Olympia operates across several lines of business, each with its own unique requirements, yet all closely interconnected. The success of one division directly affects the others, making communication, planning and attention to detail essential at every level. Regardless of the service type, every move begins with accurate quoting, clear coordination, and proper resource allocation. When information is incomplete or inaccurate, it can cause scheduling conflicts, missed deadlines, or unnecessary costs that affect the company as a whole. Preventing losses starts with building every job correctly from the start (with detailed costing, complete documentation, and clear communication between departments) ensuring Olympia operates efficiently, profitably, and consistently delivers on our promise of excellent service.

Key Paperwork: (Click on the Paperwork Name to view example)

Bill of Lading (BOL): The legal contract for transport. Must include correct addresses, dates, times, and signatures.

Estimate/Work Order: Sales-provided sheet detailing quoted hours, crew size, truck size, and equipment. Operations and movers must match to this.

Time Sheets / Crew Logs: Crews document start/finish times. Accuracy here ensures correct billing and is tracked through Mobi.

Damage Reports (if needed): Must be filled out immediately to avoid disputes.

Getting Paid:

For Local moves, payment is structured to ensure that both the client and Olympia are protected while maintaining consistent daily cash flow for the company and its crews.

Daily Closeout: Crews are paid out at the end of each workday, not at the overall completion of a multi-day job. This helps ensure timely compensation and accurate labor tracking

Client Deposits: A 50% deposit is collected at the time of booking to reserve the client’s move date. This deposit is fully refundable up to 72 hours prior to the scheduled service date.

Balance Due: The remaining balance is collected upon job completion and verified through crew time sheets, materials used, and client sign-off.

Key Paperwork:

Estimate & Order for Service: Must match tariff and include all charges

Bill of Lading (BOL): Legal transport contract with accurate weight, dates and signatures

Inventory: Lists all items with condition notes; critical for claims

Weight Tickets: Verify shipment for billing and compliance

Additional WVL Paperwork: High Value, etc.

Additional Services Form: Ensured all added services are documented, authorized, and properly billed

Getting Paid:

ISW moves involve coordination and financial settlement between Olympia, and our national van line partner, Wheaton Worldwide Moving. Understanding how payment flows on these jobs ensures proper handling of funds and prevents confusion between self-haul and linehaul shipments.

Short/Self-Haul Shipments (600 Miles and Under): 

For interstate moves handled directly by Olympia crews and trucks, Olympia collects payment from the client. Once payment is received, Olympia settles the portion owed to Wheaton based on the agreed tariff and agent commission split. Crews should assure all paperwork is complete so accounting can close the settlement accurately.

Long-Haul Shipments (Over 600 Miles): 

For long-distance shipments moved by Wheaton’s long-haul fleet or another affiliated agent, Wheaton collects payment directly from the customer. After delivery and documentation are verified, Wheaton remits Olympia’s portion based on services performed. Olympia’s accounting department tracks and reconciles these settlements to ensure payment is received in full and on time.

Key Paperwork:

Freight BOL: Carrier transport document confirming shipment details

Inventory: Lists all crated contents, dimensions, and weight.

Freight Invoice & Weight: For billing

Photos/Condition Reports: Pre- and post-loading documentation for liability protection

Getting Paid:

We Manage the Process: While CFF shipments operate under Wheaton’s authority, Olympia controls quoting, billing, and customer communication.

Bill & Collect Deposits: Olympia runs charges and requires a 50% deposit which we settle with Wheaton after the fact. The client is billed directly.

Settlement with Wheaton: Once the shipment is complete and paid, Olympia remits 3% of the gross revenue plus any valuation premium to Wheaton. Timely and accurate paperwork ensures clean reconciliation and prevents disputes.

Key Paperwork:

Packing List/Inventory: Detailed record of all shipped items and crate numbers.

Bill of Lading (BOL): Official contract of carriage including shipment details & terms between carrier and customer.

Certificate of Origin: Verify shipment ownership and provide key details for customs & billing.

Delivery Receipt (Import): Signed, confirming success of delivery, condition of goods, and completion of services.

Additional Documents: Agent specific documents may additionally be required.

Getting Paid:

For Export (EXP) and Import (IMP) jobs, Olympia provides origin and destination services on behalf of third-party forwarders or agents

Third-Party Billed Jobs: When servicing another company’s customer, we bill the third party directly. All services must be authorized in advanced and signed off on-site to provide proof of completion and ensure payment. Missing signatures or incomplete authorizations can delay or void payment.

Olympia Booked Jobs: When Olympia is the booking agent, we are responsible for collecting full payment from the client. Olympia then distributes funds to the respective third parties invoices; including freight carriers, ocean lines, and destination agents.

Commercial moved consist of two job types: COM & CTM. The primary difference between these job types lies in how they’re priced and billed:

COM (Flat Rate): Fixed price based on scope; efficiency is key since extra hours reduce profit.

CTM (Time & Materials): Flexible billing based on actual labor, trucks, and materials used; accuracy and documentation are essential for proper invoicing.

Key Paperwork:

Commercial Bill of Lading (BOL): Core legal document showing time, materials, and/or fixed scope. Must be signed by both client and Olympia representatives.

Account Documents: Job-specific instructions from Sales, Coordination, or Operations.

CTM Daily Logs: Used to record actual hours and material usage, signed daily by the client representative.

Getting Paid:

For COD Shipments: Olympia gets paid upon completion of each day of service.

For moves under $5000: The client is required to pay with a credit card

Commercial accounts: Can also apply for credit terms through Olympia’s accounting department

Key Paperwork:

DoD form 619: Documents all accessorial services performed (packing, crating, shuttles, etc.)

Government BOL: The primary contract between Olympia and the US Government

DOD Form 1850 (Claim for Loss or Damage): Used by the service member to officially file a claim for damaged or missing items. Must be provided promptly upon request and accurately referenced in DPS.

Property Damage Form: Completed immediately if any damage occurs to the service member’s property or residence during the move. This ensures transparency and timely repair or claim resolution.

Inventory: Numbered record of all shipped items, ensuring accuracy for verification and claims prevention.

Getting Paid:

In summary: Olympia submits invoices and associated paperwork to the relevant TSP (transportation service provider) for payment.

Key Paperwork:

Commercial Bill of Lading (BOL): Core legal document showing time, materials, and/or fixed scope. Must be signed by both client and Olympia representatives.

Account Documents: Job-specific instructions from Sales, Coordination, or Operations.

CTM Daily Logs: Used to record actual hours and material usage, signed daily by the client representative.

Getting Paid:

2 Line Items: Similar to Commercial paperwork. 2 line items: Furniture sales & project management. The rest runs through Olympia.

How Think Office Gets Paid: Think Office gets paid by the tenant or the owner of the space for services provided and for any third parties who purchase the used office furniture from think office.