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Free Moving Invoice Template

Short answer

A moving invoice records the actual hours or flat price, crew and truck, stairs and carries, packing materials used and the deposit paid, with the balance due.

The moving invoice is usually settled at the end of a long day, standing in a new hallway, so it needs to be clear at a glance. For hourly moves, it should show the start and finish times and any breaks; for flat-price moves, any items that were not on the inventory. Packing materials, stairs and long carries should match the quote, and the deposit should be deducted visibly so the client is not left wondering what they have already paid.

Sample moving invoice

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Two Rivers Removals

[Street address, city]
[Phone] · [Email]

Invoice

Number
INV-1042
Date
Oct 24, 2026
Due date
On completion
Reference
Quote Q-1042

Bill to

Aisling Moreau

[Client address]

Job

Local move, 2-bedroom second-floor apartment to a house, 9 miles

Example prices: replace with your own

DescriptionQtyAmount
Moving crew: 3 movers and 1 truck (4-hour minimum)5 hour× $165.00$825.00
Travel time, depot to pickup and back1 trip× $90.00$90.00
Stairs: second floor, no elevator1 job× $75.00$75.00
Long carry over 75 ft at delivery address1 job× $50.00$50.00
Packing service: kitchen and books3 hour× $55.00$165.00
Medium moving boxes30 each× $3.50$105.00
Wardrobe boxes (loaned, returned after move)4 each× $12.00$48.00
Mattress bags and furniture wrapping1 lot× $40.00$40.00
Disassemble and reassemble bed frames2 each× $35.00$70.00
Subtotal
$1,468.00
Total
$1,468.00
Deposit paid
−$293.60
Balance due
$1,174.40

Payment due on completion. Pay by card: [payment link] · Bank transfer: [account details]

  • Crew arrived 8:00am, delivery completed 1:00pm; travel time billed as quoted.
  • Please return loaned wardrobe boxes within 14 days.
  • Any damage must be reported within 7 days of the move.
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What to include in a moving invoice

  • Times worked

    For hourly jobs, record arrival, finish and travel time, and apply the minimum if the job finished early.

  • Crew and truck

    Number of movers and size of truck, matching the quote, or explained if more were needed on the day.

  • Access charges

    Stairs, elevators, long carries and parking charges as quoted, or noted if access differed from what was described.

  • Materials used

    Boxes, wrap and mattress bags actually used, and loaned items to be returned or charged if kept.

  • Items added on the day

    Anything not on the inventory goes on its own line with what it was and the agreed charge.

  • Deposit and balance

    Subtract the booking deposit and show the balance due on completion, with the ways to pay.

How to write a moving invoice, step by step

  1. Record times on the day

    Note arrival, loading, travel and delivery finish times as the job happens, rather than reconstructing them later.

  2. Compare with the quote

    Check the inventory, access and materials against the quote and note any differences.

  3. Add extras with a description

    List extra items or time with a plain explanation the client will recognise.

  4. Deduct the deposit

    Show the deposit paid and the balance due as the final figure.

  5. Present it before the crew leaves

    Go through the invoice with the client at the delivery address and take payment while everyone is there.

Payment terms and getting paid

Payment on completion of delivery is common for household moves, by card or an agreed transfer. For office moves and business clients, agree the invoice terms and any purchase order in advance, and send the invoice the same day.

If the final bill is higher than the quote because of extra items or time, explain it on the invoice line by line. Rules on how much a final bill may differ from a moving estimate vary by place, so check the ones that apply to you.

Frequently asked questions

When should a moving company send the invoice?
At the end of the move, before the crew leaves the delivery address, so the client can review it and pay on the spot. For business moves on account, send it the same day with the agreed terms.
How do I invoice items that were not on the inventory?
Add each extra item or the extra time on its own line, with a short description, at the rate stated on the quote. If the quote did not set a rate, agree the charge with the client before loading the item.
Should the moving invoice include start and finish times?
For hourly moves, yes. Showing arrival, finish and travel times lets the client check the hours billed against what they saw on the day.

More templates and guides

Pricing a new job? Start with the matching quoteFree Moving Quote Template

Templates for related trades

Further reading

Send it as a branded invoice your client pays by card

i-quote sends the invoice in your brand with a Pay button, card payments go to your own Stripe account, and automatic reminders go out before and after the due date. The Free plan includes 3 invoices and 3 quotes a month.

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