Why Moving Companies Need Proper Receipts
Moving receipts serve a dual purpose: they provide customers with proof of payment for a major expense, and they protect your business in case of billing disputes or damage claims. Many customers need moving receipts for employer reimbursement, tax deductions (for business relocations), or insurance claims. An incomplete or vague receipt reflects poorly on your company and can delay your payment.
Essential Information for Moving Receipts
Your moving receipt should include:
- Customer name and both addresses — origin and destination for the move
- Move date and actual labor hours — start time, end time, and total billable hours
- Crew details — number of movers assigned to the job
- Truck and equipment charges — vehicle size, mileage, and any specialty equipment used
- Packing materials consumed — itemized count of boxes, tape, blankets, and wrapping
- Valuation coverage level — basic liability or full-value protection selected
- Payment method and amount — cash, check number, or last four digits of the card
- Your DOT number and MC number — required for interstate moves
Receipt Best Practices for Movers
Issue receipts immediately upon payment, ideally before your crew leaves the destination. For cash payments, provide a receipt on the spot — this is non-negotiable for customer trust and your financial records. Include your company name, address, phone number, and license information on every receipt.
For moves paid in multiple installments (deposit plus balance at delivery), issue a receipt for each payment and show the running total. The final receipt should clearly state "Paid in Full" so there is no ambiguity about remaining balances.
Retain copies of all receipts for a minimum of two years, as customers may file damage claims or need documentation well after the move date. Digital copies linked to job numbers streamline this process significantly.
Create Professional Moving Receipts
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