Moving Company Quotes: Volume, Add-On Services & Fixed Price vs. Estimate

If you run a moving company in Germany, you know the drill: a customer collects three quotes, and one is €400 cheaper — because that company estimated 20 cubic meters less or "forgot" the no-parking zone permit. Sloppy moving quotes mean you either lose the job to the cheapest competitor or lose money on underestimated effort. This guide shows you how to build moving quotes that are watertight, legally sound, and still win the job.

1. Pricing it right: cubic meters, distance and labor hours

The foundation of every moving quote is the transport volume in cubic meters (m³). It determines vehicle size, number of trips, crew size and total time. Never estimate it from the gut — use an inventory list:

• Room-by-room inventory: Every piece of furniture and every box is listed and converted to m³ (length × width × height in meters).
• Rule-of-thumb values as a sanity check: 1-room approx. 15 m³, 2-room 30–35 m³, 3-room 50–60 m³, 4-room 75–90 m³, single-family house 100–150 m³.
• Bulky special cases: Piano (approx. 1 m³ plus 2 movers), safe, art objects, plants — always as a separate line item with a surcharge.

On top of the volume, three more factors drive your calculation:

1. Distance: Kilometers between loading and unloading addresses, plus the run from your depot. Many companies charge €1.20–1.80 per kilometer for vehicle and time.
2. On-site effort: Floor level, elevator available? Carry distance, basement, attic, difficult parking situation.
3. Crew hours: Number of movers × hours × hourly rate (typically €35–55 net per mover).

If you do not document these numbers properly, you cannot justify the price later — and you collapse at the first negotiation. Good quote software saves your line items and calculation assumptions as reusable positions, so the next 3-bedroom quote takes minutes instead of hours.

2. The survey is mandatory — on site or by video

A moving quote without a survey is a lottery. The on-site visit is the industry standard for good reason: only someone who has seen the apartment knows the carry distance, the elevator, the basement contents and how bulky the furniture really is.

Video surveys as the efficient standard

In recent years, the video survey via smartphone has become a fully accepted alternative: the customer walks you through their home on a video call, you ask questions and create the quote right afterwards. The advantages for you:

• No drive time — you handle 4–6 video surveys instead of 2 on-site appointments per day.
• Customers appreciate the fast response — survey today, quote tomorrow.
• Documentation: screenshots from the video serve as evidence for your calculation in case of a dispute.

Important: record whether the survey was on site or via video, and for video surveys, have critical areas (basement, attic, underground garage) shown to you explicitly. Whatever you have not seen does not belong in a fixed price.

3. List add-on services as separate line items

Core revenue for many moving companies is not the transport itself but the add-on services. If you do not list them explicitly, you give away margin — or invite arguments because the customer "thought that was included".

The professional trick: offer add-ons as selectable options with individual prices instead of baking them into a lump sum. The customer sees a low base price and decides for themselves — most add two or three options. This is exactly what variant quotes are made for: with AI-assisted quote creation, you build Basic, Comfort and Premium packages from the same line items in minutes.

4. State insurance and liability transparently

A move means handling everything a customer owns — insurance and liability are not fine print but a selling point. Under German law, as a carrier you are liable under the Commercial Code (HGB, §§ 407 ff.) for loss and damage to goods, capped at €620 per cubic meter of load (§ 431 HGB). At 55 m³ that is theoretically up to €34,100 — but a piano or a painting can exceed that quickly.

That is why every moving quote should include:

• Liability note: Explain the statutory liability and its limits in plain language.
• Optional transport insurance: Offer increased liability cover (e.g. to €2,500/m³) for a surcharge — fairly calculated at around 1–2% of the insured value.
• Written declaration of valuables: The customer lists jewelry, art and antiques in writing — these are often excluded from standard liability.

5. Fixed price vs. estimate: the decision under § 650c BGB

The most important content decision in a moving quote: fixed price or estimate? Both have their place — you need to know the consequences.

Fixed price

The price is binding, whatever happens. For private customers it is the strongest selling point because it gives planning security. But beware: a fixed price without a prior survey is Russian roulette for your business. Always build in a buffer of 10–15% for extra effort.

Estimate (Kostenvoranschlag, § 650c BGB)

An estimate is legally a projection. If you exceed the quoted price, the customer only has to accept the extra amount if:

• the overrun was unforeseeable (e.g. hidden attic contents, blocked stairwell), and
• the extra amount does not exceed 20%. Beyond that, you need the customer's explicit consent — get it in writing, before you perform the extra work.

Practical tip: for office moves and complex objects, work with an estimate plus documented proof of extra effort (photos, time records). Digital time tracking for your crew gives you the reliable basis for that.

6. Deposit, down payment and the cancellation policy for consumers

Three points where many moving companies ignore legal pitfalls:

Down payment and deposit

A down payment of 20–30% at contract signing is common practice and protects you against no-shows. Phrase it as a "down payment on the contract sum", not as a "deposit" — deposits evoke rental connotations that do not fit and complicate matters legally. The balance: due after performance, with 14-day payment terms for business customers.

Cancellation policy for consumers

When you contract with private individuals — the rule in moving — the right of withdrawal under § 312g BGB applies. If the cancellation policy is missing from your quote or contract, the 14-day withdrawal period extends to up to 12 months. Your quote for B2C customers must therefore contain:

• the full model withdrawal text per Annex 1 to Article 246a § 1(2) EGBGB,
• the withdrawal form,
• and for distance contracts, the note that the right of withdrawal expires early for services tied to a specific date (§ 312g (2) no. 9 BGB) — important because moving dates get blocked.

When several moving crews are on the road in parallel, crew scheduling in the Planbook helps you assign survey, moving and follow-up slots without double bookings and empty runs.

Frequently Asked Questions

How do I calculate cubic meters for a moving quote?

Measure the transport volume of all furniture and boxes (length × width × height per item, summed in m³) or use rule-of-thumb values: 1-room apartment approx. 15 m³, 2-room 30–35 m³, 3-room 50–60 m³, 4-room 75–90 m³. Multiply by your price per m³ (typically €40–70 depending on region and effort) and add distance, add-on services and flat-rate positions.

Which is better for a move: fixed price or estimate?

A fixed price gives both sides planning security and is the strongest selling point for private customers — but only if calculated after a survey. Under German law (§ 650c BGB), an estimate (Kostenvoranschlag) may be exceeded by up to 20% for unforeseeable extra effort; beyond 20% you need the customer's explicit consent.

Does a moving company have to include a cancellation policy in the quote?

Yes. For private customers (consumers contracting off-premises or at distance), a cancellation policy under § 312g BGB is mandatory. Without it, the 14-day cancellation period extends to up to 12 months — making the quote or contract legally vulnerable.