Why moving companies should send professional invoices
Moving is a specialized skill, which requires hard, physical labor, as well as the know-how to move everything from furniture to kitchen equipment safely and securely. You need an invoice that clearly details your hard work, as well as all the associated costs for special packing requirements, long-distance travel, and other expenses.
On top of that, no two moving jobs are ever alike – so your invoice needs to be flexible enough for all of your customers, while being clear and understandable so they know exactly what they are paying for.
Moving also requires great customer service, as your customers are entrusting their worldly possessions to you. Make sure it is professional and well-designed so it reflects on the high quality of work you provide.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our great selection of invoice templates designed specially for moving companies
- Download the invoice template you like best in the format you like to use – Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Insert your business name, address, phone number, and email address. If you offer cross-country or cross-border service – add it in here
- Add in your moving company logo, website address, and any promotional moving graphics you like to use
- Insert the customer’s name and contact information – including contact information at the final destination
- Generate a unique invoice number
- Add the date of the invoice and the payment due date
- Include a detailed list of your moving services, and clearly indicate if you charge by the mile, by the hour or day, or by a flat rate
- Include a list of materials or supplies to be charged to the customer and the cost for each
- If you include additional services, such as packing, assembly, or setting up – add lines to include all the important details. The template is easily customized to make sure you cover all the services you provide, as well as any insurance details
- If you are including a discount for a high volume of work for a regular corporate client, add a line highlighting the discount so your client knows they are receiving a special rate
- Calculate the total price, including all applicable taxes, and list the total
- Add in your payment terms, including the methods of payment you accept
- There’s lots of room to add lines for a personal note to thank the customer for entrusting their move to you, and to ask them to refer you to family and friends
- Save a copy – and give a copy to your customer
When is the right time to send an invoice to your moving company customers?
Moving is a big job that could take an afternoon, or a week. Many moving companies ask for a percentage of the cost up front, with the remainder when the move is completed, especially if it is a long-distance haul and includes additional services such as packing and setting up at the destination.
If it’s a smaller job, some moving companies have the customer sign an estimate and then ask for payment upon completion.
Quick invoicing tips for moving professionals
Be courteous and patient
Moving is a large expense for many people, and they might also be overwhelmed by all that needs to be done. Always politely and patiently explain the necessary costs involved so your customer understands what you need to do to transport their possessions safely and securely. If you’d like some valuable referrals – it pays to be empathetic, kind, and honest.
Always include a payment due date
A payment due date can help you get paid promptly. It also reinforces your professionalism, as your customers will see you have an established system in place.
Accept a variety of payment methods
If you want to be paid quickly, let your customers pay in the way that’s most convenient for them. That means including e-Transfers, debit cards, direct bank deposits, and other online methods to the list of payment methods you accept.
Send a proforma invoice before the job starts
Let your moving customers know all the services you will be providing for their move, as well as any insurance details, by sending them a pro forma invoice ahead of time with your agreed-upon terms and expectations. This can help prevent any misunderstandings that can delay payment.