shows its own price and applicable tax.



Estimates

When the trigger is enabled, parts are also treated as independent line items in the Estimate flow — whether the estimate is created from the POS or the Ticket Details page. This separation persists when the estimate is approved and converted into a ticket, ensuring consistency throughout the workflow.

Invoice, Service, and Thermal Receipts

The separation is reflected across all customer-facing documents:

  • Invoice — Labor and part shown as separate line items
  • Service Receipt — Labor and part shown as separate line items
  • Thermal Receipt — Labor and part shown as separate line items

Each receipt clearly displays labor (with its configured tax treatment) and the part (with its configured price and tax). This applies to both printed receipts and generated PDFs.


Deposits, Refunds, and Warranty Claims

  1. Deposits continue to apply only to service charges — parts are excluded from deposit calculations.

  • Refunds and Warranty Claims treat parts as independent inventory items. This means you can process a refund or warranty claim specifically against a part without affecting the labor line, giving you more granular control.

Widgets and Payment Integrations

All customer-facing widgets (such as RD Forms and the Customer Portal) and payment integrations will reflect labor and parts as separate line items, ensuring consistency between POS, tickets, receipts, and external interfaces.


FAQs

Will enabling this setting affect existing tickets, estimates, and invoices?
No. The "Show Part as Separate Line Item" setting only applies to tickets, estimates, and invoices created after the trigger is enabled. Existing records will remain unchanged.
Can I change the part and service behavior configuration after enabling the trigger?
Yes. You can reopen the configuration pop-up at any time from Settings > Repairs > Tickets & Repairs > Defaults and adjust your selections. Changes will apply to all new tickets going forward.
What happens if my existing tax or pricing settings conflict with this setting?
Enabling this setting will automatically disable any conflicting tax and pricing configurations. A warning is displayed in the pop-up to inform you of this before you save.
Can I add a part to a ticket without charging the customer for it?

Yes. In the configuration pop-up, select "Add part without price" under the "Do you want to charge a price for the part?" question. The part will still appear on the ticket but won't affect the total amount.

Can I refund just the part without refunding the labor?
Yes. With this setting enabled, parts are treated as independent inventory items in the refund flow, allowing you to refund the part specifically without affecting the labor line.
Does this work with all my receipt templates?
Yes. The separation is applied to all affected A4 and Thermal templates, including printed copies and generated PDFs, ensuring consistent customer-facing documentation.