Piano Moving Invoice Template (Free)
A piano moving invoice needs the instrument by make, type, and serial, the pickup and delivery addresses with stair flights and turns at each end, the base move rate, surcharges for hoist, long carry, and disassembly, condition noted at both ends with photos referenced, any storage, and the insurance or valuation coverage that applied. Copy the template below, or use software that records the condition photos on the job.
What belongs on the invoice
- Business name, license, insurance and DOT if applicable
- Customer name and phone
- Instrument — make, type, serial
- Pickup and delivery addresses, with stairs and turns at each
- Base move rate by instrument type
- Surcharges — stairs, turns, long carry, hoist, disassembly
- Condition at pickup and delivery
- Storage, if any
- Valuation / insurance coverage selected
The template
[Your Business Name] · License #____ · Insured
[Phone] · [Email]
Invoice #____ Date: __________
Bill To: [Customer Name] Phone: __________
INSTRUMENT: [make] Type: [upright/grand/etc]
Serial: ______________ Approx. weight: ____ lbs
PICKUP: _______________________________________
Stairs: ___ flights Turns: ___ Carry: ___ ft
DELIVERY: _____________________________________
Stairs: ___ flights Turns: ___ Carry: ___ ft
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Description Amount
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Base move — [instrument type] $______
Stairs — ___ flights @ $___ $______
Tight turns / landings $______
Long carry — ___ ft over base $______
Hoist / crane + additional crew $______
Disassembly (legs, lyre, pedals) $______
Reassembly at delivery $______
Board, skid, padding + wrap $______
Mileage — ___ mi @ $___ $______
Storage — ___ mo (climate controlled) $______
Valuation coverage [level] $______
Stair-crawler / specialty equipment $______
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Subtotal $______
Tax (if applicable) $______
Deposit received -$______
Total Due $______
CONDITION AT PICKUP: ___________________________
CONDITION AT DELIVERY: _________________________
Photos taken both ends: [yes] Ref #______
Customer signature at delivery: ________________Get a signature at delivery
It only takes thirty seconds, and it closes the condition record. A customer who’s walked the instrument with you and signed off has confirmed what arrived — which is really the whole point of the document.
Recommend tuning, don’t promise it
A piano needs to settle before it can be tuned properly, usually a couple of weeks. Note the recommendation on the invoice and refer a tuner — it’s genuinely helpful, it manages the expectation that a moved piano won’t sound perfect on day one, and it tends to generate referrals in both directions.
Skip the copy-paste next time
Software that saves your per-instrument rates and access surcharges builds this at the truck, with the condition photos already attached to the job.
Frequently asked questions
Why record the serial number?
Because it identifies the specific instrument for insurance, for any later damage claim, and for the customer's own records. Pianos are frequently valuable and occasionally irreplaceable — the serial is what ties your paperwork to the object.
Should condition be noted at both ends?
Always. Existing chips, finish cracks, and loose casters recorded at pickup, and the same walk-through at delivery. It's a ninety-second habit that converts the most common dispute in specialty moving into a settled question.
How should valuation coverage appear?
As its own line stating the coverage level chosen. Customers often assume full replacement value is automatic — printing what they actually selected, before the move, is the only version of that conversation that goes well afterward.