Invoicing Software for Moving Companies

Local moves typically bill by the hour—two or three crew members at a per-man rate plus a truck charge—while long-distance jobs use binding estimates based on inventory weight or cubic footage. Managing both pricing models on a single invoice creates confusion when customers see hourly overages on a job they thought was a flat rate, or when your crew finishes early but the binding estimate locks in the higher price.

Billed lets you structure invoices for either model and switch between them by job type. For hourly moves, show the crew rate, number of movers, actual hours worked, travel time, and the truck fee as separate line items. Customers see exactly where the total comes from, and when a move runs longer than the estimate, the overage hours appear with a clear explanation rather than a lump-sum surprise.

For binding estimates on long-distance loads, lock the total at the quoted amount and itemize the services included—loading, transport at the per-CWT or per-cubic-foot rate, unloading, and any accessorials like stair carries or long walks from the truck to the door. The customer confirmed this price at booking, and the invoice mirrors the estimate they signed.

Packing revenue is one of the highest-margin services a moving company offers, but only if every box, roll of tape, wardrobe carton, and specialty crate appears as a documented line item rather than a vague lump sum buried in the labor charge. Customers who see "packing: $800" dispute it. Customers who see 30 medium boxes, 15 large boxes, 4 wardrobe cartons, 2 mirror crates, and 6 rolls of packing tape accept the total because they watched your crew use the materials.

Billed itemizes packing supplies at the unit level. Set your price per box size, per roll of paper or bubble wrap, and per specialty crate in your product catalog. When the crew finishes packing, enter the quantities used and the invoice calculates the materials total automatically. For full-pack jobs, show the packing labor hours separately from the supply charges so the customer understands they are paying for skill and time in addition to cardboard.

Specialty items—antique furniture, fine art, marble tabletops, grandfather clocks—require custom crating that commands a premium. Document each crating charge with a description of the item and the crating method so the customer sees the value and your liability exposure is clearly tied to the declared item.

Interstate moves fall under FMCSA regulations, and your invoice needs to reflect that. Every bill of lading for a household goods shipment crossing state lines must reference your USDOT number, MC authority number, and the tariff or binding estimate the customer signed. Missing this documentation exposes you to federal enforcement action and gives customers legal grounds to dispute the entire charge.

Billed includes your DOT and MC numbers in invoice headers and ties each long-distance invoice to the corresponding bill of lading number and binding estimate reference. Line items break the move into linehaul charges priced by CWT or cubic feet, fuel surcharges calculated against the current DOE index, origin and destination service charges, and any accessorials—stair carries, elevator fees, long walks, shuttle service when the tractor-trailer cannot access the delivery address.

For shipments priced by weight, the invoice references the certified scale tickets showing tare weight and gross weight. Customers have the right to request a reweigh under federal regulations, and having the original weight documentation on the invoice preempts that dispute. For volume-based pricing on consolidated shipments, show the cubic footage assigned to this customer's goods within the trailer.

Many long-distance moves include storage-in-transit when the customer's new home is not ready at delivery or when the move-out and move-in dates do not align. SIT charges accrue daily or monthly depending on your tariff, and the bill of lading must document the storage terms the customer agreed to at origin. Failing to invoice SIT promptly creates receivables that age beyond 90 days while the customer's goods sit in your warehouse consuming space.

Billed tracks SIT as a running charge tied to the original bill of lading. When goods enter storage, the daily or monthly rate starts accruing against that shipment record. Each month, you send a storage invoice referencing the original move, the warehouse location, the vault or lot number, and the period covered. When the customer requests delivery out of storage, the final invoice includes accumulated SIT charges, the delivery-out labor, and any additional transportation to the final destination.

For moving companies that also operate standalone self-storage or commercial warehousing, Billed handles recurring monthly storage invoices with automatic generation and online payment links. Tenants pay on time because the invoice arrives before the due date with a one-click payment option, reducing the manual follow-up that warehouse managers spend hours on every month.

Every interstate mover must offer customers a choice between released-value protection at $0.60 per pound per article—included at no additional charge—and full-value protection where the mover is liable for the replacement value or repair cost of damaged items. The customer's election must appear on the bill of lading, and the valuation coverage charge for full-value protection must appear on the invoice as a documented line item.

Billed adds valuation coverage as a configurable charge based on the declared shipment value and your tariff rate. If the customer declares $50,000 in goods and your full-value protection rate is $8 per $1,000 of declared value with a $500 deductible, the invoice shows the $400 valuation charge, the declared value, and the deductible level. This documentation matters when a claim is filed—your invoice proves the customer elected and paid for the coverage level, and the declared value establishes the liability ceiling.

For customers who choose released-value protection, the invoice notes that coverage is limited to $0.60 per pound per article at no additional charge. Documenting the election on the invoice, not just the bill of lading, gives you a second paper trail that protects your company when a claim dispute surfaces months after delivery.

Moving companies lose thousands of dollars in peak season when customers book a date, your crew and truck are reserved, and the customer cancels or no-shows without a deposit on file. From May through September, every open slot on your schedule has an opportunity cost—a move you turned away because the date was already booked. Deposits convert tentative bookings into committed revenue and give you recourse when cancellations happen inside your policy window.

Billed sends deposit invoices with online payment links the moment a customer confirms a move date. The deposit amount—typically 10–20% of the binding estimate or a flat booking fee for hourly moves—is collected by credit card or ACH before you allocate the crew and truck. When the move is complete, the deposit applies automatically against the final invoice balance so the customer sees one clear accounting of what they paid upfront and what remains due at delivery.

For cancellations, your deposit policy determines whether the payment is refundable or forfeited. Billed documents the deposit terms on the original invoice, so when a customer disputes the cancellation charge with their credit card company, you have timestamped proof of the payment, the terms they agreed to, and the booking date they reserved.