← All guidesEstimatingUpdated July 7, 20266 min read
“Is that price guaranteed?” is the question every mover gets, and the answer depends entirely on which kind of estimate you wrote. The three types commit you to very different things — pick the wrong one and you either eat the overage or lose the job.
Non-binding estimate
What it is: an approximation. The final price is based on actual weight and services performed, so it can land above or below the quote.
Good for: smaller or uncertain moves, and jobs you couldn’t survey properly.
The catch: it’s the type most likely to blow up on delivery day. A customer who heard “$3,200” remembers a promise, not an approximation. If the scale says otherwise, you’re having an argument in a driveway with their furniture in your truck.
If you use non-binding, say the word “estimate” out loud, explain what moves the number, and put it in writing. Every dispute here starts with a customer who thought the number was final.
Binding estimate
What it is: a fixed price agreed in advance. The customer pays the quoted amount even if the shipment weighs more than you thought.
Good for: moves you’ve surveyed thoroughly. Customers love the certainty, and it’s a genuine selling point against a competitor waving an approximation.
The catch: your survey is your margin. Miss the packed garage or the storage unit and you absorb it. Binding rewards companies that ask good questions and punishes companies that guess.
Note the asymmetry: if the load comes in lighter, you keep the difference. Binding cuts both ways, which is exactly why the survey matters so much.
Not-to-exceed (guaranteed price)
What it is: a ceiling. The customer never pays more than the quote, and pays less if actual weight and services come in lower. They get the better of the two outcomes.
Good for: winning competitive jobs. It’s the most customer-friendly option available, and it closes deals — nobody has to gamble against you.
The catch: all the risk is yours with none of the binding upside. You eat overages and hand back underages. Only offer it on moves you’ve measured carefully, and price in a realistic buffer.
Choosing between them
| Type | Customer pays | Risk sits with | Use when |
|---|---|---|---|
| Non-binding | Actual weight & services | Customer | Small or unsurveyed moves |
| Binding | The quoted price, either way | Mover (both directions) | Well-surveyed moves |
| Not-to-exceed | The lower of quote or actual | Mover | Competitive jobs you’ve measured |
The honest rule: your estimate type should match your survey confidence. Thorough survey → binding or not-to-exceed, and use the certainty to win. Rushed phone call with an unseen garage → non-binding, clearly explained.
Whatever you choose, write it down
Nearly every estimate dispute is a documentation problem, not a pricing one. Protect yourself and the customer:
- State the estimate type on the document, in plain language.
- Itemize what’s included — and what isn’t (packing, stairs, long carry, shuttle, storage).
- Record what the estimate was based on: move size, rooms, survey notes.
- Get an acknowledgement. A signature — even an e-signature on a phone — ends most arguments before they start.
- Keep the thread. If the customer added a bedroom set by text two weeks later, that message is your evidence.
MadagascarCRM writes the type onto every estimate, itemizes the job from your own catalog and rates, captures an e-signature, and keeps the whole conversation attached to the lead — so “that’s not what you told me” has an answer. Start from an accurate cubic-feet estimate and the rest gets a lot easier.
Want this handled for you? MadagascarCRM prices moves from your own rates, texts every lead automatically until they book, and keeps calls, quotes, and payments on one screen. Join the waitlist.
Frequently asked questions
What is the difference between a binding and non-binding moving estimate?
A binding estimate is a fixed price agreed in advance — the customer pays that amount even if the shipment weighs more than expected. A non-binding estimate is only an approximation; the final price is based on actual weight and services, so it can rise or fall.
What is a not-to-exceed moving estimate?
A not-to-exceed (guaranteed price) estimate caps the customer’s cost at the quoted figure but lets the price drop if actual weight or services come in lower. The customer gets the better of the two outcomes, so all the risk sits with the mover.
Which estimate type is best for a moving company?
It depends on survey confidence. Binding works when you have surveyed thoroughly and know the shipment. Non-binding suits small or uncertain moves. Not-to-exceed is the strongest sales tool but carries the most risk, so offer it only on moves you have measured carefully.
Keep reading
- How to Choose CRM Software for Your Moving Company — What actually matters when choosing moving company CRM software: instant estimating, built-in phone and SMS, dispatch, payments, and the pricing traps to avoid.
- A2P 10DLC for Moving Companies: Get Your Texts Delivered — If your texts to leads stopped landing, carrier filtering is why. What A2P 10DLC is, what movers need to register a brand and campaign, and why registrations get rejected.
- How to Follow Up on Moving Leads (and Actually Book More Moves) — Most moving leads are lost to silence, not price. A practical follow-up system for movers: speed to lead, texting over calling, cadence, and what to say at each step.