Updated November 7, 2026
A moving company invoice is the last thing the customer sees on the worst day of their month. For interstate moves it also has to follow federal rules on what you can collect at delivery. This template covers both, and the worked example shows the 110% math most invoices get wrong.
Quick answer: A moving invoice needs your legal name and USDOT or state number, the bill of lading number, the customer and both addresses, the estimate type (binding or non-binding), crew hours or shipment weight, truck and travel, packing and materials, valuation coverage, accessorial charges with reasons, payments received and balance due.
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Match the invoice to the estimate line for line. If the estimate said 3 movers for an estimated 5 hours at a set hourly rate, the invoice says 3 movers, 5.5 actual hours, at the same rate. Customers accept a higher bill when they can see which line moved and why. They dispute one that looks like a new price.
For interstate household moves, federal rules shape the paperwork. 49 CFR 375.505 lists 17 items that must be on the bill of lading, starting with your legal or trade name as registered with FMCSA and your physical address. Your invoice should carry the bill of lading number, so the two documents tie together.
| Line | Local move | Interstate move |
|---|---|---|
| Header | Business name, state mover number if your state issues one | Legal name as registered with FMCSA, USDOT and MC numbers |
| Reference | Estimate number | Estimate number and bill of lading number |
| Estimate type | Hourly or flat | Binding, non-binding or not-to-exceed |
| Main charge | Crew size x actual hours x rate | Shipment weight x tariff rate, or binding price |
| Truck and travel | Truck fee, travel time or fuel | Included in the line-haul rate |
| Packing | Boxes, wrap, packing labor | Same, itemized |
| Valuation | Coverage chosen | Full Value Protection or released value, as signed |
| Accessorials | Stairs, long carry, piano, shuttle | Same, each with the reason |
| Payments | Deposit, amount paid, balance | Collected at delivery, balance billed later |
Under 49 CFR 375.407, if the customer on a non-binding estimate pays up to 110 percent of the estimate at delivery, you must deliver and release the goods. Here is the math on an assumed interstate move:
| Item | Amount |
|---|---|
| Non-binding estimate (assumed) | $4,800 |
| Actual charges after weighing (assumed) | $5,650 |
| Most you can require at delivery: 110% x $4,800 | $5,280 |
| Balance to bill after delivery: $5,650 - $5,280 | $370 |
Put both numbers on the delivery invoice: "Due at delivery: $5,280. Balance of $370 will be billed separately." If the customer pays the $5,280, unload the truck. Holding goods for the extra $370 is the kind of thing that turns into an FMCSA complaint.
Binding estimates follow a different rule. 49 CFR 375.403 says added services the customer asks for at delivery are billed after 30 days from delivery, except charges for impracticable operations up to 15 percent of the other charges due at delivery.
Most local moves bill by the hour, so the invoice should show start time, stop time, any break and the travel rule you quoted. If you charge a minimum (many local movers use 2 or 3 hours), list it as a line, not a surprise. Local moves are regulated by the state, not FMCSA, so check your state's tariff and paperwork rules before you print.
Stairs, long carries, elevator waits, shuttles and pianos are where invoices grow. Write each on its own line with the reason: "Long carry, 120 ft from truck to door, per the building's loading rule." When the reason is on the invoice, the customer argues with the building, not with you.
Unmanually is a 24/7 AI Office Manager for moving companies. It answers quote calls while crews are on a job, books walk-throughs, sends the estimate, and after the move sends the invoice from your own Stripe, QuickBooks or Xero with the same lines. See how it works for moving companies, or price a move with the free moving quote calculator.
Your name and USDOT or state number, the estimate and bill of lading numbers, both addresses, the estimate type, crew hours or weight, truck and travel, packing, valuation, accessorials with reasons, payments and balance due.
On an interstate non-binding estimate, if the customer pays up to 110 percent of the estimate at delivery, the mover must release the goods (49 CFR 375.407) and bill any remaining balance afterward.
Only for added services the customer requests. Under 49 CFR 375.403 those are billed after 30 days from delivery, except impracticable-operation charges up to 15 percent of other charges due at delivery.
Yes, line for line. Show the same crew, rate and items, with actual hours or weight, so any difference is easy to see and explain.
Home service businesses answer only about half their calls (Invoca, July 2026), and owners spend about 11 to 16 hours/week on admin. Knowing what to do is the easy part; the money leaks out in the calls you can't take, the quotes nobody chases and the invoices that sit unpaid. Unmanually is a 24/7 AI Office Manager for moving companies that you run by voice from your phone:
Sources: Invoca, July 2026 (52% of home-service calls answered by a person, 60M+ calls); admin hours: Time etc / Censuswide 2023 and Amex SME Barometer 2026.
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