Quotes with RUT, scheduling and invoicing for movers
The volume is estimated, the crew is assigned, and the move takes four hours or eight. RUT comes off the carrying but not the van, and the invoice has to be right either way.
A week in a moving company
Moving companies sell mostly to private people, and nearly every customer wants RUT. The jobs are short and all different: a studio on a weekday, a house with storage on a Saturday, and a move-out clean often sold in the same deal.
- 01
Enquiry and quote
The customer describes the home, or somebody goes and looks. The quote is an hourly rate or a fixed price, with extras for packing, materials and storage.
Where it breaksThe quote is written in an email, and the customer compares three companies without you knowing whether yours was even opened.
- 02
Crewing
The right number of movers and the right van on the right day, with a margin for the move running long. Saturdays fill first.
Where it breaksThe crew is put together in a group chat, and whoever drops out says so in the morning.
- 03
The move
Packing, carrying, assembly. The time runs from start to finish, sometimes with a break, and at two addresses.
Where it breaksThe hours are written on a note in the van, and the customer and the movers remember the time differently.
- 04
Done
The customer should sign that the job is done, and any damage has to be documented.
Where it breaksThe signature is on a piece of paper that stays in the van.
- 05
Invoice with RUT
The labour gets RUT; the van, fuel, boxes and storage rent do not. The customer pays their share, and the rest is claimed from Skatteverket.
Where it breaksFixed prices are split into labour and materials afterwards, and RUT is taken off the whole sum.
Built for Swedish rules
What qualifies for RUT in a move — and what does not
Moving services qualify for RUT, but only the part of the job that is people working. Everything to do with the van, the boxes and the storage is outside.
- RUT: 50 per cent of the labour
- The deduction is at most 50 per cent of the labour cost including VAT. The household goods must belong to the customer’s household, and the move must be between the customer’s homes or to and from storage within the EU/EEA or Switzerland. If any part of the move is carried out in Sweden, you need Swedish F-skatt.
- What counts
- Packing and unpacking, loading and unloading, carrying, dismantling and assembling furniture that cannot be moved whole, putting up and taking down pictures, curtains and light fittings in connection with the move, and moving a piano. Paying the driver who transports the goods counts too.
- What does not
- The moving van, fuel, moving boxes and storage rent. Nor travel between your premises and the customer’s home, hauling rubbish or old furniture to the recycling centre, or transport by air or sea.
- Move-out cleaning
- Cleaning for somebody moving in or out also qualifies for RUT, at the same 50 per cent. Cleaning after building work does not — that is ROT work.
- Fixed price and the claim
- The labour cost must be shown apart from other costs on the invoice, and you must document the hours worked and the type of work. The claim is made once the work is done and paid for, by 31 January of the following year, and the customer must pay electronically.
- VAT and ceiling
- Goods transport carries 25 per cent VAT. ROT and RUT together may be at most 75 000 kronor per person and year.
Checked against the authorities’ own pages — Skatteverket, Arbetsmiljöverket and the county administrative boards — in October 2026. This is a summary, not tax advice: in a single case the authority’s text decides, and amounts and rates change.
The same week in Closepact
Every row below is built, and carries the module and tier it needs. What is not built is in the next section.
- The quoteOffers & e-signing · Väx
- The quote is built from a template with price lines and goes out as a link of its own. Packing or storage can be optional lines the customer ticks, and the quote shows a preliminary RUT deduction on the labour. You see when the customer opens it, and they accept at the link; an agreement can be e-signed after a one-time code by email. Reminders go out by themselves and stop when the customer has signed.
- The move as a jobScheduling & work orders · Start
- The accepted move is set up as a work order with an hourly or fixed price, the RUT flag, the customer’s window and the estimated time. On Väx an accepted quote becomes that work order by itself, with the customer, the address and the accepted lines on it, and waits to be planned.
- The crewScheduling & work orders · Start
- Several movers go on the same job, and the conflict check shows whether anyone is already booked or on leave. Everyone on the crew sees the job in the field app with the address and directions.
- The hours and the signatureScheduling & work orders · Start
- Each mover clocks in and out, even without coverage. When the move is done the customer’s signature, with a name, is taken on the phone together with photos and the checklist, in one step that needs a connection.
- Fixed price with the hours keptScheduling & work orders · Start
- On a fixed price the agreed price is invoiced, but the clocked hours travel to the invoice basis as zero lines. The hours worked that Skatteverket asks for are therefore still there even when the customer does not pay by the hour.
- RUT on the labour, not on the vanInvoicing & receivables · Väx
- The invoice has separate line types for labour, goods, travel and fees. RUT is 50 per cent of the labour lines including VAT; the van, boxes and storage rent go on as goods or fees and cannot carry the deduction.
Honest about the edges
What Closepact does not do for moving companies
This is here because it is cheaper to read now than to discover after the contract is signed.
A job has one address. The other end of the move does not show as an address in the field app — put it in the job title, or split the move into one job per address if you want a GPS comparison at both ends.
The RUT figure on the quote is a preliminary estimate without the annual ceiling. The deduction itself is made on the invoice.
An accepted quote becomes a work order to be planned, not a booked move: the day and the crew are still set in the schedule.
Closepact builds the RUT claim file from paid invoices but does not send it: you import it in Skatteverket’s e-service and sign with BankID. The annual ceiling is not applied. The buyer’s personnummer is entered on the customer, printed on the invoice and carried into the file.
The customer gets no booking confirmation or reminder from Closepact, and there is no online booking; it is marked “planned”. Vans are not planned as resources in the schedule.
What it costs a moving company of ten
Eight movers, one who sells and plans, and one who keeps the books. All ten log in to the schedule; the seller sends the quotes, and the seller and the bookkeeper invoice.
Start is enough in the schedule for a moving company with little that recurs. GPS-verified clock-in needs Väx in the schedule. The price table in quotes and RUT in invoicing need Väx. Three modules take 25 per cent off the whole amount.
Prices in SEK per month excluding VAT, on an annual agreement. Each module has a 14-day trial, no card. Seats are counted per module, the way the calculator on the pricing page counts them.
Per month, priced the way the pricing page prices it
| Offers & e-signing · Väx | 379 kr |
|---|---|
| 1 users · 1 × 379 kr | |
| Scheduling & work orders · Start | 674 kr |
| 10 users · base fee 449 kr, 5 users included · 5 more at 45 kr | |
| Invoicing & receivables · Väx | 279 kr |
| 2 users · base fee 279 kr, 5 users included | |
| Modules | 1 332 kr |
| Bundle discount 25 % | −333 kr |
| Per month, excl. VAT | 999 kr |
Buy one. Buy two. Buy all three.
Each module is whole on its own. Together they stop being three systems exporting files to one another.
Offers & e-signing
Build, send and sign offers, and see when the customer reads them.
From 199 kr/user/month
Scheduling & work orders
Plan jobs, track time on site, and get the invoicing basis without retyping it.
From 449 kr/month
Invoicing & receivables
Invoices and VAT per line. ROT/RUT, reminders and SIE export from the Väx tier.
From 139 kr/month
Common questions
Questions moving companies ask
Which parts of a move qualify for RUT?
The labour: packing, loading, carrying, unloading, dismantling and assembling furniture, putting up pictures and curtains in connection with the move, and moving heavy items such as a piano. What does not qualify is the van, the fuel, the boxes, the storage rent and the journey between your premises and the customer. In Closepact the labour sits on labour lines and the rest as goods or fees, and only the labour lines can carry the deduction — 50 per cent of the labour cost including VAT.
Can we charge a fixed price and still get RUT right?
Yes, but the labour cost has to stand on its own on the invoice and you have to be able to show how many hours were worked. Split the fixed price on the invoice: the labour on a labour line, the van and materials on lines of their own — the draft can be changed before it is sent. The hours the crew clocked travel to the invoice basis as zero lines, so the count is there for the claim.
How does the moving crew know where and when?
Whoever is assigned a job with a date gets an email — in Swedish or English, the worker’s language or else the organisation’s, with the times on your clock — and the job shows in the field app with the address, the time and a link to directions, for the coming seven days. The other address of the move does not show as an address, since a job has one; put it in the title.
Can the customer sign on the phone when the move is done?
Yes. The signature is taken on the phone or tablet when the job is marked done, and the name of whoever signs has to be filled in. It is sent in the same step as the checklist, photos and materials, and that step needs a connection — clock-ins and clock-outs are what work without one. The signature is optional; you decide whether you want it.
Does it work for moves that take several days?
Yes. A job can have a start and an end with several days in between; the board shows it on each day, and the field app lists it on every day it spans, marked day 1 of 3, day 2 of 3 and so on. Packing one day and the move the next can also be two jobs with the same customer and RUT flag, gathered onto one invoice.
What would it cost us?
The worked example above — eight movers, a seller and a bookkeeper, with quotes and invoicing on Väx and the schedule on Start — comes to 999 kr a month excluding VAT, after the 25 per cent bundle discount. If you want GPS-verified clock-in, the schedule becomes Väx. The quote module is priced per user, so count only those who send quotes. Each module has a 14-day trial with no card.
Read further
Want to see it on your own numbers?
Twenty minutes, no slides. We set the module up with one of your own cases before the call.