A moving company invoice template is used by moving companies (full-service movers) to create professional, accurate invoices for their clients.

A movers invoice outlines the business name, moving services provided, the cost, and any additional fees or charges. Using a moving company invoice template to create consistent and comprehensive invoices can help streamline the billing process, reduce errors, and increase customer satisfaction.

Read on to learn what a moving company invoice template is and how it can benefit your moving company, and download our free moving company invoice template!

Moving company invoices are an organized record of job details and payment expectations representing an agreement between your company and your customer.

Providing a clear and detailed invoice helps to ensure customer satisfaction and avoid disputes over the cost of services. A professional invoice communicates to customers that your company is organized, takes the time to document its services, and is committed to

• Accuracy: ensuring that all charges are accurately documented.
• Transparency: clearly outlining the cost of a move, including all fees, to avoid misunderstanding.
• Record Keeping: issuing records of services provided for reference or tax purposes.
• Customer Satisfaction: making it easy for customers to understand and pay their invoice.
• Payment Tracking: keeping precise records and ensuring you are compensated for your services on times.
• Legal Protection: providing a written record of the services rendered and the expected payment and payment terms.

• Date of invoice.
• Invoice number.
• Company name and contact information.
• Customer name and contact information.
• A detailed list of services provided (i.e., packing, loading, transportation, unloading).
• Costs for each service.
• Additional fees (i.e., insurance, storage, overtime) and sales tax.
• Quantity and description of items moved.
• Distance traveled.
• Total amount due.
• Payment terms (i.e., due upon receipt, credit card payment accepted, etc.).

Step 1: Gather all the necessary information and details of the move.

Step 2: Download our free moving company invoice template, or use Google Docs, Google Sheets, Excel, or invoicing software to create an invoice.

• Be specific when listing costs for standard and additional services
• List costs for services like packing, loading, transportation, and unloading
• Be sure to account for applicable taxes and fees
• Include any terms and conditions, as well as payment expectations (i.e., 30 days, net 45, immediate)

Step 3: Issue the invoice: send the invoice to the customer via email, mail a printable copy, or provide a printed copy at the time of the move. Schedule reminders via email or phone to ensure timely payments, and be sure to track the payments you’ve received.

Most of your professional invoices will follow a standard format. Still, there are instances when a particular invoice is necessary. We’ve listed some of the most common types below:

Hourly rate invoice: based on the number of hours the moving company spends on the job.

Weight-based invoice: based on the total weight of the items being moved.

Distance-based invoice: based on the distance from location to location.

Packing materials invoice: lists physical incidentals (packing materials like moving boxes, packing tape, and bubble wrap) used during a move.

Flat-rate invoice: (less common) lists a fixed price for the moving job.

Once the job has been completed and all services rendered, it’s time to send that invoice! Although you’ve provided a quote to secure the job, drafting an official invoice helps ensure that all charges are accurate, and allows time for any discrepancies to be addressed before payment is requested.

Avoid confusion and improve customer satisfaction by helping customers understand what they’re paying for.

Be transparent and thorough: Your professional invoice should clearly outline all services, total, and payment terms.

Worried you’ve missed something? Review our moving invoice template checklist

Consistency is key: A formatted and professional invoice makes a positive impression on customers and provides a legal record of your payment agreement.

To create clear, organized invoices, use a professional moving company invoice template or invest in invoicing software.

Help yourself: Make it easier for clients to understand and pay your invoice by clearly listing all line items, payment methods, and payment terms. Use a system to track payments, manage your finances, and promptly follow up on unpaid invoices, negotiating payment terms if necessary.

Following these tips will help you maintain clear lines of communication with your customers and ensure a positive, professional relationship.

A moving company invoice template helps you provide a clear and organized record to every customer, build trust, and establish your brand.
Create a custom moving company invoice using our blank fillable template. You’ll also receive a sample invoice to show how to complete the form.