AvoMoving Company Invoice Template (Free Fillable PDF)
Moving invoices are compared against the estimate by a customer who is tired, stressed and surrounded by boxes, so clarity matters more than anywhere else: crew × hours × rate for local moves, weight × rate for long distance, then packing, materials and the specific extras (stairs, long carry, piano) each on its own line with the reason. Federal rules for interstate moves and state rules for local ones also require certain items on the bill. This template has fields for the estimate reference, the valuation option and the deposit.
Free, fillable, US Letter. No email, no sign-up. Fill in your company, DOT or state license number once. For each move change the customer, the addresses, the crew and the lines.
What the PDF looks like. The hints in the line table show the lines a mover typically bills; type over them.
Why moving invoices get paid late
Hours that do not match the day
“Moving, 7 h” when the customer counted six. Write the start and end times, the break, and the travel time billed.
Extras that appear at the end
Stairs, a long carry from the truck, a piano: all legitimate, all disputed when they first appear on the invoice. Put them on the estimate as conditional lines and reference them.
Valuation unexplained
The customer thinks “insurance” was included. State the valuation option chosen (released value at 60¢/lb, or full value) and its cost on the invoice.
What to include on a moving invoice
- Company name, address, contact, USDOT and MC numbers or state mover licenseRequired on interstate bills of lading and on most state-regulated local moves.
- Customer name, origin and destination addresses, move dateBoth addresses in full; the invoice doubles as the move record.
- Invoice number, date, due date and estimate or order numberReference the binding or non-binding estimate.
- Labor: crew size, start and end times, hours × hourly rateLocal moves. Travel time or a flat trip fee as its own line.
- Weight or volume × rateLong-distance moves, with the scale ticket weight.
- Packing services and materialsPacking labor by hours; boxes, paper, tape by count.
- Extras: stairs, long carry, elevator, shuttle, piano or safe, bulky itemsEach named with the reason.
- Valuation coverage, deposit credited, payment termsValuation option and cost; balance due on delivery before unloading is common and must be stated.
Example moving invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Local move, 3-person crew, 8:00 am–2:30 pm (30 min break) | 6 h × $165.00 | $990.00 |
| Travel time, shop to origin and destination to shop | 1 h × $165.00 | $165.00 |
| Packing materials: 24 medium boxes, 6 wardrobe boxes, paper and tape | 1 lot | $214.00 |
| Stair carry, 3rd floor walk-up at destination | 1 | $120.00 |
| Deposit received Feb 28 | −$300.00 | |
| Total due | $1,189.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each mover job. Export and send by email or text.
Fill it on your iPhone in a minute instead
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Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
Can a moving company charge more than the estimate?
For interstate moves, federal rules limit what the mover can demand at delivery: the binding estimate amount, or 110% of a non-binding estimate, with the rest billed later. Many states have similar caps for local moves. The invoice should reference the estimate so the customer can check.
Is it normal to pay movers before they unload?
Yes for most companies, and it must be stated on the estimate and the invoice. Interstate rules allow the mover to require payment before unloading; local rules vary. Print the terms so there is no argument on the driveway.
How should movers bill travel time?
As a separate line: either actual time from the shop to the origin and from the destination back, or a flat “trip fee” stated on the estimate. Folding it into the labor hours is what starts the “we counted six hours” dispute.
What is valuation and why is it on the invoice?
Valuation is the mover's liability for loss or damage. Released value (60¢ per pound per item) is included free; full-value protection costs extra. The invoice shows which the customer chose and what it cost, because that choice determines any claim.
What license numbers go on a moving invoice?
USDOT and MC numbers for interstate movers; the state mover license or permit number for local moves in states that regulate them. Include them in the header; customers and regulators look for them first.