Question 1

What does “real cloud software” mean at movingpilot?

Accepted Answer

You log in through your browser - that's it. No installation, no servers, no VPN. Updates happen automatically in the background. You work anywhere you have an internet connection - from a tablet during a site visit to a laptop at home.

Question 2

Do I need my own IT department?

Accepted Answer

No. movingpilot is centrally operated and maintained. You configure everything through the interface; we take care of servers, backups, security updates and availability.

Question 3

What about uptime?

Accepted Answer

We run movingpilot with high availability on redundant infrastructure in German data centers. Maintenance windows are announced in advance and scheduled outside business hours.

Question 4

Can I use movingpilot in a different language?

Accepted Answer

Yes. The interface is available in German, Swiss German, English, French, Italian and Dutch – and every employee sets their own language in the user menu. Your French dispatcher can work in French while accounting works in German. You also set a company language that serves as the default for templates and new customers.

Question 5

Do my customers receive quotes in their own language?

Accepted Answer

Yes. You store each customer's language, and the quote is generated automatically in that language – so an English-speaking customer gets an English quote. You maintain your text blocks once per language; on request, the system automatically translates them into the other languages.

Question 6

Does movingpilot cover my entire process, or just part of it?

Accepted Answer

The whole journey: inquiry, site survey, quote, order, dispatch, staff and fleet planning, invoice, right through to the accounting export – in one system. No side spreadsheet, no double entry: whatever is captured during the survey shows up in the quote, the order and the invoice.

Question 7

We don't only do moves – does movingpilot still fit?

Accepted Answer

Yes. Alongside transport, you set your own prices for decluttering, storage, furniture and service work, packing material, tools and machines, no-parking zones, insurance, and international/intercontinental services. Framework-contract pricing for corporate customers is also supported.

Question 8

Do I keep my own calculations and pricing?

Accepted Answer

Yes. You set up your own price lists and surcharges – the system calculates with your figures, not industry averages. You can define different pricing and project logic for different business lines.

Question 9

We have several locations or legal entities. Is that possible?

Accepted Answer

Yes. Anyone working across multiple companies switches between accounts in the user menu without logging in again. You create users yourself; departing employees are deactivated rather than deleted, so the history of their cases is preserved.

Question 10

Do I have to use every feature I see?

Accepted Answer

No. You can hide the areas you don't need – the menu then shows only what your team actually works with. If your business grows into an area later, you simply switch it back on.

Question 11

How do I bill recurring services such as storage customers?

Accepted Answer

Through recurring invoices: set up once, they keep running at the agreed interval instead of someone having to remember it every month.

Question 12

How is the cubic volume determined?

Accepted Answer

Through a furniture list that you fill room by room: every item comes with its own volume, packing material and services are added on top, and the running total is always visible. The same list follows the case from the inquiry through the survey into the quote and order – it's entered only once.

Question 13

Can we cleanly manage corporate customers with several contacts?

Accepted Answer

Yes. Customers are managed as private customers, corporate customers or agencies, each with the fields actually needed for that type. You also get customer groups, a fixed account manager, and custom fields you can create yourself for anything not covered by default.

Question 14

Can we also offer moving insurance?

Accepted Answer

Yes. You set up your insurance products with your own rate applied to the sum insured the customer states, plus a minimum premium and, if needed, a different tax rate. You decide whether insurance appears as an optional line item in the quote and whether customers can add it already in the online calculator.

Question 15

Can I embed the online calculator in my own website?

Accepted Answer

Yes. The online calculator is your public inquiry flow and gets embedded in your website. Prospects enter what needs to be done step by step, and at the end an inquiry or quote request lands in your system. You configure which questions are asked, which services can be selected, and who receives the inquiry.

Question 16

What happens to an inquiry that comes in at 2 a.m.?

Accepted Answer

It's fully prepared by morning: the customer, addresses and all details sit in the system as an inquiry, the customer has already received their confirmation, you've received your notification, and the inquiry is assigned to the responsible consultant with a follow-up reminder. Nobody has to type anything at night.

Question 17

Is a simple contact form possible instead of the full flow?

Accepted Answer

Yes. Alongside the full calculator there's a short contact form – you decide which services and fields it shows. It creates the same inquiry in the system and the same notifications.

Question 18

Are inquiries that arrive by email also captured?

Accepted Answer

That's what Smart Inbox is for, an add-on module: you get your own email address, and incoming moving inquiries are automatically turned into inquiries in the system – with customer, addresses and a notification, just like an inquiry from the online calculator. We handle the setup for you.

Question 19

Can customers accept and sign my quote online?

Accepted Answer

Yes. The customer opens their link, sees the quote overview, can add optional services and sign directly. On confirmation, the quote automatically becomes an order and the order confirmation is sent out. You decide how much price detail the customer sees and which mailbox the confirmation lands in.

Question 20

Can I get additional inquiries through a comparison platform?

Accepted Answer

Yes, that's possible. We operate comparison platforms where people looking to move submit their inquiry and are shown matching providers at the end. If you're listed there, such an inquiry lands in your system exactly like an inquiry from your own website – with customer, addresses and all details, without a second portal and without retyping anything. We'll discuss whether and for which region a listing is possible.

Question 21

What if we take down the details by phone or in the office?

Accepted Answer

Then the same flow guides you step by step: customer, inquiry, furniture list, additional services, quote. You can also jump directly to any step if a customer tells you things in a different order. The end result is the same quote as after an on-site survey.

Question 22

Do quotes and invoices look like my company, or like movingpilot?

Accepted Answer

Like your company. The logo, colors, layout and legal text on quotes, order confirmations and invoices are yours. Your customers receive your documents, not ours.

Question 23

Can private and corporate customers receive different documents?

Accepted Answer

Yes. You can create multiple document designs – for example one for private moves and one for corporate customers, with different colors, a different logo and its own legal text – and assign them to project types. The system then automatically picks the right design when a document is created.

Question 24

Can I use the movingpilot system under my own domain?

Accepted Answer

Yes. Your team then logs in at, for example, app.yourcompany.com, matching the rest of your brand presence – for this your IT or web host sets up a one-time DNS entry for us. If you'd rather not deal with that, we'll set up a dedicated address like yourcompany.moving-pilot.com instead. And if that doesn't matter to you, you simply use the standard movingpilot login – the feature scope is identical in all three cases.

Question 25

Do emails to my customers come from my email address or from movingpilot?

Accepted Answer

From yours. You connect your own mailbox once – Outlook or your own mail server (SMTP); on request we can also set up sending completely for you. You decide whether everyone writes from a shared company address or each employee from their own – to the customer it looks like any other email from you, and their reply lands wherever your team already reads mail. You set up a consistent footer and fixed BCCs centrally, for example every invoice automatically going to accounting.

Question 26

Does my customer see my company in the online inquiry flow?

Accepted Answer

Yes. Company name, logo, contact details and your phone number for questions all come from your company profile and appear throughout the inquiry flow – as well as on the login page of your account.

Question 27

Can I use my own quote texts?

Accepted Answer

Yes. You store your cover letters, service descriptions and legal texts as templates, plus short text blocks for wording you need again and again. While writing, you pull the right block into the field with one click – in whichever language the document is currently being created in. That way, every consultant writes equally good quotes, even a new hire.

Question 28

Is it documented what we've written to a customer?

Accepted Answer

Yes. You write emails directly from the case – from the customer, quote, order, invoice or survey – using your template, in the right language, with the right attachments. Every email sent is logged against the case. That way, a colleague taking over the case can see exactly what the customer has already been told.

Question 29

Can my sales rep create the quote right at the customer's home?

Accepted Answer

Yes. There's a dedicated tablet app for site surveys, available from the App Store and Google Play. The consultant goes room by room, records the furniture, checks the result in the preview, and submits it – which becomes a real, numbered quote in the system. The customer can sign directly on the tablet.

Question 30

What if there's no signal in the basement?

Accepted Answer

No problem. Your furniture catalog, categories, favorites and packing material are loaded onto the device at login, so the survey works even without a connection. Data syncs as soon as there's signal again.

Question 31

What's in it for my moving crew?

Accepted Answer

They get their own app showing their scheduled orders: customer, addresses, times, team and vehicles. There they log their working hours, the team leader fills in the digital work report, and any damage is recorded with a photo. Everything lands directly in the order – no paper slips left in the cab at the end of the day.

Question 32

How do I schedule vehicles and staff?

Accepted Answer

On the dispatch board: vehicles as rows, days as columns, and the dispatcher drags orders into the right slot with the mouse. If the day doesn't match the requested date, or the vehicle is too small for the volume, the system asks before saving. Vacations, sick leave and workshop appointments are tracked in staff and fleet calendars and factored into available capacity.

Question 33

How do working hours flow into payroll?

Accepted Answer

The hours logged on orders feed into a time account per employee and month. From there you export the report individually or for all employees and pass it on to payroll or your tax advisor.

Question 34

What if something gets damaged during the move?

Accepted Answer

Every order has a damage file. Pre-existing damage is recorded separately from damage during the move, each with photos, and can be combined into a claim for the insurer. Reports can be printed and signed on the spot.

Question 35

How do I keep track of no-parking zones?

Accepted Answer

Every order tracks its addresses with notes on whether a no-parking zone is needed, how far along the application is, and which documents are on file. You place the order with connected providers directly from the order. That way dispatch sees at a glance what's still missing, before a truck shows up to a blocked street in the morning.

Question 36

Can we schedule temp workers and subcontractors too?

Accepted Answer

Yes. Besides your own staff, you keep a list of external workers with the company they belong to, their general availability and their qualifications. In planning they're available just like your own employees – so you see a day's true capacity, not just your core team.

Question 37

How do we make sure the right people are on every order?

Accepted Answer

Through qualifications. You maintain who is a driver, who assembles furniture, who holds a heavy-vehicle license, along with your internal cost and billing rate. Planning relies on this, so a crew is never scheduled without a driver.

Question 38

What does dispatch see for the coming week?

Accepted Answer

A weekly overview with a block for each working day. At the top is the day's capacity – which vehicle classes and how many people are needed, what's available, what's added externally, and what's left over. Below that are that day's orders. You can print the day plan as a PDF for anyone who prefers paper.

Question 39

How do we keep track of boxes and packing material?

Accepted Answer

All planned deliveries and pickups from every order come together in one list, complete with proof of handover. Completed items disappear automatically, so the list shows only what's still pending.

Question 40

Can I see whether an order actually made money in the end?

Accepted Answer

Yes. Every order compares planning and billing – line by line, color-highlighted wherever more or less was invoiced than planned. That way a forgotten add-on charge is noticed right after the move, not just at year-end.

Question 41

How do I know which marketing is actually paying off?

Accepted Answer

It's recorded for every customer how they found you. The report then shows, for your chosen period, how many inquiries, quotes and how much revenue come from each source – and the same breakdown is available per consultant. So you see not just what's coming in, but where it comes from and who converts it into orders.

Question 42

How do I make sure nothing falls through the cracks?

Accepted Answer

Through tasks that create themselves. You define rules once – for example: as soon as a quote goes out, the responsible consultant gets a follow-up task three days later; as soon as an order is confirmed, a task goes to dispatch. Due tasks and reminders show up in the bell icon, so nobody has to keep a list in their head.

Question 43

How do I quickly find an old case again?

Accepted Answer

Through the search bar in the header. You type a name, address or number, and the system shows matching results sorted by customers, quotes and orders, surveys and invoices – one click takes you straight to the case. Completed cases move to the archive and stay findable there, without cluttering your daily lists.

Question 44

Are all my appointments in one place?

Accepted Answer

Yes. Surveys, tasks and personal appointments all come together in one calendar, which you can filter by appointment type and employee and view as a day, week, month or list. Anything booked in a case automatically shows up in the calendar – nobody has to maintain two calendars in parallel.

Question 45

Can we prevent incomplete quotes from being sent?

Accepted Answer

Yes. You define what must never be missing on a quote or invoice. When sending, the system checks these points and flags anything missing before it goes to the customer. It's a warning, not a hard block – anyone who wants to proceed deliberately can always do so.

Question 46

Can I see everything about a customer at a glance?

Accepted Answer

Yes. The customer record brings inquiries, surveys, quotes, orders, invoices, files and history together in one place, with a counter on every tab. If a repeat customer calls, you see within seconds what you've done for them over the years.

Question 47

Do our appointments also end up in Outlook?

Accepted Answer

If you'd like, yes. You can use Outlook as your calendar – appointments from the system are then synced to Outlook, and anything entered directly in Outlook appears in the system. You decide whether everyone uses a shared company calendar or each person keeps their own.

Question 48

Can we use movingpilot in Switzerland too?

Accepted Answer

Yes. The interface is available in Swiss German, you set currency and VAT accordingly, and alongside the German accounting handovers, Swiss options are also available. Talk to us about your specific accounting solution – we'll tell you openly what works directly and what runs via export.

Question 49

How do I calculate international moves?

Accepted Answer

Not by hourly rates, but by price tables: distance multiplied by volume gives the price, and you can maintain several such tables – for example one per corridor or per destination partner. You also define which country combination uses which table, which VAT applies there, which services always belong on the quote, and whether that route should also be bookable in the online calculator.

Question 50

Do you also support overseas shipments with agents?

Accepted Answer

Yes. For international projects you additionally record the agent at origin and destination, the freight type, waybill data and the inventory, and for air freight also the flight data. From this you generate the waybill as a document, without entering the data a second time.

Question 51

Can we correctly invoice corporate customers abroad?

Accepted Answer

Yes. The VAT rule is tied to the customer and the route, and for international business customers you also store their official identification numbers, so the invoice carries all required details.

Question 52

Do I have to switch accounting software for movingpilot?

Accepted Answer

No. You issue your invoices in movingpilot and hand them off to the accounting software you already use today. Your tax advisor doesn't need to change anything.

Question 53

How do my invoices get to my tax advisor?

Accepted Answer

Through a dedicated invoice export list. From there you pass invoices along as PDF, ZIP, CSV or Excel, or use common accounting formats and interfaces – including DATEV. An overview shows which invoice was exported when and via which channel, so nothing reaches your tax advisor twice or not at all. On request, an automatic copy of every invoice can also go to your accounting software.

Question 54

Can I map revenue accounts and cost centers?

Accepted Answer

Yes. You maintain revenue accounts and cost centers in the accounting settings and can assign them down to individual products. You also configure DATEV identifiers and the length of your general ledger accounts there to match your accounting setup.

Question 55

Can I access my data if I need it elsewhere?

Accepted Answer

Yes. Every list – customers, inquiries, quotes, orders, invoices – can be exported as an Excel or CSV file, exactly in the view you've filtered and set up. Whatever you see on screen, you also get as a file.

Question 56

Can we work with deposit invoices and final invoices?

Accepted Answer

Yes. Alongside the standard invoice, there are deposit and final invoices, corrections and cancellations, as well as credit notes with their own numbering sequence. This lets you follow the usual process – deposit on order confirmation, balance after the move – without any workarounds.

Question 57

Can I see which invoices are still open?

Accepted Answer

Yes. For every invoice you record incoming payments with amount, payment method and date; the remaining open balance is tracked continuously, and a fully paid invoice is marked as paid. Whatever remains overdue can be dunned.

Question 58

Can several invoices belong to one order?

Accepted Answer

Yes. One order can carry several invoices – for example a deposit, a final invoice and a supplementary charge. All of them together are compared against the order, so you can see what was planned and what was invoiced in total.

Question 59

Where is my data stored?

Accepted Answer

Exclusively in certified German data centers. movingpilot is GDPR-compliant; a data processing agreement (DPA) is part of every contract.

Question 60

Who has access to my data?

Accepted Answer

Only you and the employees you grant access to. movingpilot staff only access your data on explicit request and in the context of support cases - logged every time.

Question 61

What happens to my data if I cancel?

Accepted Answer

You receive a full export of your data in open formats (CSV, JSON) and can take it with you. After the contract ends, data is deleted within the legally required time frames.

Question 62

Can I control who sees what within our team?

Accepted Answer

Yes. Every employee gets their own login instead of a shared password, and you define per user which areas they may use. Access can also be secured with two-factor authentication. If someone leaves the company, you deactivate their account – their past cases remain fully intact.

Question 63

Which systems can I migrate from?

Accepted Answer

From most common industry systems as well as from Excel or CSV. For custom systems, we look together at what's possible - usually quite a lot.

Question 64

How long does onboarding take?

Accepted Answer

Typically 14 days. During this time we migrate your data, train your team in compact online sessions, and are available for any questions. 30 days of parallel operation with your old software are included.

Answers to the
most important questions.

Software & Cloud

Feature scope & fit

More inquiries, less typing

How I appear to my customers

On the road & across the team

Overview & control

Switzerland & international moves

Accounting & interfaces

Data protection & security

Migration & onboarding

Training & support

Didn't find your question?

Answers to themost important questions.