Mobile Shop Bill Format: IMEI, Warranty and Sample Bill

A mobile shop bill format needs one thing a normal shop bill does not: the handset's IMEI number. Add the IMEI (both, for dual-SIM phones), the model and storage variant, the warranty period and the accessories sold, and the bill becomes proof of purchase for warranty claims, theft reports and resale. Leave them out and it is just a slip with a price on it.

This guide walks through every field a mobile phone shop bill should carry, a filled-in sample with the GST worked out, separate formats for repairs and used phones, and country notes for India and Pakistan.

What a mobile shop bill is used for

A mobile shop bill is the sales receipt or tax invoice issued when a shop sells a handset, accessories or a repair service. Customers use it far more often than other shop bills:

• Warranty claims at the brand's service centre.
• Theft or loss reports, where police and networks ask for the IMEI.
• Insurance claims on device protection plans.
• Resale, where buyers ask to see the original bill.
• Business expense records for company phones.

Because the bill is used so long after the sale, it needs more detail than an everyday sales receipt. Many shops also hand out a duplicate copy later when customers lose the original, which is only possible if you keep your copies organised.

Mobile shop bill format: fields to include

Shop details

• Shop name, address, phone and email.
• Tax registration: GSTIN in India, NTN/STRN in Pakistan, VAT number elsewhere.
• Authorised dealer code if you are a brand-authorised retailer.

Customer details

• Name and phone number (needed for warranty registration).
• Address and tax number for business buyers who want to claim input tax.

Handset line

• Brand, model, colour, RAM/storage variant (for example 8 GB / 128 GB).
• IMEI 1 and IMEI 2, or the serial number for tablets without SIM.
• HSN code (India: mobile phones fall under heading 8517).
• Quantity, price and tax.

Accessory and service lines

• Screen guard, case, charger, earphones, each on its own line with its own tax rate.
• Services such as data transfer or screen guard fitting, shown separately from goods.
• Extended warranty or protection plans, with the plan provider's name and policy number.

Footer

• Subtotal, tax breakdown, total.
• Payment mode, including EMI or finance reference if bought on instalments.
• Warranty statement, for example "1 year manufacturer warranty from invoice date, at authorised service centres".
• Return and replacement policy. Our return policy template has wording you can adapt, such as "Dead-on-arrival handsets replaced within 7 days subject to brand DOA certificate".

Sample mobile shop bill (India, GST)

City Mobiles, Shop 7, Electronics Market. GSTIN: (shown). Tax Invoice. Invoice No. CM/26-27/0861. Date: 12 Nov 2026. Customer: A. Khan, phone (shown).

Item	HSN	Qty	Price incl. GST (Rs)	Taxable value (Rs)	GST 18% (Rs)
Smartphone, 8 GB/128 GB, Blue. IMEI 1: 35XXXXXXXXXXXX1, IMEI 2: 35XXXXXXXXXXXX9	8517	1	18,999.00	16,100.85	2,898.15
Tempered glass screen guard	(per item)	1	299.00	253.39	45.61
Silicone back cover	(per item)	1	249.00	211.02	37.98
Totals				16,565.26	2,981.74
CGST 9% / SGST 9%				1,490.87 / 1,490.87
Invoice total				19,547.00

The maths: each price includes 18% GST, so taxable value = price / 1.18. For the phone, 18,999 / 1.18 = 16,100.85, and tax = 18,999 - 16,100.85 = 2,898.15. Adding the three lines gives 16,565.26 + 2,981.74 = 19,547.00, which matches 18,999 + 299 + 249. Accessories are shown at 18% here for simplicity; use the correct rate for each accessory's HSN code. This is general information, not tax advice.

Notice the IMEIs sit inside the item description. That keeps the table readable while making sure the identifiers print right next to the handset they belong to. Our guide to the itemized invoice explains why each product should have its own line rather than a single "phone with accessories" entry.

Pakistan: PTA status and FBR rules

In Pakistan, a handset only works on local networks long-term if its IMEI is registered and compliant in the PTA's DIRBS system. Buyers can check a phone's status by sending the IMEI to 8484 or through the PTA's DIRBS service. Good practice for a mobile shop bill in Pakistan:

• Print both IMEIs and state the PTA status at the time of sale ("PTA approved" or "Non-PTA, customer informed").
• Note whether the phone is new, box-pack, or used.
• For sales tax registered shops, include NTN and STRN and the sales tax breakdown; our sales tax invoice guide for Pakistan covers the required fields.
• If the shop is a Tier-1 retailer, bills must come from an FBR-integrated POS with the FBR invoice number and QR code, which customers can verify on FBR's verification page.

You can create a PKR bill with the right layout using the Pakistan invoice generator.

Other mobile shop bill formats

Repair bill (job card)

For repairs, record the IMEI at intake, the customer's complaint, the condition of the phone (scratches, cracked back), the estimated cost and the expected delivery date. On the final bill, list parts (Display assembly, original/compatible) separately from labour, and state the repair warranty, for example "30 days on replaced part only, not covering physical or liquid damage".

Used phone purchase or sale bill

When the shop buys a used phone from a member of the public, record the seller's name, ID number, phone, address, both IMEIs, the price paid, and a signed declaration that the phone is the seller's property and not stolen or under finance. When reselling it, give the buyer a bill that says "used" clearly and states any shop warranty.

EMI and finance sales

When the customer pays through a finance company, the bill still shows the full price. Add the finance company's name and loan reference, the down payment received, and the amount financed.

How to make a mobile shop bill in five steps

1. Set up your shop header with tax number and a bill numbering series.
2. Read the IMEIs from the box label and confirm them by dialling *#06# on the handset, so the box and phone match.
3. Add the handset line with full model details and IMEIs, then each accessory and service on its own line.
4. Apply any discount on the specific line it relates to, then calculate tax per line.
5. Print or send the bill. Many shops now send a PDF on WhatsApp; our guide to sending an invoice on WhatsApp explains how to do that cleanly.

Common mistakes on mobile phone bills

• One IMEI on a dual-SIM phone. Some service centres and police reports need both.
• Typing IMEIs by hand and transposing digits. Scan the barcode instead.
• "Mobile + accessories" on one line. Different items can carry different tax rates and warranties.
• No warranty statement. Customers assume the shop gives the warranty; say clearly who honours it.
• Bill date different from the sale date. Warranty starts from the bill date, so a late bill shortchanges the customer and a back-dated one invites disputes.
• Not keeping copies. Duplicate requests for warranty are common months later.

Shops that sell larger electronics alongside phones can use the same principles for serial numbers; see our electronics shop bill format for TVs and appliances.

Mobile shop bill template: field checklist

Use this checklist when you design or review your bill layout:

Section	Fields
Header	Shop name, address, phone, tax number, authorised dealer code, bill number, date
Customer	Name, phone, address and tax number for business buyers
Handset	Brand, model, colour, RAM/storage, IMEI 1, IMEI 2, condition (new/used), PTA status where relevant
Accessories and services	One line each, with its own price and tax
Totals	Subtotal, discount, tax by rate, total, payment mode, finance reference
Terms	Warranty provider and period, DOA policy, returns, repair warranty

Two habits make the biggest difference. First, keep a searchable copy of every bill by IMEI, because customers rarely remember their bill number when they come back for a warranty letter or a duplicate. Second, never edit a bill after printing. If a wrong IMEI was printed, cancel the bill, keep the cancelled copy and issue a new one with the correct number, so your sequence and stock records stay consistent.

A final tip for shops that also sell online or through social media: use the same bill format and number series for those orders as for counter sales. Splitting them into a separate notebook or app is how sales go missing from your tax records, and customers who order online need the IMEI on their bill just as much as walk-in buyers.

Need a printable mobile shop bill today? Open our invoice generator, add your shop details, put the model and IMEIs in the item description, and download a professional PDF bill in a couple of minutes, free and with no account needed.