POS and Stock Software for Second Hand and Refurbished Phones
Gadgets POS is POS software for second hand phones. Buy handsets from customers and suppliers, give each one its own record with its IMEI and condition, repair it from parts stock if it needs it, and sell it in store or on your web shop, with the cost and the margin on every unit.
Last reviewed:
POS software for second hand phones: buying in from customers and suppliers
Used stock comes from two places. You take handsets from members of the public, either at the counter as a trade-in or online through a sell-your-phone page, and you buy refurbished or used batches from suppliers on a purchase order. Both routes end up as units in your stock.
For supplier purchases you can add the IMEI or serial list to the purchase order, so the units are known the moment the goods are received. Customer purchases at the till are covered in trade-in software, and the online route in phone buyback website. If you buy and sell in volume, see also software for phone wholesalers.
One record per device, with condition
A second-hand phone is not interchangeable with the next one on the shelf. Each unit has its own IMEI or serial number, its own purchase cost and its own condition. Products can carry conditions and attributes such as storage, RAM and processor, and the labels you print can show them.
Stock records are never deleted. A unit's movements, from purchase to sale, return or trade-in, stay in the history, which gives you something to check when a customer or a supplier asks a question. For the full stock picture see inventory management.
FIFO costing and live margin
Stock is costed first in, first out. Each sale takes its cost from the purchase that unit came from, and margin is worked out from the stock log when you look at a report, not from a figure typed in at the time. The profit you see on a refurbished phone is therefore based on what you paid for that phone and the parts that went into it.
Reports show sales and margin by product, category, order and customer, and can be exported to PDF or CSV. See sales, margin and profit reports.
VAT margin scheme support for second-hand goods
Used and refurbished products are kept VAT-free at the till, VAT applies to products marked new, and VAT can be switched on or off for your business. The same rule runs on sales, returns and trade-ins, so a used phone you take in and later resell does not pick up a VAT line at the till.
When VAT is on, receipts and A4 invoices show the VAT charged and your VAT number once you have added it. When VAT is off, no VAT is added to sales and no VAT amounts are printed.
Gadgets POS does not work out the VAT due on your margin, print margin-scheme invoice wording or keep a margin-scheme stock book, so ask your accountant how to record and report it.
Parts and repair costs on the job
A phone bought for parts or repair needs a screen, a battery or a back glass before it can be sold. Parts are kept as lab items, separate from the stock you sell. You attach them to a repair job and they come off lab stock, with extra costs added where you need them, so you know what a refurbished unit cost you in total. The detail is on phone repair shop software.
Sell in store and on your web shop
Refurbished phones sell at the till like any other product. If you have a web shop, the Buy section can list them too, and it sells from the same product and stock records as the till, so a phone sold in the shop is no longer shown as available online. Setting up the web shop is done with our team. See POS with an online shop.
Returns marked faulty or not faulty
When a customer brings a phone back, the return asks whether the unit is faulty or not faulty, and you decide whether it goes back into sellable stock or stays out of it. Returns can sit on the same order as a replacement. A returned IMEI you have never seen creates a new unit, and a known one is reactivated.
What it does not do (grading, diagnostics, erasure, marketplace listing)
Second hand phone businesses sometimes need tools we have not built. To save you time, here is what Gadgets POS does not do today.
What Gadgets POS does not do
It does not grade devices or run diagnostic tests. You record the condition yourself.
It does not erase data from handsets or issue erasure certificates.
It does not list your stock on eBay, Amazon, Back Market or other marketplaces, and it does not sync with them.
It does not check IMEIs against blacklists, iCloud locks or carrier locks.
It does not work out the VAT due on your margin or keep a VAT stock book. The section on VAT above says what the till does and does not do.
It has no automatic market-price feed, so the value you offer for a device is your own decision.
Questions from resellers and refurbishers
Can I buy phones from the public and sell them on?
Yes. At the counter you take a phone in as a trade-in and it becomes a unit in your stock under its IMEI, with the value you paid as its cost. With a web shop, customers can also get a quote and send a phone to you. You can then sell it in store or on your website.
Does Gadgets POS support the VAT margin scheme for second-hand goods?
Yes, in part. Used and refurbished products are kept VAT-free at the till, VAT applies to products marked new, and VAT can be switched on or off for your business. Gadgets POS does not work out the VAT due on your margin, print margin-scheme invoice wording or keep a margin-scheme stock book, so ask your accountant how to record and report it.
Does it show profit on each used phone?
Yes. Stock is costed first in, first out, and margin is worked out from the purchase each unit came from, with any parts and extra costs from a repair added in. Reports show sales and margin by product, category, order and customer, and export to PDF or CSV.
Does it grade or test devices?
No. Gadgets POS does not grade devices or run diagnostics. You record the condition on the product yourself, and labels can show storage, RAM and processor. If you use a separate grading or testing tool, you would keep that record in it and enter the result here.
Can it list my stock on eBay or Back Market?
No. There is no marketplace listing or sync. You can sell your used phones through your own Buy web shop and at the till, and both sell from the same product and stock records. If marketplace listing is central to your business, it is worth knowing this before booking a demo.