Free template · Excel · Estimates by trade
Free moving estimate template
A moving estimate that sets out the crew, the truck, the hours, the travel time and the packing materials, and says plainly whether the price is binding.
Moving estimate template
Excel workbook (.xlsx) · 20 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Crew and truck | 3 movers and 26 ft truck (estimated hours) | 6 | 165.00 | 990.00 | Y |
| Travel time | Depot to origin and destination to depot (hours) | 1 | 165.00 | 165.00 | Y |
| Packing | Kitchen packing service (hours, 2 packers) | 3 | 90.00 | 270.00 | Y |
| Materials | Boxes, tape and paper (estimated) | 1 | 185.00 | 185.00 | Y |
| Extras | Third-floor walk-up at origin | 1 | 120.00 | 120.00 | Y |
| Extras | Piano, upright, moved with dolly and straps | 1 | 250.00 | 250.00 | Y |
| Subtotal | 1,980.00 | ||||
| HST (Ontario) | 257.40 | 13% | |||
| ESTIMATE TOTAL | 2,237.40 | ||||
| Deposit required | 200.00 | ||||
| BALANCE ON COMPLETION | 2,037.40 |
Why a moving estimate needs its own layout
Moving customers have heard the stories about estimates that doubled on moving day. A clear estimate is your best sales tool: the crew size, the hours you expect, how travel time is charged, what packing costs, and whether the price is binding or a best guess.
This template has lines for the crew and truck, travel time, packing materials and extras like stairs, and space for the inventory and terms. The example is a local two-bedroom move in Ontario.
What to include on a moving estimate, and why
- Binding or non-binding. The customer needs to know whether the price is fixed or an estimate of hours. Say it at the top of the terms.
- Crew size, truck and hourly rate. Hours times rate is how most local moves are billed. The customer can see what an extra hour costs.
- How travel time is charged. The most disputed line in local moving. State it.
- An inventory or room list. The estimate is only as good as the list it's based on. Attach it so changes on the day can be priced fairly.
- Liability coverage. Basic coverage is often limited by weight. Explain it and offer better coverage.
How to price it
Hourly (local moves)
Crew and truck by the hour with a minimum, plus travel time. The estimate gives expected hours.
Binding price
A fixed price based on the inventory. If the customer adds items, you revise it before loading.
Weight and distance (long distance)
Long-distance moves are often priced by weight or volume and distance. US interstate moves have federal rules for estimates.
Deposits and payment terms
- Deposit to hold the date
- Balance on delivery, before unloading or at completion
- Card, certified cheque or e-transfer; say which
- Cancellation terms for the deposit
Put the deposit and payment schedule on the estimate itself, so the customer signs up to them and they carry straight onto the invoice. For how to record a deposit you take up front, see customer deposits and retainers.
Sales tax, GST/HST and PST on moving work
United States
Moving services are not taxed in most states, but some tax them, and packing materials you sell may be taxable as goods.
For interstate household moves, FMCSA rules apply: movers give written estimates, a binding estimate is a fixed price, and under a non-binding estimate the mover can't require more than 110% of the estimate at delivery. The rest is billed later.
Canada
Moving services and materials are taxable for GST/HST once you're registered.
Moving within a province is regulated provincially, if at all. Check your province's consumer rules for movers.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one estimate works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Estimate sheet opens filled in with the example in the preview: an Ontario mover quoting a local two-bedroom move, estimate MV-1104 for an example customer. The lines come to a subtotal of $1,980.00 and a total of $2,237.40, with a deposit required of $200.00 and a balance on completion of $2,037.40. The price holds for 14 days. The figures are made up to show the layout; they are not market rates.
In Ontario, a registered mover charges 13% HST on labour, the truck, travel time and materials.
The notes box reads: “Non-binding estimate: you pay for actual hours at $165 per hour, minimum 3 hours. Basic liability coverage included; full replacement value coverage available. Deposit holds the date.”
Lines on the price list sheet
The Price list sheet starts with the lines moving businesses usually charge for. Add your rates once and copy them onto each estimate.
| Line | Unit | Note |
|---|---|---|
| Crew and truck | per hour | By crew size and truck. |
| Minimum charge | hours | Often 2 to 4 hours. |
| Travel time | flat or per hour | Depot to origin and back. |
| Packing service | per hour per packer | |
| Boxes and materials | each or estimated | Used vs unused returned. |
| Stairs or long carry | per flight or flat | No elevator, far from the truck. |
| Bulky items | each | Piano, safe, hot tub. |
| Storage | per month | Between moves. |
| Valuation coverage | flat or % of value | Beyond basic liability. |
What's in the file
| Sheet | What it holds |
|---|---|
| Estimate | The printable moving estimate, filled in with the example on this page: your details, the customer, move, 15 lines, two tax lines, deposit required, scope and terms, and signature lines. |
| Price list | The lines moving businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each estimate. |
| Estimate log | One row per estimate: status (Pending, Accepted, Declined, Expired), the invoice number once billed, a follow-up date and your win rate. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the moving estimate template (.xlsx)
Or send it from AcboBooks
Need one estimate today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your moving price list, turns an accepted estimate into the invoice (see estimate software), tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
- FMCSA Protect Your Move: binding and non-binding estimates
Questions
What's the difference between a binding and non-binding moving estimate?
A binding estimate is a fixed price for the listed items and services. A non-binding estimate is your best guess; the customer pays actual charges. For US interstate moves, federal rules cap what can be collected at delivery under a non-binding estimate at 110% of the estimate.
Should I charge for travel time?
Most movers do, either as a flat fee or by the hour. State it on the estimate.
How do I handle extra items on moving day?
Price them on the spot and get the customer's signature before loading. A binding estimate needs revising in writing.
Should I do an in-home or video survey?
For anything bigger than a studio, yes. Estimates based on a quick phone call are the ones that go wrong.
Related
- Customer deposits and retainers
- Customer deposit (glossary)
- Receipt template
- General invoice template
- Accounting software for moving companies
- General estimate and quote template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
AcboBooks
Send your next moving estimate from AcboBooks
A spreadsheet estimate stops at the signature. In AcboBooks the estimate stays with the customer and the job, and becomes the invoice when the work is done, so nothing is retyped and nothing is billed twice.
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