Moving company receipt template
Moving company receipt template: crew hours, boxes, access surcharges and disposal on separate lines, both addresses, and the deposit paid earlier noted.
Templates by industry
- Truck and two movers, 5 hours
- Packing boxes and wrapping material
- Surcharge, 3rd floor without a lift
- Disposal of an old mattress
Preparation guide
Example workflow
Match the payment to the invoice
Example: check the payment for "Truck and two movers, 5 hours" against the invoice it settles: the invoice number, the amount received and any balance still owed.
Record the payment
Enter the payment date, the payment method and the amount received, and check each line this payment covers, down to "Disposal of an old mattress".
Send the receipt
Send the receipt to the customer and mark the invoice as paid; if a balance remains, keep the invoice open for it.
A removal is usually booked with a deposit and settled on the day, at the door, once the last box is inside. The receipt then has to show how the price was built from crew hours, materials and extras, since the customer has just watched the work and will question any number that does not match. This template keeps those lines apart and leaves the addresses, the times and the earlier deposit to the notes.
Fields to prepare
- Deliverables and line items
- Truck and two movers, 5 hours, Packing boxes and wrapping material, Surcharge, 3rd floor without a lift, Disposal of an old mattress: the lines this payment covers, as they appear on the invoice it settles.
- Truck and two movers, 5 hours
- Write the start and end times and the truck size; hours and crew size carry the price, so they are the first thing a customer checks.
- Packing boxes and wrapping material
- Count the boxes and rolls of wrap actually used; the customer may have supplied some of their own, and the count settles it.
- Surcharge, 3rd floor without a lift
- Name the floor, say there was no lift and give the number of flights; a surcharge with no stated reason invites an argument at the door.
- Disposal of an old mattress
- Say how many pieces were taken away and where they go; disposal is often charged by the tip, and that cost reaches the customer here.
- Payment details
- Record the payment date, the method (bank transfer, card or cash) and the amount received, exactly as it arrived.
- Invoice reference
- Quote the number of the invoice this payment settles; for a part payment, note the balance still owed.
- Scope to agree
- Write both addresses and the date, the start and end times of the crew, the truck size, any surcharge with its reason, and the deposit paid earlier so the day’s payment adds up.
Before sending
- Does “Truck and two movers, 5 hours” match the line on the invoice this payment settles?
- Has the money for “Packing boxes and wrapping material” actually arrived, in full or in part?
- Is “Surcharge, 3rd floor without a lift” shown at the amount received, with any balance still owed noted?
Show 4 more
- Does “Disposal of an old mattress” match the line on the invoice this payment settles?
- Confirm the money has actually arrived before you issue the receipt.
- Check that the amount received matches the invoice, and note any difference as a balance or an overpayment.
- Quote the invoice number it settles, and keep receipt numbers in a sequence of their own.
Worked example: paying for a one-bedroom move on the day
The figures are an example, in dollars. A one-bedroom flat is moved in five hours by a truck and two movers, with boxes supplied, a third-floor walk-up carry and an old mattress taken away. A deposit of $100 was paid a week before.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Truck and two movers, 5 hours | 5 × $85.00 | $425.00 |
| Packing boxes and wrapping material | 1 × $60.00 | $60.00 |
| Surcharge, 3rd floor without a lift | 1 × $55.00 | $55.00 |
| Disposal of an old mattress | 1 × $35.00 | $35.00 |
| Invoice total | $575.00 | |
| Received | $575.00 | |
| Still owed | $0.00 | |
The four lines come to $575.00, and the receipt shows the whole move as paid. The notes record that $100 of it arrived as the deposit and the other $475 on the day, with the crew’s finishing time.
Common mistakes on a moving receipt
- Writing one lump sum for the move, so a disagreement about the hours has nothing to check against.
- Adding a surcharge without naming the floor or the missing lift that justified it.
- Leaving the deposit out, so the customer seems to be charged for it twice.
- Taking payment before the customer has seen the furniture unloaded.
- Omitting the addresses and the date, which an employer reimbursing a relocation will want to see.
What the document must show
These details make a receipt easier to approve and to file.
- Your business name and address, and your tax number if you are registered
- Receipt number and issue date (the date the payment arrived)
- Who paid
- How they paid: bank transfer, card or cash
- What the payment is for, and the number of the invoice it settles
- The amount received, with any tax it includes shown separately
- For a part payment, the balance still owed
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
The crew took longer than estimated. How do I show the extra time?
Add the extra time as a line of its own with the start and end times, or raise the hours on the first line if your crew sheet agrees. Have the customer sign the finishing time before they pay, so the figure is not disputed later.
Where does the earlier deposit go on the final receipt?
The lines show the whole price, and the notes state the deposit, the date it arrived and the amount paid today. The two payments then add up to the lines, and the customer can match the booking receipt.
How do I record damage found when the furniture is unloaded?
Write the item, the damage and the fact that the customer reported it on the day, before payment, and take photographs. The receipt does not decide fault, but it shows the claim was raised at once, which your insurer will ask about.
Should a parking permit or a hoist be a separate line?
Yes, when you arranged it and charge it on: a street permit, a lift booking or a furniture hoist. Say what it was and for which address, since these costs differ from one building to the next.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Read next
Reading for the Moving company receipt template: What a receipt must show (and receipt vs invoice) and Unpaid invoice: follow-ups, part payments and statements. To add tax or check a total, use the VAT and GST calculator.