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Estimates and invoices for movers and junk haulers, so the price on moving day is the price you quoted.
Moving and hauling are priced before the truck is loaded and billed after it is unloaded. Everything that changes in between is where the arguments are, and several rules say so.
By Abrar · Updated · 8 min read
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The short answer
For a move, put the estimate in writing, say whether it is binding or not, and list what it covers. For a haul, say how the price is worked out and what is not taken. Write each item added on the day as its own line with a yes. A U.S. DOT number belongs on advertising for interstate moves. InvoiceWren holds the estimate, the added items and the payment on one job.
How a move or a haul runs on paper
The steps below fit both. A move is priced by the crew, the time and the load. A haul is often priced by how much space it takes in the truck, and the quote is often made on site.
- 1
The call
A customer wants a move or a haul. Write down the addresses, the date, the floors and stairs, and what has to go. For a haul, write down what it is, and whether any of it is hazardous.
- 2
The survey
Look at what will be moved or hauled, in person or by video. The federal rules for interstate household goods moves call for a written estimate based on a physical survey, unless the customer waives it in writing [1]. Take photos of what you see.
- 3
The estimate
Write the crew, the truck, the time and the extras such as stairs, packing and fuel as lines. Say if it is binding or non-binding. A moving company must give an interstate customer a written estimate, and it must be given before the bill of lading [1].
- 4
The contract
Sign it before the work. Florida's statute requires the estimate and the contract in writing, before any moving or accessorial services, signed or electronically acknowledged and dated [2]. Ask for a deposit only for what you must pay first.
- 5
Moving day
Load, move, unload. Write down what goes onto the truck, and anything damaged or left behind.
- 6
The added items
The customer says "and the piano". Write it as its own line with a price, and get a yes before it is loaded. This is where moves go over the estimate.
- 7
The invoice
The estimate, plus approved added items, less the deposit. For a haul, show the dump fee as its own line.
- 8
The payment and the receipt
Record the date, the amount and how you were paid, and give a receipt.
Where moving and hauling paperwork goes wrong
Some are covered by federal rules for interstate moves, and those set the standard customers expect from every mover.
A non-binding estimate, and a bill far above it
The federal rules for interstate household goods moves distinguish a binding estimate from a non-binding one. As we read the regulation text, with a non-binding estimate the mover can require payment at delivery of up to 110 percent of the estimate, and bill the rest later [3]. Customers who have read the booklet expect that.
What to do: Say on the estimate whether it is binding. If it is not, say how the final price is worked out, and how the customer will hear about a change before it happens.
Items added on the day, with no price
The customer adds the piano, the garage or a second storage unit. The truck is already loaded.
What to do: Write each as a line with its price and get a yes before it is loaded.
A big deposit, or cash only
The Federal Trade Commission lists a mover who demands cash or a big deposit before the move as a warning sign [4]. It tells customers not to hire an interstate mover that is not registered with the Department of Transportation [4].
What to do: Ask for a small deposit and say what it covers. Show your U.S. DOT number. Federal rules require advertising to show your name and U.S. DOT number [5].
No license or permit
Texas says its movers must be licensed with the state motor vehicle department, and registers household goods carriers that transport household goods for compensation regardless of vehicle weight [6][7]. Minnesota says you may not legally operate as a household goods motor carrier until you receive the permit [8].
What to do: Check what your state requires before you take a job. Put your license or permit number on the estimate.
Hazardous items on a haul
The EPA describes household hazardous waste as leftover household products that can catch fire, react or explode, and says it is regulated as solid waste at the state and local level, where requirements can be stricter [9]. A truck loaded with paint, solvents or batteries is a problem at the dump.
What to do: List what you will not take. Write it on the estimate, and ask what the job includes before you quote.
A quote with no dump fee line
A haul is priced from the space it takes in the truck. The dump fee arrives later, and the customer sees one number they did not expect.
What to do: Show how the price is worked out and put the dump fee on its own line, marked included or extra.
What InvoiceWren does for a mover or junk hauler
The estimate, the added items and the payment reach the customer before the first box moves.
An estimate the customer signs before moving day
Write the crew, the truck, the time, the stairs and the packing as lines. Say whether the estimate is binding. Your customer reads it and signs on their phone.
Photos of what is being moved or hauled
Add up to 3 photos to a line. The piano, the garage and the pile at the curb are on the paper before the quote is final.
Saved items for what you quote every week
Save "crew of 3 and truck, per hour", "stairs, per flight", "dump fee" and "packing materials". The next estimate takes a tap per line.
Change orders for the added items
The customer adds an item on the day? Send a change order. They approve it on their phone before it is loaded, and it is not counted as approved until they do.
A deposit, then a balance that adds up
Send a deposit invoice from the approved estimate. The final invoice shows the estimate, each approved change and each payment, line by line.
Paid by Zelle, bank transfer or your own link
Your customer pays you directly and we take no fee. They tap "I've paid", you check your account and confirm, and the receipt goes out.
Reminders that stop when they pay
If an invoice is late, InvoiceWren emails your customer for you. You set the schedule, and it stops once you confirm the payment.
Estimates and approval · Change orders · Deposits, progress and final invoices · Getting paid and receipts
Need a document right now? Make a free estimate or a free invoice with no sign-up, then bring the job into InvoiceWren when you are ready.
Rules to check, by state
Interstate moves follow federal rules. Moves within a state follow that state's rules, and junk removal has few official rules of its own. These are examples from official pages we read on Nov 13 2026. They are not every rule. Check yours.
- Federal, interstate household goods moves: a written estimate based on a physical survey, unless the customer waives it in writing. The estimate must be in writing and given before the bill of lading. There is no charge for a non-binding estimate [1]. The regulation text, in 49 CFR Appendix A, explains binding and non-binding estimates and the 110 percent limit at delivery for a non-binding estimate [3]. We could not open the FMCSA website itself, so ask FMCSA for the exact wording.
- Federal: advertising and paperwork must show the company's name and U.S. DOT number [5].
- Federal: the FTC says not to hire an interstate mover that is not registered with the Department of Transportation, and warns of movers who demand cash or a big deposit [4].
- Texas: movers must be licensed with the state motor vehicle department. Household goods carriers register when they transport household goods for compensation, regardless of vehicle weight [6][7].
- Minnesota: you may not legally operate as a household goods motor carrier until you receive the permit [8].
- Florida: the 2025 statute requires the estimate and the contract in writing, before any moving services, signed or electronically acknowledged and dated [2].
- Junk removal: the EPA says household hazardous waste is regulated as solid waste at the state and local level, and requirements may be stricter than the federal ones [9]. We found no official page on junk removal pricing or hauler licensing, and no page on sales tax for either trade.
This is general information, not legal or tax advice. We did not read a California page on movers, so nothing here applies to California.
Checklist
Questions
What is the difference between a binding and a non-binding estimate?
The federal regulation text for interstate moves defines both. With a binding estimate the price is fixed for the items listed. With a non-binding one, as we read it, the mover can require payment at delivery of up to 110 percent of the estimate and bill the rest later [3]. Say which you are giving, in writing.
Do I have to give a written estimate?
For interstate household goods moves, yes, based on a physical survey unless the customer waives it in writing [1]. Florida requires the estimate and the contract in writing before moving services [2]. A signed estimate in InvoiceWren is your written record of what was agreed.
Do I need to show a U.S. DOT number?
For interstate moves, federal rules require advertising to show the name and U.S. DOT number [5].
Do I need a license to be a mover?
It depends on the state. Texas says movers must be licensed with its motor vehicle department [6][7]. Minnesota requires a household goods mover permit [8]. Check yours.
Can I ask for a deposit?
Keep it small and say what it covers. The Federal Trade Commission lists a mover who demands cash or a big deposit before the move as a warning sign [4].
What if the customer adds items on moving day?
Write each as a line with a price and get a yes before it is loaded. In InvoiceWren you send a change order, and the customer approves it on their phone.
How do I price a junk removal job?
Many haulers price by the space the load takes in the truck, with a minimum, and quote on site. We found no official source on junk pricing, so say on the estimate how yours is worked out, and put the dump fee on its own line.
What can I not haul?
The EPA describes household hazardous waste as leftover household products that can catch fire, react or explode [9]. States and localities regulate it, sometimes more strictly. Write what you will not take on the estimate.
Send your next estimate from the job.
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Sources
- Code of Federal Regulations, 49 CFR 375.401: Estimating charges (via Cornell Legal Information Institute). Checked .
- Florida Statutes 2025, section 507.05: Estimates and contracts. Checked .
- Code of Federal Regulations, 49 CFR Appendix A to Part 375: Your Rights and Responsibilities When You Move (via Cornell Legal Information Institute). Checked .
- Federal Trade Commission: Avoid scams when you hire a moving company (Sep 2024). Checked .
- Code of Federal Regulations, 49 CFR 375.207: Advertising (via Cornell Legal Information Institute). Checked .
- Texas Department of Motor Vehicles: TxDMV number requirements. Checked .
- Texas Department of Motor Vehicles: Don't Make a Move. Checked .
- Minnesota Department of Transportation: Household goods mover (moving companies). Checked .
- U.S. EPA: Household Hazardous Waste. Checked .
Prices and features change. We check these pages before each update. If something here is out of date, tell us at hello@invoicewren.com and we will fix it.