Mobile shop bill format with IMEI on every handset line
The IMEI is what turns a phone bill into proof of ownership. Here is the layout that covers warranty, exchange and repair without extra paperwork.
Create a mobile shop bill freeA mobile shop bill is doing more work than it appears. It is the customer's warranty document, their proof of ownership if the phone is lost or stolen, and the reference the service centre will ask for. All of that hangs on one field: the IMEI number of the handset actually handed over.
Around that sit the usual complications of the trade — accessories at different price points, old phones taken in exchange, EMI and finance schemes, and repair jobs that mix parts with labour. This page covers how to put them on one bill without creating tax or warranty problems.
What this format must carry
Every field below, with whether it is mandatory and what it is for.
| Field | Required | Notes |
|---|---|---|
| Shop name, address, GSTIN | Header block, often with the authorised dealer line where you carry a brand tie-up. | |
| Bill number and date | Consecutive series. The bill date starts the warranty period, so it matters months later. | |
| Customer name, phone, address | Capture it for every handset sale. Warranty claims and stolen-phone complaints both need it. | |
| IMEI number | The single most important line on the bill. Record both IMEIs for a dual-SIM handset, exactly as printed on the box. | |
| Model, colour and storage variant | The exact variant sold — 128 GB and 256 GB of the same model are different stock lines and different prices. | |
| HSN code | Mobile phones sit under HSN 8517. Accessories carry their own codes, so do not copy the handset HSN across the bill. | |
| Rate, quantity and amount | Per unit, before tax. Handsets are usually priced below MRP, so bill the actual selling price. | |
| GST at 18% | Mobile phones are taxed at 18%, split into CGST and SGST for a local sale. Most accessories are also at 18%. | |
| Old phone exchange value | Show the exchange value as its own line with the old handset's IMEI, rather than silently reducing the new phone's price. | |
| Warranty terms | Manufacturer warranty period, what is excluded, and where the service centre is. Printing it prevents the return-to-shop expectation. | |
| Finance or EMI reference | Scheme name, financier and loan reference where the sale is on EMI, so a later dispute can be traced. |
Guidance only. GST rules and rates change by notification — confirm the requirements for your business on the CBIC portal or with your CA.
Why the IMEI must be on the bill
Every handset has a unique 15-digit IMEI, and a dual-SIM phone has two. Service centres check the IMEI against the bill before honouring a warranty claim. Police complaints for a lost or stolen phone are registered against the IMEI. Insurance claims need it. A bill without it is a receipt for money, not for a specific device.
Recording it also protects you. It ties a specific handset from a specific purchase invoice to a specific customer, which settles arguments about whether the phone in front of you is the one you sold, and whether it is still within warranty.
Exchange, accessories and repair on one bill
When a customer trades in an old phone, show the exchange value as a separate deduction with the old handset's IMEI recorded, and bill the new phone at its actual selling price. Quietly reducing the new phone's price to net off the exchange understates the value of the sale and leaves you without a record of what came in.
Repair jobs mix goods and services on the same bill. Parts are a supply of goods with their own HSN, while labour is a service with its own SAC. Keep them on separate lines rather than merging them into a single "repair charges" figure, and reference the IMEI of the device being repaired.
Stock control that matches the bill
Handsets should be tracked as serialised stock, so the IMEI is scanned at purchase and again at sale. That closes the loop entirely: you know which units are still in the showroom, which have gone out, and to whom. Accessories can run on simple quantity-based stock.
For phones dispatched to another city, remember an e-way bill is needed once the consignment value crosses ₹50,000 — which a small box of handsets clears easily. RetailDek's free invoice generator produces an 18% GST bill you can add IMEI details to before printing.
Skip the template — generate it
Filling a blank Excel sheet every time is where numbering gaps and missing fields creep in. Our free tool builds this document with the fields already in the right places, and you can download it as a PDF — no sign-up, nothing leaves your browser.
Create a mobile shop bill freeMobile Shop Bill Format — FAQs
GST does not list it as a required field, but in practice it is essential. Service centres verify warranty claims against the IMEI on the bill, and police and insurance claims for a lost or stolen handset are registered against that number.
Make it the output, not the chore
Save your items and parties once, and every document comes out numbered, GST-correct and ready to print — with the stock and reports updating behind it.
Coming soon