Moving Company Invoice Template & Guide: Crews, Extras, Deposits
A house move is one of the most stressful days in a customer's life, and the invoice arrives right at the end of it. That makes clarity everything. If your bill shows extras the customer never expected, a long carry, stairs, extra hours, packing materials, you will be arguing on their driveway with their whole life in a truck. If you priced and itemised it properly from the start, they pay, they thank you, and they recommend you. Removals is a business where the invoice really does decide whether a hard day ends well.
This guide covers how to invoice as a moving company: hourly crew rates versus fixed quotes, packing materials, stairs and long-carry extras, deposits, insurance, and a sample removals invoice you can copy. It works for solo movers, man-and-van operators, and small removals firms.
What a removals invoice must include
A moving invoice needs the standard fields plus a few specific to the job:
- Your name or business name, contact, and tax number where registered
- The customer's name, and both the collection and delivery addresses
- A unique invoice number, the move date, and a clear due date
- The service: crew size, hours or fixed price, vehicle
- Materials (boxes, wrap, tape) supplied
- Extras: stairs, long carry, heavy or bulky items, waiting time, storage
- Deposit paid and the balance due
- Subtotal, tax if registered, and the total due
Both addresses and the move date belong on the invoice, since the job is defined by them. For the full anatomy of an invoice, see our invoice format and layout guide.
How movers charge
Removals is priced two main ways, plus extras on top:
| Model | How it works | Best for |
|---|---|---|
| Hourly (crew + vehicle) | A rate per hour for a set crew and van | Local moves, uncertain scope |
| Fixed quote | One agreed price for the whole move | Well-surveyed moves, long distance |
| Distance / mileage | A rate based on miles between addresses | Long-distance moves |
| Extras | Stairs, long carry, packing, storage | On top of any of the above |
Hourly works well locally, where you cannot know exactly how long a move will take. Fixed quotes suit moves you have surveyed properly, and customers often prefer them because there is no nasty surprise. Whichever you use, state clearly what the base price covers and what counts as an extra.
Sample removals invoice
Here is a local move billed hourly with materials and an extra.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Removals crew (2 movers + van) | 6 | $95.00 | $570.00 |
| Packing materials (boxes, wrap, tape) | 1 | $85.00 | $85.00 |
| Stairs surcharge (3rd floor, no lift) | 1 | $60.00 | $60.00 |
| Piano / heavy item handling | 1 | $120.00 | $120.00 |
| Subtotal | $835.00 | ||
| Less deposit paid | −$150.00 | ||
| Tax | $0.00 | ||
| Balance due on completion | $685.00 |
The crew hours, materials, and each surcharge sit on their own line, and the deposit is deducted. The customer can see exactly what they are paying for, which is what prevents an argument at the end of a long day.
Extras: where movers lose money
The extras are real work, and they belong on the invoice, not absorbed:
- Stairs: no lift, or a high floor, means far more time and effort. A stairs surcharge is standard.
- Long carry: when the van cannot park near the door, every trip takes longer.
- Heavy or awkward items: pianos, safes, large appliances. Price these individually.
- Waiting time: keys not ready, access delayed. Bill it, and say so upfront.
- Packing service: doing the packing for the customer is a separate service, not a freebie.
- Storage: if goods sit with you between addresses, that is a chargeable service.
Agree these before the move day and list them in your quote, so nothing on the invoice is a surprise. Surprise charges at the end are the single fastest way to turn a satisfied customer into a dispute, covered in our how to handle a disputed invoice guide.
Deposits and cancellations
A move is a whole day of your crew and van committed to one customer, so protect the booking:
- Take a deposit to secure the date. If they cancel late, you cannot re-book that day.
- State the cancellation terms clearly (for example, the deposit is non-refundable inside 7 days).
- Deduct the deposit on the final invoice so the balance is obvious.
- Take the balance on completion, before the last box is off the van, which is standard practice.
Deposits are especially important in removals because a cancelled move on a Saturday is a lost day you cannot fill. For how to ask, see our deposit guide.
Insurance and damage
Removals carries real risk, so make the cover clear rather than leaving the customer to assume:
- State what your liability cover includes, and its limits, in your terms.
- Offer additional cover for high-value items, as a separate line if the customer takes it.
- Note any pre-existing damage on your paperwork before you load.
Being upfront about cover protects you and reassures the customer. It is far better discussed before the move than after something breaks.
Tax for removals firms
Tax depends on registration and location:
- In the UK, charge VAT (20%) once VAT registered.
- In Australia, register for GST (10%) at A$75,000 turnover and quote your ABN on every invoice.
- In the USA, movers report income themselves; interstate moves may carry additional regulation, and state tax rules vary.
Only charge tax you are registered to collect, and show it on its own line. For long-distance and freight-style work, see our trucking invoice guide.
Common removals invoice mistakes
- Surprise extras the customer was never warned about.
- Not charging for stairs, long carry, or waiting time.
- No deposit, leaving the date unprotected.
- Missing one of the two addresses or the move date.
- Sending editable files. Always send a PDF.
Make a removals invoice in 60 seconds
You do not need moving software to invoice cleanly. Invoicara's free invoice generator lets you bill crew hours or a fixed price, add materials and surcharges on separate lines, deduct the deposit, include both addresses, apply tax, and export a clean PDF. Save your details so each move's invoice takes under a minute. No sign-up, no watermark, free forever.
For related work, see our delivery service invoice guide and trucking invoice guide. For the basics, our complete guide on how to make an invoice covers every field. Quote the extras upfront, itemise everything, take a deposit, and collect on completion, and your removals business ends every hard day paid in full.