MOVING INVOICE TEMPLATE
Free moving invoice template
A moving company invoice with the crew and truck, hours or the flat price, travel time, packing materials, piano and specialty items, and your USDOT or state number. Free in Word and PDF, with every line explained.
Word and PDF · Free · No email, no sign-up
The short answer
A moving invoice names the move — from where to where, the date, the crew size and the truck — and then every charge on its own line: the crew by the hour or the flat price, travel time, packing materials, packing labor, and specialty items like a piano, a safe or a hot tub.
One line is particular to moving: your registration number — the USDOT number for interstate moves and your state's mover number for local ones. In the US it's expected on the paperwork, and customers check it.
Around it go your business details, the customer, an invoice number and the estimate it matches, the deposit already paid, tax where it applies and the balance due — most moves are paid on delivery.
FREE TEMPLATE · WORD AND PDF
The moving invoice template, filled in
Below is the template filled in for Two Rivers Moving Co., a fictional moving business, so you can see every line in use. The downloads are the same invoice with [bracketed] lines to replace — free, no email address, no sign-up.
![Free Moving Invoice Template — the blank fill-in invoice as it downloads, with [bracketed] lines to replace](/invoice-templates/moving-invoice-template-preview.png)
Example · fictional business
Two Rivers Moving Co. Minneapolis, MN (612) 555-0158 · book@tworiversmoving.example USDOT # 0000000 (example) · MN DOT mover permit # 0000 (example) | INVOICE |
Bill to Wei and Laura Chen (612) 555-0102 wei.chen@example.com | Move From 1800 Lyndale Ave S, Minneapolis (3-bed, 2nd floor) To 4420 France Ave S, Edina (single-story) Oct 3, 2026 · 3 movers · 26-ft truck · 8:00 am start |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Moving crew — 3 movers and truck Load, drive, unload; hourly, 15-minute increments | 5.5 | $165.00 | $907.50 |
| Travel time Yard to origin and destination to yard, flat | 1 | $85.00 | $85.00 |
| Packing labor — kitchen One mover, 2 hours, per the estimate | 2 | $55.00 | $110.00 |
| Packing materials 18 boxes, dish pack, paper, tape, 2 wardrobe boxes | 1 | $96.00 | $96.00 |
| Upright piano Specialty item, 2nd-floor stairs at origin | 1 | $150.00 | $150.00 |
| Subtotal | $1,348.50 | ||
| Sales tax, 8% on packing materials (example) | $7.68 | ||
| Total | $1,356.18 | ||
| Deposit received | −$200.00 | ||
| Balance due | $1,156.18 | ||
Payment
Balance due on delivery, before unloading is complete: card, check or cash. Thank you for moving with us.
Notes
Copies of the inventory and the bill of lading were left with you at delivery. Boxes we packed are labeled by room.
Every figure on the example is an example, not a price guide — use your own rates. The Word file is a standard .docx you can edit in Word or any app that opens Word documents; the PDF prints as-is if you'd rather fill it in by hand.
Invoices and a website, one place
Start your moving website — invoicing is built in
Add your business name and your town, and Zarla builds your moving website from this one line. The same dashboard sends invoices like this one, with a pay-now button once you're on a paid plan.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on a moving invoice
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| Business name, contact and registration numbers | Your trading name, phone, email and address, your USDOT number for interstate moves, and your state's household-goods mover permit or license number for local ones. In the US both are expected on the paperwork and customers check them against the complaint databases. |
| Invoice number, date, due date and estimate number | A number that never repeats, the date, “due on delivery” for most moves, and the estimate this invoice settles, so the customer can lay the two side by side. |
| Bill to and the move | The customer, then the move itself: origin and destination with the size, floor and stairs, the date, the crew size, the truck and the start time. The move block is what the hours rest on. |
| The crew | Hours × the hourly rate for the crew and truck in the increments you quoted, or the flat price from the estimate. Local moves are hourly in most states; long-distance moves are priced by weight or volume and distance. |
| Travel time | The yard-to-origin and destination-to-yard time, as a flat fee or minutes × rate — on its own line, because it's the charge customers expect to see explained. |
| Packing labor and materials | Packing hours × rate per room, and the boxes, paper and tape as one line or itemized. Materials are the one line that's often taxable where services aren't. |
| Specialty items and access fees | A piano, a safe, a hot tub, gym equipment; stairs, a long carry, a shuttle truck, storage in transit. Only what was on the estimate, or what the customer added on the day. |
| Tax, deposit, total and balance due | Subtotal, sales tax where your state charges it on moving or on materials, the deposit applied, and the balance due in bold. |
| How to pay | How to pay and when — on delivery, before unloading is finished, is the standard. |
STEP BY STEP
How to fill out a moving invoice
Fill in the hours in the truck before the last box comes off, from the estimate and the crew's time log.
Save your details and registration numbers once
Business name, contact details, USDOT number and state mover permit at the top, saved in the file so every invoice carries them.
Number it and tie it to the estimate
The next number in your series, today's date, “due on delivery”, and the estimate number.
Describe the move
Origin and destination with size, floor and stairs, the date, the crew, the truck and the start time — the facts the hours rest on.
Bill the crew, travel and packing
Hours × rate or the flat price, travel time on its own line, packing labor by the room, materials as a line.
Add specialty items, fees and tax
The piano and the stairs as quoted, then tax where your state charges it, the deposit off, and the balance in bold.
Hand it over at delivery
Print it or send it to their phone before unloading finishes, and take the payment. Moves paid at the door never become collections.
How moving companies get paid faster
Match the invoice to the estimate, line for line. The customer has the estimate in their hand; an invoice that uses the same words — crew, travel time, packing, piano — gets paid at the door. Anything new on the invoice needs a reason the customer heard on the day of the move.
Take a deposit, collect the balance at delivery. A deposit holds the date; the balance is due before unloading is complete, which is the industry standard and the only moment you have real leverage. Card readers on the truck pay for themselves in a month.
Know the rules for the paperwork. In the US an interstate move is regulated by the FMCSA: you need a USDOT number and operating authority, must give a written estimate, and hand over a bill of lading and an inventory, and you can't demand more than 110% of a non-binding estimate at delivery. Local moves follow your state's household-goods rules, which often mirror those. Check the FMCSA's Protect Your Move rules for interstate work and your state's moving regulator for local.
Charge for materials on their own line. Boxes and paper are a real cost, they're the line most states tax even when the labor isn't, and a customer who sees 18 boxes at a fair price doesn't argue about it.
Tax depends on the state. In the US most states don't tax moving labor but many tax the packing materials you sell, and a few tax the whole move. Keep materials on their own line and check your state's revenue department or your accountant.
Outside the US. The invoice itself has rules: in Australia a GST-registered business issues a tax invoice showing its ABN, in New Zealand a GST-registered business shows its GST number, and in the UK and EU a VAT-registered business shows its VAT number and the VAT charged. Confirm the details with your accountant.
Send it from Zarla and get paid online
A Word template is a fine way to start. The catch is everything after you hit send: chasing the payment, remembering who's paid, and typing the same customer and the same line items again next month.
If you build your moving website with Zarla, the invoice tool is in the same dashboard. Pick the customer, add the job's lines, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button: your customer pays online by card, and the invoice marks itself paid when the money arrives. Customers you've invoiced are saved, so next time is two taps.
Want to see the website first? Browse moving website templates or see how Zarla builds moving websites. Still setting up? Read how to start a moving company and write your moving business plan.
The whole paper trail of a job, step by step: how to write a quote, then how to write an invoice, then how to write a receipt — with a free receipt template. For any other trade, start from the free invoice template. Either side of it, two more free templates in Word and PDF: a price list template for the services you sell and a work order template for the crew.
Heading into the holidays? Our free gift certificate template covers the customers who want to give your work as a gift, and the holiday hours sign template covers the door, your website and your Google profile.
Moving invoices: common questions
Your business name, contact details, USDOT number and state mover permit; an invoice number, the date, the due date and the estimate it settles; the customer; the move — origin, destination, date, crew and truck; the crew by the hour or flat, travel time, packing labor and materials, specialty items and access fees on their own lines; subtotal, tax where it applies, the deposit and the balance due; and how to pay.
Local moves are billed by the hour for the crew and truck in most states, with travel time on its own line; long-distance moves are priced by weight or volume and distance on the estimate. Whichever applies, the invoice should use the estimate's words so the two match line for line.
As “Deposit received” under the total, with the amount, and the balance due in bold beneath it — the customer sees the full price of the move, what they already paid to hold the date, and what's due at the door. Keep the deposit amount the same as on the estimate so the two documents match.
For interstate moves, yes — the FMCSA requires your name and USDOT number in your advertising and on your paperwork, and customers check the number against its database. For local moves, put your state's household-goods mover permit or license number on the invoice instead; most states require one and many require it on the paperwork.
In the US, on an interstate non-binding estimate you can't require more than 110% of the estimate at delivery — the rest is billed later — and on a binding estimate the price is the price unless the customer adds services. Many states apply similar rules to local moves. Put any addition on its own line, with what was added and the date.
At delivery, before unloading is complete, is the standard — take a deposit to hold the date and collect the balance at the door by card, check or cash. Business and corporate relocations get a due date instead; send the invoice the day of the move.
Yes. The moving invoice template on this page downloads free as a Word document and a PDF — no email address, no sign-up. Edit it in Word or any app that opens Word documents, or print the PDF and fill it in by hand.
Not from a Word file — your customer still has to pay you some other way. To take the payment on the invoice itself, send it from invoicing software. If your moving website is on Zarla, the invoice tool is in the same dashboard: on a paid plan, with Stripe connected, each invoice carries a pay-now button and marks itself paid when the customer pays by card.
Send invoices from your own moving company website
Add your town and your business name, and Zarla builds the site from that one line — with invoicing in the same dashboard.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.