Question 1

What does a moving company invoice look like?

Accepted Answer

A professional moving invoice includes your company details (name, DOT number, license, insurance), customer information, pickup and delivery addresses, move date, itemized labor charges (hours worked, crew size, hourly rates), truck and transportation fees, mileage charges, packing materials used, special services (stairs, heavy items, packing), storage fees if applicable, deposits paid, total amount due, payment terms, and inventory reference numbers. Our template includes all these fields.

Question 2

What does a moving company typically cost?

Accepted Answer

Local moves typically cost $80-150 per hour for a 2-person crew with truck, with 2-4 hour minimums. Long-distance moves average $2,000-5,000 depending on distance and volume. Factors affecting cost include: crew size needed, truck size, distance traveled, number of stairs or floors, packing services, specialty items (pianos, safes), and time of year. Always provide written estimates before moving.

Question 3

Is this moving invoice template completely free?

Accepted Answer

Yes, 100% free to download in Excel, PDF, and Word formats. No email required, no credit card needed, no hidden fees. Download as many times as you need. The removalist invoice template includes all fields specific to moving companies like labor tracking, mileage, materials, and inventory documentation.

Question 4

Should I charge hourly or flat rate for moves?

Accepted Answer

Local moves are typically hourly ($80-150/hour for 2-person crew), while long-distance moves are usually flat rates based on weight/volume and distance. Hourly works well for unpredictable local jobs. Flat rates work better for long-distance where you can estimate accurately. Many movers use hourly for local (under 50 miles) and flat rates for long-distance.

Question 5

How do I calculate labor charges for moving?

Accepted Answer

Charge per mover per hour. Common structure: $40-60 per mover per hour, with 2-4 hour minimums. A 2-person crew at $50/person/hour = $100/hour total. Track actual time from arrival at pickup to completion at delivery. Include travel time if significant. Document breaks (typically unpaid). Overtime rates (1.5x) apply for jobs over 8-10 hours. Use a removalist cost calculator to estimate total costs based on distance, crew size, and time.

Question 6

Can I charge for packing materials separately?

Accepted Answer

Yes, absolutely. Itemize all materials provided: boxes (by size), tape, bubble wrap, furniture pads, etc. Charge actual cost plus markup (typically 20-40%). Be transparent about quantities and costs. Most customers understand material charges when itemized clearly. Some movers include basic materials in hourly rate and charge only for specialty items.

Question 7

What surcharges can moving companies charge?

Accepted Answer

Common surcharges include: stairs ($25-75 per flight), long carry over 75 feet ($50-100), heavy items over 100 lbs ($25-100 per item), piano moving ($200-500), elevator wait time, difficult access, narrow doorways, and shuttle service. Always explain why surcharges apply. Most are industry-standard and customers accept them when justified.

Question 8

Should I require deposits for moving jobs?

Accepted Answer

Yes, for moves over $1,000, request 20-30% deposit when booking. This reduces no-shows and covers your scheduling commitment. Make deposits non-refundable within 48-72 hours of move date. Clearly document deposit amount and date on final invoice, showing remaining balance due.

Question 9

How do I handle mileage charges?

Accepted Answer

For long-distance moves, charge per mile ($0.50-2.00 depending on distance and truck size) or include in flat rate. Document exact pickup and delivery addresses. Some movers charge for loaded miles only, others include return trip. Local moves often include mileage in hourly rate. Be clear about what mileage is included vs. charged separately.

Question 10

What payment methods should movers accept?

Accepted Answer

Accept cash, certified checks, money orders, and credit/debit cards. Many movers avoid personal checks due to bounce risk. Credit card processing fees (2-3%) are worth guaranteed payment. For large commercial moves, you might extend Net 15-30 terms after credit checks. Collect final payment before leaving delivery location when possible.

Question 11

Do I need special licenses to operate a moving company?

Accepted Answer

Yes, most states require moving company licenses. Interstate moves require USDOT number and FMCSA registration. You also need proper insurance (liability and cargo). Include your license numbers and insurance info on invoices - it builds trust and is legally required. Commercial clients often verify licensing before hiring.

Question 12

How should I document inventory for moves?

Accepted Answer

Create numbered inventory lists describing each item and its condition (good, fair, damaged). Use standard industry abbreviations (PBO = packed by owner, etc.). Have customers sign inventory sheets acknowledging accuracy. Reference inventory numbers on invoices. This protects you from damage and missing item claims.

Question 13

Can I charge for furniture disassembly and assembly?

Accepted Answer

Yes, charge separately for disassembly/assembly ($25-100 per item depending on complexity). Beds, desks, and entertainment centers are common. Document time spent or charge flat rates per piece. Some movers include basic disassembly in hourly rate but charge for complex items like pool tables or gym equipment.

Question 14

What about storage fees - how do I charge?

Accepted Answer

Storage is typically $50-150 per month for standard storage, more for climate-controlled. Charge warehouse handling fees for loading into storage. Include first month free or charge from day one - be consistent. Document storage location, access hours, and insurance requirements. Most movers require separate storage agreements.

Question 15

Should I offer moving insurance?

Accepted Answer

Basic liability (60 cents per pound) is typically included. Offer full value protection as optional upgrade ($500-2,000 depending on declared value). Clearly explain coverage options and costs. Document customer's choice on invoice. Many customers choose basic coverage, but offering full protection shows professionalism.

Question 16

How do I handle damage claims?

Accepted Answer

Document all pre-existing damage with photos and inventory notes. If damage occurs, photograph it immediately, note it on paperwork, and have customer acknowledge. File with your insurance carrier promptly. Your invoice should reference inventory sheets and note any damage reported. Clear documentation prevents disputes.

Question 17

Can I charge extra for stairs or elevators?

Accepted Answer

Yes, stair fees are industry standard: $25-75 per flight depending on item weight and quantity. Elevator wait time can be charged hourly. Long carries over 75 feet also warrant surcharges. Document the access situation and explain charges clearly. Most customers understand these are legitimate extra work.

Question 18

What if the move takes longer than estimated?

Accepted Answer

For hourly moves, charge actual time worked - that's the benefit of hourly billing. For flat-rate moves, if significantly more time/work than estimated, discuss with customer before continuing. Document why (more items than disclosed, difficult access not mentioned). Most disputes arise from poor initial estimates.

Question 19

Should I charge differently for commercial moves?

Accepted Answer

Commercial moves often involve after-hours work, specialized equipment, and complex logistics. Charge premium rates (20-40% more) for office moves, especially after-hours or weekend work. Commercial clients typically accept Net 15-30 payment terms. Require certificates of insurance and more detailed contracts.

Question 20

How do I invoice for long-distance moves?

Accepted Answer

Long-distance moves are typically flat rates based on weight/cubic feet and distance. Provide binding estimates when possible. Break down invoice: transportation charge, packing services, materials, special items, storage if applicable, insurance, and any additional services. Collect 50% deposit before loading, remainder before or upon delivery.

Free Moving Company Invoice Template

Download Your Free Moving Invoice Template

Excel Template

PDF Template

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Everything Moving Companies Need

Labor & Crew Tracking

Mileage & Distance Charges

Packing Materials & Supplies

Truck & Equipment Fees

Storage & Warehouse Charges

Inventory Documentation

Multiple Download Formats

Insurance & Liability Fields

Deposit & Payment Tracking

Special Services & Surcharges

How to Use Your Moving Invoice Template

Choose Your Format

Add Company Details

Document Move Details

Itemize All Charges

Calculate & Send

Common Moving Services to Include

Labor & Moving Services

Truck & Transportation

Packing Materials & Supplies

Special Item Handling

Access & Difficulty Surcharges

Storage Services

Packing Services

Additional Services

Insurance & Valuation

Administrative & Fees

Best Practices for Moving Company Invoicing

Provide Written Estimates Before Every Move

Document Everything with Photos

Be Transparent About Hourly Billing

Itemize Packing Materials Used

Explain Surcharges Clearly

Collect Deposits for Large Moves

Invoice Immediately After Move Completion

Maintain Detailed Inventory Lists

Include Your License and Insurance Info

Set Clear Payment Terms

Why Moving Companies Choose Invoice Mama

Invoice in Under 3 Minutes

Get Paid Same Day

Track All Your Moves

Professional Appearance

Mobile-Friendly

One-Time Payment

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