Invoice Template for Moving Companies: What to Include, How to Send It, and How to Get Paid
Download a free invoice template for moving companies with mover-specific line items, USDOT guidance, BOL vs. invoice details, and payment tips.
A moving invoice is not a generic service bill. It carries a USDOT number, an itemized line for stairs and long carries, a reference to the bill of lading, and often a customer signature at delivery. A clear invoice makes same-day payment easier because the customer can see what they owe, why they owe it, and how to pay. Missing fields can lead to disputes, delayed payment, or extra follow-up after the move.
Use this page to build a moving invoice with the right job details, line items, payment terms, and records for local, flat-rate, and long-distance moves.
What should a moving company invoice include?
Every moving invoice, whether local or interstate, residential or commercial, should carry the same core fields. Missing any of them is what turns a clean job into a disputed one.
- Business identity: legal business name, DBA, physical address, phone, email, and (for interstate household goods carriers) your USDOT and MC numbers.
- Customer and job info: customer name, pickup address, delivery address, move date, and crew size.
- Bill of lading reference: the BOL number tied to this move, so the invoice and the contract of carriage reference each other.
- Itemized line items: labor hours × crew size × hourly rate, truck/travel fee, mileage (for long-distance), packing materials by unit, and any add-ons.
- Mover-specific add-ons in plain English: stairs (per flight), long carry (distance from truck to door beyond a standard threshold, usually 75 feet), shuttle (a smaller truck used when the primary truck can't reach the door), and storage-in-transit or SIT (short-term storage between pickup and delivery).
- Payment terms: due date, accepted methods (ACH, card, check), late-fee policy, and card surcharge disclosure if you pass processing fees on.
- Invoice number and issue date: a unique number so you can match the invoice to the job, the BOL, and the bank deposit later.
Mover add-ons, decoded
Customers dispute what they don't understand. Spell out the add-ons on the invoice itself:
- Stairs charge: a flat fee per flight above the first, typically applied at both origin and destination.
- Long carry: extra labor when the crew has to carry items more than a set distance from the truck to the door.
- Shuttle fee: applied when a smaller truck is required because a tractor-trailer can't access the residence.
- SIT (storage-in-transit): a daily storage rate when goods are held between pickup and delivery, plus a redelivery fee out of storage.
- Bulky item fee: piano, safe, hot tub, treadmill.
What should a free moving company invoice template include?
Paste this into a Word doc, Google Doc, or spreadsheet. Every bracketed field is meant to be filled in per job.
[COMPANY LOGO] INVOICE
[Company Legal Name / DBA] Invoice #: MV-2026-0417
[Street Address, City, State ZIP] Issue date: [MM/DD/YYYY]
[Phone] · [Email] · [Website] Due date: [MM/DD/YYYY]
USDOT #: [XXXXXXX] MC #: [XXXXXX] BOL #: [XXXXXXX]
BILL TO JOB DETAILS
[Customer name] Move date: [MM/DD/YYYY]
[Billing address] Origin: [Pickup address]
[Phone / email] Destination: [Delivery address]
Crew size: [# movers]
Truck size: [ft]
Estimate type: [Binding / Non-binding]
LINE ITEMS
------------------------------------------------------------------------
Description Qty Rate Amount
------------------------------------------------------------------------
Labor (crew of [X]) [hrs] $[rate]/hr $[amount]
Truck & travel fee 1 $[rate] $[amount]
Mileage ([origin → destination]) [mi] $[rate]/mi $[amount]
Packing materials: boxes [qty] $[rate] $[amount]
Packing materials: tape/paper [qty] $[rate] $[amount]
Stairs (per flight, [# flights]) [qty] $[rate] $[amount]
Long carry (over 75 ft) 1 $[rate] $[amount]
Shuttle fee 1 $[rate] $[amount]
Storage-in-transit ([# days]) [days] $[rate]/day $[amount]
Bulky item fee: [piano/safe] 1 $[rate] $[amount]
------------------------------------------------------------------------
Subtotal: $[amount]
Sales tax ([X]%): $[amount]
Deposit applied: -$[amount]
BALANCE DUE: $[amount]
------------------------------------------------------------------------
PAYMENT
Accepted: ACH bank transfer, Visa/MC/Amex/Discover, check payable to [Company]
ACH / Card: [payment link] Check mailing address: [address]
Late fee: [X]% per month on balances more than [X] days past due.
Card surcharge: A [X]% surcharge applies to card payments where permitted by law.
CUSTOMER ACKNOWLEDGMENT
By signing, the customer confirms the goods listed on BOL #[XXXXXXX] were
delivered in the condition noted and agrees to the charges above.
Customer signature: ___________________________ Date: _________
Crew lead signature: ___________________________ Date: _________Tip: if you use an AI tool to format the template, review the formulas and fields before sending it to a customer. You can also build the same fields in a spreadsheet or create the invoice from your Novo account.
How do hourly, flat-rate, and long-distance moving invoices differ?
The move type dictates the invoice math. Get the header right and the line items follow.
Hourly local moves
Local moves under roughly 50 miles are typically billed hourly. Show the crew's start time, stop time, total hours, and crew size. If you have a minimum-hour policy (three hours is common), print it on the invoice so the customer sees it before they sign. If you bill travel time from your yard to the origin and from the destination back to the yard, list it as a separate invoice line.
Flat-rate moves
Flat-rate quotes are either binding or non-binding, and the invoice needs to say which. A binding estimate means the final price is locked to the quote, even if the actual weight or hours run higher. A non-binding estimate can adjust up or down based on the actual services performed.
For non-binding estimates on interstate household goods moves, FMCSA's 110% rule limits what the mover can collect at delivery. The customer only has to pay up to 110% of the non-binding estimate at delivery, with any remaining balance due within 30 days. Put a plain-English version of that on the invoice so the customer knows what they owe now vs. later.
Long-distance and interstate moves
Interstate residential moves are usually billed by weight (per hundred pounds, or "per cwt") or by cubic foot for smaller shipments. The invoice needs to reference the certified weight ticket, which is the scale ticket from a certified weigh station showing empty (tare) and loaded (gross) weights. Attach it to the invoice as a PDF. Without it, weight-based billing is disputable.
When to convert the estimate into a final invoice
Do it after unload but before the customer signs off. The crew notes their end time, you reconcile against the estimate, add any overages with a written explanation next to each line, and hand the customer a printed or emailed invoice on the spot. Overages without line-item explanations are a common reason moving invoices get disputed.
How to invoice movers step by step
- Confirm the estimate matches the actual move. Pull the written estimate and check crew size, truck size, mileage, and services. Note any deviation.
- Log labor, mileage, and materials. Crew start/stop times, odometer readings, and every box and roll of tape used on the job.
- Apply the deposit and calculate the balance due. Subtract the deposit line so the customer sees exactly what's left.
- Send the invoice the same day. Email a PDF with the BOL attached, from a business address (not Gmail), with the invoice number in the subject line.
- Offer ACH, card, and check. Put a payment link in the email. Card surcharge disclosed if you use one.
- Follow up on unpaid invoices at 7, 14, and 30 days. Three short emails, each one referencing the invoice number, the balance, and the late-fee date.
What payment terms should movers put on invoices?
Deposits
Deposit practices vary by state, move type, and company policy. If you require a deposit for an interstate household goods move, state the amount, refund terms, and cancellation window clearly on the invoice and in your written agreement, and confirm the current FMCSA and state requirements before using that language. State rules govern local intrastate moves, so check your state DOT or public utilities commission.
When payment is due
For many residential moves, payment is due at delivery. For interstate household goods moves, collect only the amount allowed under the applicable estimate and FMCSA rules, and follow state rules for intrastate moves. Commercial moves for offices, property managers, and relocations paid by an employer are usually net 15 or net 30, sometimes net 45. Put the due date on the invoice, not just the payment terms.
Late fees
A common structure is 1.5% per month (18% annualized) on balances more than 30 days past due, but the ceiling is set by state usury law. Print the rate on the invoice, because an undisclosed late fee is difficult to collect.
Card surcharge disclosures
If you pass card processing fees to the customer, disclose the surcharge on the invoice and confirm your state law, processor rules, and card-network rules before charging it. Some states restrict or prohibit surcharging, and card networks typically require merchants to disclose the fee at the point of sale and cap it at the actual cost of acceptance.
Why ACH matters on big moves
On a $6,800 long-distance move, a 2.9% card fee costs roughly $197. ACH on the same job may cost a lower flat fee or capped fee, depending on your payment provider. The bigger the invoice, the more the payment rail choice matters, which is why many movers offer ACH alongside card on commercial and long-distance jobs.
What records do moving companies need to keep for taxes and compliance?
The IRS requires businesses to keep records that support income and deductions, including invoices, receipts, and related job documents, for as long as they are material to a tax return. For most movers that means at least three years from the date the return was filed. For fuel, per-diem, and equipment depreciation, longer is safer. A full list of moving-company deductions can help you decide which receipts to file per job.
Per-job, keep:
- The signed bill of lading
- The final invoice (matching BOL number)
- Fuel receipts for the truck used on the job
- Materials receipts (boxes, tape, blankets, shrink wrap)
- Weight tickets for interstate moves
- Toll and parking receipts
FMCSA compliance for interstate movers
Interstate household goods movers must operate under a USDOT number issued by FMCSA, carry an active MC number, and provide customers with the Your Rights and Responsibilities When You Move booklet and the Ready to Move brochure before the move. The invoice header is where your USDOT and MC numbers belong.
State sales tax on moving services
Sales tax treatment on moving labor and packing materials varies by state. Some states tax packing materials but not labor. Some tax the whole invoice. A few exempt residential moves entirely. Confirm with your state department of revenue, because it's not something to guess at.
Separating business and personal finances
The SBA advises small businesses to open a dedicated business bank account. Running invoices through a personal checking account makes bookkeeping and tax records harder to manage, and it complicates the paper trail auditors and lenders expect to see. If you're still weighing that step, see the differences between business vs personal checking.
How does invoicing and getting paid work with a Novo business account?
Novo business checking has a $0 monthly fee and no minimum balance requirement. You can send invoices from your Novo account, accept ACH and card payments, and receive the funds in the same account you use to pay your crew. For a wider view of which account works best for a moving operation, see Novo's guide to the best business bank for moving companies.
The reconciliation piece matters more for movers than for most industries because your invoices are large and your line items are complex. Novo connects to QuickBooks, Stripe, and Shopify, which can help movers match invoice payments with their business checking activity without manual duplicate entry.
ACH settlement timing
Standard ACH credits settle in 1–2 business days. Same Day ACH, per NACHA rules, allows eligible payments initiated before the daily processing cutoffs to settle the same business day. For movers, an eligible Same Day ACH payment initiated Tuesday morning after a Monday move may settle the same business day, depending on cutoffs, processor timing, and account review.
The cash tradeoff, stated plainly
Novo does not accept cash deposits. That matters for movers because some residential customers still pay the crew in cash. If you take cash regularly, you have two options:
- Route customers to ACH, card, or check on the invoice. A clear invoice with an ACH or card payment link gives cash-paying customers another way to pay before the crew leaves.
- Deposit cash outside Novo and transfer the funds in. Some movers deposit cash at another institution or use a check-cashing step, then move the proceeds into their Novo account by ACH.
Cash-heavy movers can use Novo if they choose a cash-handling workflow before they start sending invoices.
Do I need a USDOT number on my moving invoice?
Short answer for interstate household goods movers: yes. FMCSA requires interstate motor carriers of household goods to display an active USDOT number, and putting it on your invoice (and BOL, and truck) protects you in a dispute and makes it easy for the customer to look you up on FMCSA's SAFER system.
Place it in the header, next to your business name and phone number. Format: USDOT #1234567 · MC #123456.
For intrastate movers (local, within one state), USDOT is not always required, but many states require a state-level DOT or public utilities commission number instead. California uses a CAL-T number. Florida requires a state IM number. Check your state before you print invoices without it.
What's the difference between a bill of lading and a moving invoice?
They are two documents that do two different jobs, and both are required on an interstate household goods move.
- Bill of lading (BOL): the contract of carriage and receipt for the goods. FMCSA requires it on every interstate household goods shipment. The customer signs it at pickup (confirming what's being loaded) and at delivery (confirming what arrived and its condition). The BOL number is the single most important reference number on the job.
- Moving invoice: the itemized request for payment. Labor, mileage, materials, add-ons, deposit, balance due.
The BOL is a contract. The invoice is a bill. They should reference each other: put the BOL number on the invoice, and the invoice number on your copy of the BOL, so your records reconcile cleanly at tax time.
How fast should I send a moving invoice, and how fast do I get paid?
Send it the same day the move completes. Crew notes are fresh, the customer's memory is fresh, and payments taken on delivery day follow the timelines below.
Timing, in practice:
- Card payments: authorize instantly at delivery. The customer sees the charge immediately. Funds typically deposit into your business account in 1–2 business days.
- Standard ACH: 1–2 business days to settle.
- Same Day ACH: eligible payments initiated before NACHA cutoffs settle the same business day.
- Paper check: as long as it takes to mail, deposit, and clear, usually 3–5 business days after receipt.
Follow up on unpaid invoices at 7, 14, and 30 days. A 30-day reminder should restate the invoice number, BOL number, balance due, and late-fee date.
Frequently asked questions
How do I invoice a customer for a move that ran over the estimate? Add the overage as its own line item with a short written explanation ("Additional 2 hours labor — customer added storage unit at origin"). Reference the original estimate number and, for interstate non-binding estimates, apply the FMCSA 110% rule at delivery.
Can I charge a card processing fee on a moving invoice? In most states, yes, if you disclose the surcharge at the point of sale and on the invoice and cap it at your actual cost of acceptance. Check your state, because a small number restrict or prohibit surcharging.
What's the fastest way to get paid on a large commercial move? Send the invoice the same day with an ACH payment link. Same Day ACH can move funds the same business day under NACHA rules; standard ACH settles in 1–2 business days.
Do I need to keep paper copies of moving invoices? For tax records, digital invoices are generally usable if they are legible, complete, and retrievable. For FMCSA-required moving documents, confirm the applicable electronic record and retention rules before going paperless. Keep records for at least three years.
Disclosures
Novo Platform Inc. ("Novo") is a fintech, not a bank. Banking services provided by Middlesex Federal Savings, F.A., Member FDIC. Eligibility subject to final Novo determination.
Novo Platform Inc. ("Novo") strives to provide accurate information but cannot guarantee that this content is correct, complete, or up-to-date. This page is for informational purposes only and is not financial or legal advice nor an endorsement of any third-party products or services. All products and services are presented without warranty. Novo Platform Inc. does not provide any financial or legal advice, and you should consult your own financial, legal, or tax advisors.