What should a moving company invoice include?

Your company details (with your USDOT or state license number, if you have one), the move date and addresses, each mover’s hours, the hourly rate, materials, any agreed extra fees as separate lines, the deposit already paid and the balance due, with your payment terms.

Should I charge travel time on a moving invoice?

That is your pricing decision and the rules vary by state and by the type of move. Whatever you charge, put it in the estimate and show it as its own line on the invoice.

Should my USDOT or license number be on the invoice?

If you have one, put it on your estimates and your invoices. Movers’ associations tell customers that a legitimate mover shows its USDOT or state license number, and customers can look a USDOT number up. Whether you need a USDOT number, a state license or both depends on where and how you move, and the rules come from FMCSA and your state, not from us. Check them at fmcsa.dot.gov.

How soon should I send a moving invoice?

The same day. The customer can check the hours while the move is fresh, and questions get settled before they turn into disputes.

Moving company invoice template, with crew hours built in

Most invoice templates are built for a product sale. A move is billed on time, so the invoice has to show who worked, from when to when. Below is a free template you can print, what goes in each box, and how to get it to the customer before the truck is back at the yard.

The free template

It prints on one page, letter or A4. Print a pad of them for the truck, or fill one in on screen and print it as a PDF.

Moving invoice

Invoice no. ________ Date ________

Your company, phone

USDOT / state license no.

Customer, phone

Move date

Estimate / job no.

From (origin)

To (destination)

Blank rows for each mover's hours
Mover and role	Start	Stop	Break	Hours

Total crew hours × rate

Travel / truck time

Materials (item × qty)

Agreed extra fees (stairs, long carry, heavy items)

Deposit paid

Balance due, and payment terms

Customer signature: I confirm the hours above

A filled-in crew section

Invented values, to show the level of detail that settles a question about hours. Your rates and fees are yours to set.

Example crew hours
Mover and role	Start	Stop	Break	Hours
A. (foreman)	8:00	13:30	0:30	5.0
B. (driver)	8:00	13:30	0:30	5.0
C. (mover)	8:00	13:00	0:30	4.5
Total crew hours				14.5

What goes on a moving invoice

Your company details, with your USDOT number or state mover’s license number if you have one, an invoice number and the invoice date.
The customer, the move date, and the origin and destination addresses.
Each mover by name and role, with start time, stop time and break, and the hours that makes.
Total crew hours, the hourly rate and how travel or truck time is charged.
Materials: boxes, tape, wrap, mattress bags, by quantity.
Extra fees you agreed in advance, such as stairs, long carries or heavy items, each on its own line.
Any deposit already paid, and the balance due, with your payment terms.
A line for the customer’s signature, confirming the hours.

How to invoice a move the same day

Record start and stop times as they happen, not from memory at the end of the week.
Have the foreman total the hours and materials before the crew leaves the last address.
Walk the customer through the hours while they are still standing there, and get the signature.
Send the invoice that day. Questions are easier to answer while everyone still remembers the move.

Common invoice disputes, and how the timesheet settles them

"You were here for less time than that." A start and stop time per mover, signed at the end of the job, answers it.
"We didn’t agree to that fee." Put extra fees in the estimate, and on the invoice as separate lines with the same names.
"Why are there four movers?" Put crew size in the estimate, and list each mover on the invoice.
"The deposit isn’t showing." Show the deposit as its own line, subtracted before the balance.

Or skip the template: invoices from the clock-in record

Movers clock in and out at the job site from their phone. The location is captured and checked against the site.
Each mover’s hours become a timesheet that you approve.
From Finance you generate invoices from approved timesheets, one per customer, with a line for each timesheet.
Sending the invoice emails the customer a link to view it.
The crew’s payouts are generated from the same approved hours, so the customer and the crew are paid on the same numbers.

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Questions people ask

What should a moving company invoice include?: Your company details (with your USDOT or state license number, if you have one), the move date and addresses, each mover’s hours, the hourly rate, materials, any agreed extra fees as separate lines, the deposit already paid and the balance due, with your payment terms.
Should I charge travel time on a moving invoice?: That is your pricing decision and the rules vary by state and by the type of move. Whatever you charge, put it in the estimate and show it as its own line on the invoice.
Should my USDOT or license number be on the invoice?: If you have one, put it on your estimates and your invoices. Movers’ associations tell customers that a legitimate mover shows its USDOT or state license number, and customers can look a USDOT number up. Whether you need a USDOT number, a state license or both depends on where and how you move, and the rules come from FMCSA and your state, not from us. Check them at fmcsa.dot.gov.
How soon should I send a moving invoice?: The same day. The customer can check the hours while the move is fresh, and questions get settled before they turn into disputes.