What this cash receipt is for
When your shop pays cash for a phone, tablet or other device, you need a written record of the deal. This template is a cash paid receipt: it shows what you bought, who sold it to you, what you paid and how. It also gives the seller a copy.
What a cash paid receipt should include
- Your business name and phone
- The date and a receipt number
- The seller's name and phone number
- The type of ID they showed, with the last four digits
- The device, its IMEI or serial number, and its condition
- The amount paid and how: cash, card, Cash App or Zelle
- A statement that the seller owns the device
- The seller's signature and the date
Why check ID and get a signature
Buying used devices carries a real risk of buying stolen property. Recording the seller's ID and getting a signature on an ownership statement shows you did your part. Many cities and states require secondhand dealers to record this information, sometimes with a holding period before resale, so check your local rules. This receipt records the ID type and the last four digits only; if your area requires the full ID number or a photo, keep that separately and securely.
Why buyers keep these receipts
A signed cash receipt is your proof of purchase. It shows when you bought the device, from whom and for how much. It helps if a device is later reported stolen, if you're asked about it by police, and at tax time when you need to show the cost of inventory. Keep a copy of every one, printed or as a PDF.
IMEI and condition
Write down the IMEI before you pay, and check it against a blacklist service if you can. Use a simple condition grade, A through D, so you remember what you bought and can price it for resale.
Numbering
Receipts are numbered B-001, B-002 and so on, on this device. Your shop details are remembered.
A free PhoneShopPOS account saves every buyback with the seller's history, so you can see when someone has sold to you before.