Transport and delivery: Quotation software for archive relocation companies
Quotation software for archive relocation companies that keeps linear volume, registration work and packing preparation separate, so the client sees where the price of an archive move really comes from.
Where quotes for archive relocation companies get stuck.
Archive relocation companies often quote per linear metre, but that is not where the difference lies. Two archives of the same size can turn out completely differently: one sits neatly in numbered boxes, the other in binders on open shelves that first need packing and a reference. If that registration work is not named separately, the client is shocked by the final bill or the mover loses money. Quotes also tend to leave out the assumptions: that the client weeds beforehand, that the lift is available and that the new shelving is in place. Without those assumptions in writing, every deviation becomes an argument.
Quotation software for archive relocation companies
Example- 1
Record volume and condition
DoneAfter the survey the adviser records the volume per room and the state of the archive: already boxed, in binders on shelves or loose in cabinets.
- 2
Price registration and packing separately
In progressThe calculation splits transport, packing, per-box registration and re-shelving in the new room.
- 3
Assumptions and approval together
NextThe proposal states plainly what has been assumed: archive weeded, lift available, new shelving installed, contact person present.
From enquiry to signed quote.
Record volume and condition
After the survey the adviser records the volume per room and the state of the archive: already boxed, in binders on shelves or loose in cabinets. For each room they note whether labels exist and whether the filing order is known. Those details form the basis of the calculation, not an average per metre.
Price registration and packing separately
The calculation splits transport, packing, per-box registration and re-shelving in the new room. Where boxes already carry a reference, registration is light; where everything still needs labelling, it weighs more. The client sees which part of the price comes from the state of their own archive.
Assumptions and approval together
The proposal states plainly what has been assumed: archive weeded, lift available, new shelving installed, contact person present. The client approves price and assumptions in one go. If the situation on moving day differs, it is immediately clear which assumption did not hold and what that means for the price.
Alongside your calculations and price lists.
Most archive relocation companies currently build quotes in a spreadsheet pasted into a text template. Rates per task stay with management or the estimator; survey details come from the adviser. The new quotation pulls those rates from one maintained list and the survey details from the enquiry. Once approved, the lines that may be invoiced are ready for the invoice in the same software.
Fixed price or charging registration afterwards
A fixed price gives the client certainty, but only if the condition of the archive was surveyed properly. Charging registration afterwards is fairer for unknown archives, but feels open-ended to the client. A fixed price for transport with a defined registration item based on boxes actually labelled is often a workable compromise.
Weeding by the client or by you
If the client weeds the archive themselves, more than necessary sometimes gets moved. If you take on the weeding, you need knowledge of retention periods and the client's explicit consent. The proposal has to make clear who does it and what that means for volume and price.
One quote or one per phase
A move with interim storage has three moments: packing, storing and returning to shelves. A single overall quote is easy to read, but the storage period is often uncertain. Quoting per phase lets you extend the storage period later without redoing the whole quotation, and keeps the moving price clean and comparable.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we prepare in the quotes.
The quote lists transport, packing, registration and re-shelving as separate items, with a fixed list of assumptions and online approval by the client. We enter your rates per task at the start. We then work through two archives together: an office where everything is already in numbered boxes, and an archive in binders without labels. Interim storage per phase and passing accepted lines on to the invoice can be switched on once you work that way.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we avoid disputes when the archive turns out bigger than stated?
By putting the surveyed volume and the assumptions in the proposal. If more turns up on the day, it is visible that the volume differs and which rate applies to the extra. The client saw and approved that beforehand, so the conversation is about facts.
Can we use different rates for different kinds of registration?
Yes. Copying an existing reference takes less effort than describing and labelling a box from scratch. Each of those tasks gets its own rate in the maintained list, and the adviser chooses per room which one applies.
Does the client see the price breakdown or only the total?
That is your call. It often works well to show the main items, such as transport, packing and registration, without every hourly rate. The client then understands where the price comes from, while your internal costing stays with you.
What happens to the quote after approval?
The approval is recorded with date and name. The agreed items and assumptions move on to scheduling and later to invoicing, so the crew knows what was promised and the office knows what may be invoiced.
What often connects to this.
- Enquiry form for archive relocation companiesAn enquiry form for archive relocation companies that asks for box counts, filing scheme and access needs, so a site survey can be prepared properly instead of starting blind.
- Digital job cards for archive relocation companiesDigital job cards for archive relocation companies where each crew ticks off the relocation list by box reference, so every handover records exactly which boxes were loaded and re-shelved.
- Invoicing software for archive relocation companiesInvoicing software for archive relocation companies that turns relocated volume, registration work and materials left behind from signed-off phases into an invoice that matches what the client saw.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for archive relocation companies: price volume, per-box registration and packing separately, with assumptions the client sees upfront.
- Record volume and condition
- Price registration and packing separately
- Assumptions and approval together