Free Moving Company Invoice Template
Bill crew hours, truck fees, travel time and packing materials with the addresses, move date and valuation coverage on the invoice. Download it free in Word, Excel or PDF, or fill it in online.
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Filled-out sample moving company invoice. The download is the blank version.
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What to Put on a Moving Company Invoice
A moving invoice gets checked line by line, so show how each charge was reached. Include these items:
Moving Company Invoice Checklist:
- Business details: your company name, contact information and license numbers
- Customer: the name and phone of the person who booked the move
- Addresses: the origin and destination, with floor or unit and any access notes
- Move date and times: the date, the start time and the finish time
- Crew and truck: the number of movers, the hourly rate for the crew and the truck fee
- Travel time: the time from your yard to the origin and back, if you charge for it
- Materials: boxes, wrap, tape and mattress covers, with quantities
- Special items and access: a piano, safe, heavy items, stairs and long carries
- Valuation coverage: the protection level the customer chose
- Total due and payment terms: the amount owed, accepted payment methods and when payment is due
Hourly Crew Rate, Truck and Travel Time
Local moves are usually billed by the hour for a crew and a truck. State the crew size and the hourly rate together, such as "3 movers and truck, 5 hours at $165". Show the start and finish times in the notes, since time is the number customers dispute most. If you bill travel time, give it its own line, and say whether the clock starts at your yard or at the first address. Rates vary by region, and the numbers in the sample below are examples only.
Stairs, Long Carries and Heavy Items
Extra labor should be visible. Many movers add a flat fee for stairs, a long carry from the truck to the door, or items over a set weight, and charge separately for a piano, safe or hot tub. Name the item and the fee on a separate line. If the fee was in your estimate, the customer should recognize it on the invoice.
Binding and Non-Binding Estimates
Say which kind of estimate the invoice is based on. A binding estimate fixes the price for the listed items. A non-binding estimate can change with actual weight or time. For US interstate moves, federal rules limit what a mover can collect at delivery on a non-binding estimate, so check the current rules from the Federal Motor Carrier Safety Administration before you set your terms.
Valuation Coverage
Movers are liable for damage under valuation coverage, not insurance. On US interstate moves, the default released value protection pays 60 cents per pound per article. A 10 pound lamp that breaks pays $6.00, whatever it cost. Full value protection costs extra and covers repair, replacement or cash value. Record which option the customer chose and the amount charged for it. Rules for local moves differ by state.
Interstate Moves: USDOT and MC Numbers
Interstate movers must be registered with the Federal Motor Carrier Safety Administration. Put your USDOT number and MC number on the invoice. Reference the bill of lading and the inventory by number, since those two documents are what a claim or a dispute gets measured against.
Example Moving Company Invoice
Here is what a moving company invoice looks like using our template. Amounts are examples only:
How to Use
- 01Pick Word, Excel or PDF above, or choose the online builder.
- 02Add your business details, license numbers and the customer name.
- 03Enter the origin and destination addresses, the move date and the start and finish times.
- 04List crew hours, truck, travel, materials and special items on separate lines.
- 05Add the valuation coverage and payment terms in the notes, then send or print the invoice.
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Prefer to fill it out yourself? Download a blank template to print or edit.
Common Questions About Moving Company Invoices
How do I invoice a moving job?
Include your business and license details, the customer, the origin and destination addresses, the move date, start and finish times, the crew size and hourly rate, the truck fee, travel time, materials, special items, the valuation coverage chosen and the total due.
How is moving time usually billed?
By the hour for a crew and truck on local moves, often with a minimum of two to four hours. Travel time may be billed or built into the rate. Say which on the invoice.
What is valuation coverage?
It is the amount a mover is liable for if something is lost or damaged. On US interstate moves the default released value is 60 cents per pound per article. Full value protection costs more and pays repair or replacement. Record the option the customer picked.
What is the difference between a binding and non-binding estimate?
A binding estimate fixes the price for the items listed. A non-binding estimate is a best guess that can change with the actual weight or time. Note which one applies.
Do I need a USDOT number on a moving invoice?
Interstate movers must be registered with the Federal Motor Carrier Safety Administration and should show their USDOT and MC numbers. Local movers should check state rules.
Is this moving company invoice template free?
Yes. The Word, Excel and PDF downloads are free, with no sign-up and no watermark, and the online builder needs no account.
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