Mover Invoice Template — Local, Long-Distance
Local moves billed hourly with truck and crew, long-distance by weight or volume, packing services, valuation insurance, fuel and travel surcharges. Every billing model in one template.
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What goes on a moving invoice
●Truck + crew (per hour). Local moves; min 2-3 hour minimum standard.
●Long-distance (per pound / cubic foot). State pickup and delivery weights/volumes.
●Packing service. Per box or hourly.
●Materials (boxes, tape, paper, blankets). If supplied.
●Insurance / valuation. Basic vs. full-value coverage.
●Fuel / travel surcharge. Where the route exceeds standard.
●Stairs / long-carry / piano surcharge. Site-specific extras.
How moving jobs get billed
Local: deposit on booking + balance on completion.
Long-distance: deposit + final on delivery, possibly with COD on delivery.
Always reference the move date and origin/destination addresses on the invoice — required for insurance claims.
Tax notes
Moving services are typically fully taxable. Inter-state moves in the US are governed by federal regulation and may have specific invoice requirements (FMCSA). Long-distance international shipping has separate tax treatment for cross-border services.
Frequently asked questions
How do I price a local move?
Hourly with a minimum (2-3 hours typical). Include truck, crew, materials in the rate, or itemise separately. Quote the rate, the minimum, and any potential surcharges (stairs, distance to truck, parking).
How do I bill a long-distance move?
Per weight or volume, plus accessorials (packing, materials, insurance). Issue a binding or non-binding quote — binding protects the customer; non-binding lets you adjust to actual.
Do I need insurance line on the invoice?
Yes — show the valuation level chosen (basic released or full-value protection) and the customer-acknowledged liability. Required for claims if anything is damaged.
How do I handle add-ons discovered on move day?
Quote them on the spot, get sign-off, add to the invoice as separate lines. Common: extra stairs, long carry, oversized items, additional stops.
A sample moving invoice
Realistic, copy-and-paste-ready line items movers typically use. The figures are a rough guide for a mid-cost US market; set your own against local rates.
●Local move — 2-bed apartment to single-family home (8.2 miles) (estimate: 6 hrs × 3 movers at $135/hr crew rate): $810
●Materials — moving blankets, shrink wrap, mattress bag, tape (per move): $85
●Long carry premium — second-floor apartment with no elevator (40+ ft from truck to door): $95
●Heavy-item surcharge — piano (upright, 750 lbs) (per item): $185
●Stair-carry premium — 16 stairs each way (per flight): $45
●Truck mileage — pass-through at IRS commercial rate (8.2 mi at $1.25/mi): $10.25
●Fuel surcharge — current market rate adjustment (per move, capped): $25
Notes: Quoted as non-binding estimate based on inventory and walk-through. Final charges based on actual hours, materials, and surcharges. Payment due on completion before unload (per industry standard). DOT motor-carrier registration on file. Cargo insurance $0.60/lb minimum coverage included; full-value protection available at additional cost. Card, cash, and certified cheque accepted; personal cheques only with prior approval.
When the payment actually clears
Local moves pay on completion: customer pays before the crew unloads the truck. Card, cash, or certified cheque only — personal cheques bounce too often for moving companies to accept. Long-distance moves operate under federal regulation (FMCSA) with binding or non-binding estimates, partial payment at pickup, balance at delivery (limited to 10% above non-binding estimate or per binding contract). Corporate relocations pay through the corporate client Net 30-60.
Storage-in-transit (SIT) services bill monthly and are predictable recurring revenue. The cash-flow killer for movers is the customer who refuses to pay at delivery because of damage claims — federal law allows the carrier to hold goods until charges are paid, but state-by-state implementation varies. Always inventory before pickup (photographs, condition notes) to defend against post-delivery damage claims. Most successful local-moving companies blend residential moves with commercial relocations and recurring corporate accounts.
Five billing mistakes that hold up a mover's pay
●Quoting by inventory rooms instead of cubic feet or weight. 'A 2-bed apartment' varies widely in actual volume (200-700 cubic feet). When the truck arrives and reality differs, the dispute is ugly. Quote based on weight, cubic feet, or detailed inventory list. Photograph the walk-through; reference it on the contract.
●Not enforcing payment-before-unload. Standard industry practice: payment due before unloading. Card, cash, certified cheque only. State on contract; remind at pickup; collect before the first item leaves the truck at destination. Otherwise customers find 'damage' to negotiate down the bill at unload, and you have no leverage.
●Forgetting long-carry and stair-carry surcharges in the original estimate. Long carries (40+ ft from truck), stair carries, elevator delays, and shuttle requirements (when truck can't park close) add real time and labour. Walk-through the destination too, not just origin. State surcharges on the estimate; surprises generate disputes.
●Skipping cargo-insurance discussion. Standard $0.60/lb basic coverage is what federal regulations require but pays roughly $42 for a $4,000 broken TV. Full-value protection is $1.50-3.50 per $1,000 of declared value. Discuss at booking, document customer's choice in writing. Without it, broken-item claims become disputes.
●Letting customers add items at pickup without revised estimate. Customers say 'oh, can you also take the items in the garage?' Adding 15% volume without revised estimate triggers the contract's overage cap. Either revise the estimate in writing on the spot or schedule a second trip. Don't absorb the volume increase.
US tax notes for movers
Moving services are usually exempt from state sales tax (transportation service classification) in most states. In Hawaii the general excise tax still applies, as does New Mexico's gross receipts tax. The unique tax issue: cross-state interstate moves are federally regulated by FMCSA, and state-by-state tax treatment can vary based on origin/destination. Long-distance movers should consult tax-pros on multi-state operations.
Federal: Most moving companies are sole-prop, LLC, or S-corp. Mover deductibles often missed: DOT registration and motor-carrier authority fees (annual), commercial vehicle insurance and cargo insurance, vehicle fleet depreciation (Section 179 for trucks; can be substantial), fuel (largest expense for high-mileage operations), moving supplies inventory (blankets, shrink wrap, mattress bags, tape — high turnover), staff payroll, continuing-ed (FMCSA-related compliance training), and the under-claimed line — equipment-replacement costs (moving blankets get destroyed; dollies break; furniture pads tear — track and replace).
Not tax advice — confirm specifics with your CPA or state department of revenue.
A few more questions from the crew
How do I invoice for stairs, long carries, or shuttle requirements not in the original estimate?
Disclose them at the destination walk-through, before unloading. State on the original estimate: 'Estimate based on walk-through described; additional surcharges for unforeseen conditions billed on completion.' Specific surcharges: long carry beyond 40 ft = $X; stair carry = $45 per flight; shuttle (when truck can't park close, requires smaller-vehicle transfer) = $125-300 per shuttle event.
Should I require deposit on local moves?
Standard practice is no deposit for local moves; payment in full on completion. Long-distance moves require deposit (typically 25%) plus full payment at pickup or delivery per federal regulations. Some local movers require small deposit ($100-250) on weekend or holiday bookings to discourage no-shows.
How do I handle a customer who claims damage after the move?
Inventory pre-move with photos. At delivery, customer signs inventory checklist with condition notes. Damage discovered later must be claimed within 9 months (per federal regulation for interstate; varies for local). Cargo insurance handles legitimate claims. Document everything; many post-delivery 'damage' claims don't hold up against the signed inventory.
Can I refuse to move a customer's prohibited items?
Yes — and federal regulations require it. Prohibited items: hazardous materials (paint, gasoline, propane), perishable food, plants, pets, personal items (passports, jewelry, cash, important documents). State on the contract: 'Carrier does not transport hazardous, perishable, or personal-valuables items per DOT regulations. Items found in transit are customer's responsibility.'
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