Download Free Moving Company Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Moving Company Invoice Template

Best for:

Logo, valuation, claim and PO fields.

Printable Moving Company Invoice Template

Best for:

Totals, waiver, signatures, COI note.

Editable Moving Company Invoice Template

Best for:

Edit crews, stairs, long carry, piano.

Free Moving Company Invoice Template

Best for:

Rooms, inventory, hours, truck, travel.

How to Invoice as a Moving Company

Keep it simple and documented so clients see the work, the math, and the final balance without surprises.

Free Online Invoice Generator

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In 5 Steps:

Confirm scope, access limits, rates, minimum hours, and deposit in writing before the move.
Track crew count, start and stop times, miles, and any add-ons while the job runs.
Calculate labor and travel, add truck fee, fuel, materials, and any third-party charges.
Apply the deposit, add taxes where required, and show any discounts or credits.
Attach the signed bill of lading, set the due date, and send the invoice with how to pay.

Free Online Invoice Generator

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What to Include in a Moving Company Invoice

These are the must-have fields that make your invoice clear and compliant.

Business name, address, and contact info
Client name and contact
Invoice number and invoice date
Move date(s) and job or order ID
Origin and destination addresses
DOT and MC or local license number
Bill of Lading or move order number
Crew count and hourly or flat rate
Start time, stop time, and total hours
Truck or travel fee and fuel surcharge
Valuation coverage option and rate
Payment terms, taxes on taxable items, deposit received, and balance due (check local rules)

Billing Scenarios for Moving Companies

How to label charges so every invoice makes sense the moment your clients see it.

Labor: crew hourly; Travel time/truck fee

Local move billed hourly with a three-hour minimum

This separates time on the job from time getting to and from the job so the rate feels fair.

Transport: weight-based; Fuel surcharge

Long-distance move priced by weight with a fuel surcharge

Weight sets the base cost and fuel reflects current operating costs.

Packing labor; Packing materials

Full packing service with boxes and tape supplied

Clients can see what they paid for hands and for supplies.

Special handling: bulky item; Equipment rental

Specialty item like a piano or safe that needs extra handling

Show the selected coverage and rate. Include claim contact and note any limits, and check local rules.

Shuttle service; Extra handling time

Limited access requires a shuttle truck from street to home

A second vehicle and transfer steps add time and fuel.

Storage-in-transit: daily; Warehouse handling

Clients see the holding cost and the work to move in and out of storage.

Free Online Invoice

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Accessorials and billing charges for moving companies

Break out crew labor, truck and travel, packing, stairs, heavy items, permits, and storage with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Crew Labor

Time

Standard loading and unloading

Qty × hourly rate. Log actual hours by crew size for transparency and accurate job costing.

Truck & Travel Fee

Item

Drive time to/from locations

Qty trips × flat rate. Covers truck, fuel, and wear; list separately from labor to avoid confusion.

Packing Labor

Time

You pack customer belongings

Qty × hourly rate. Record start/stop times; note rooms packed to justify scope.

Boxes & Packing Materials

Item

Taxable

You supply boxes or wrap

Qty × unit cost × (1 + markup%). Itemize cartons, paper, wrap so customers keep what they pay for.

Disassembly & Reassembly

Time

Beds, tables, or shelves

Qty × hourly rate. Note pieces handled to set expectations and reduce callbacks.

Stair or Long Carry

Item

Stairs or 75+ ft carry

Qty occurrences × rate. Use per flight or distance bracket; document building rules in notes.

Heavy Item Handling

Item

Safes, pianos, large appliances

Qty items × rate. Requires extra crew or gear; confirm liability and access before day-of.

Shuttle Service

Item

Big truck can’t access site

Qty shuttles × rate. Smaller vehicle ferries goods; include added time in crew labor.

Storage-in-Transit

Item

Short-term holding between dates

Qty days × daily rate. Note warehouse in/out dates to align with delivery window.

Parking Permit Procurement

Item

City requires curb space permit

Pass-through as billed. Add admin time under Crew Labor; attach permit reference for records.

Save and reuse your moving rates and fees

Create a free account and save labor, travel, packing, and accessorial fees once, so nothing gets retyped.

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Common Moving Company Invoicing Mistakes

Moves are messy and clients are stressed. These fixes keep invoices crystal clear and prevent disputes.

Mistake

How to fix it

One lump sum with no breakdown triggers pushback and slows payment.

Split labor, travel, truck, materials, and surcharges so the math is clear.

Not recording crew size and start/stop times invites hour disputes.

Capture times per mover and total hours on the day and include them on the invoice.

Add your DOT and MC or local license and the bill of lading or order number for traceability.

Show the selected coverage and rate. Include claim contact and note any limits, and check local rules.

Forgetting to apply the deposit leads to overcharging and refund delays.

List the deposit as a prior payment and subtract it from the total to show the true balance due.

Mixing taxable materials into labor causes tax errors and audit risk.

List materials on their own with unit prices and tax only those lines, and follow local tax rules.

Moving Companies Invoice FAQs

Bill local and interstate moves right. Minimums, travel time, accessorials, valuation, storage, and building COIs spelled out for faster payment, clear answers.

How should I bill minimum hours and travel time on local moves?

Most movers use a 2–4 hour minimum plus drive time. List the minimum block, then add travel or “truck and travel.” Example line items: Labor 3 hr @ $150/hr = $450; Travel time 1 hr = $150.

What belongs under accessorial charges like stairs, long carry, and elevator waits?

Accessorials cover time and effort outside standard loading. Add lines for stairs per flight, long carry by distance, and elevator or waiting time. Example: Stairs, 2 flights = $60; Long carry, 200 ft = $90; Elevator wait, 30 min = $45.

Do I charge for packing materials by item or as a kit?

Both work. Show quantities and unit prices or a kit price by room size. Example: Wardrobe boxes x4 @ $16 = $64; Shrink wrap 2 rolls @ $20 = $40; 2-bedroom packing kit = $185.

How do deposits and final payment work for long-distance jobs?

A relocation company may take a nonrefundable deposit to lock the date. The balance is due at delivery based on weight and miles. Example: Booking deposit 15% = $375; Linehaul 6,000 lb @ $0.85 = $5,100.

When do shuttle truck or parking permit fees apply?

Use a shuttle when the big truck cannot access the home. Add city permits when required. Rules vary—check local rules. Example: Shuttle truck service = $350; City parking permit pass-through = $75.

How do I show valuation coverage and its cost?

List the valuation option, declared value, and the premium. Note if it is Released Value or Full Value Protection. Example: Full Value Protection, $6 per lb on 8,000 lb = $48,000; Premium at $0.75 per $100 = $360.

How do I bill storage-in-transit and redelivery?

Charge SIT by day or month plus warehouse handling in and out. Add a separate redelivery fee when the customer is ready. Example: SIT 14 days @ $18/day = $252; Warehouse handling in/out = $120; Redelivery local = $180.

How do I handle change orders when the customer adds rooms on move day?

Write a change order, get a signature, and add labor, time, and materials. Show the delta clearly. Example: Added bedroom pack, 2 hr @ $150/hr = $300; Boxes x10 @ $3.50 = $35.