Used devices — trade-ins & refurbishment

🎬 Tour videos: Trade-in & buyback · The full trade-in flow (deep dive) · Refurbishment pipeline

Buying used devices in and selling them on is a first-class flow: trade-in → refurbishment → webshop, with the data guarded at every step.

Trade-ins from your website

Give customers a public trade-in page at a1repairflow.com/tradein.php?shop=<your-slug> (link it from your site):

1. The customer picks category → brand → model, storage and colour, selects a condition grade (A Like new / B Lightly used / C Worn / D Defective), ticks condition boxes (powers on, cracked screen, scratches, iCloud/FRP locked), enters battery health and their contact details.
2. On submit they see a confirmation; you get an instant 🔔 in-app notification — no email dependency.

Handling a trade-in request

Open the request from the bell or Sale → Trade-ins (/admin/tradeins.php; status cards: Accepted / Received / Paid / Rejected). The trade-in view shows the device, condition answers, customer, internal notes and a timeline.

1. Quote: enter your offer amount and click Send quote →. The customer receives an email with an accept link; the view shows Quote awaiting customer with the amount. You can edit the amount and Resend quote.
2. Receive: when the phone arrives, click 📦 Mark as received.
3. Pay out — required fields: the Device info box requires IMEI, sell price, grade and battery % before payment (the form blocks submission otherwise — no more phones in stock with missing data). Adjust values to what you actually inspected, pick the payout method (Cash / Bank transfer / MobilePay / Gift card +10% bonus / Store credit) and click 💸 Mark as paid. A receipt/purchase order is generated and, for cash, booked as a drawer payout. Print the purchase contract (legal) if required in your country.

Smart inventory match: the paid device becomes a serial on your existing product row for that model (matched by model id, exact name, brand+model, then fuzzy match) — it only creates a new product if nothing matches. One model, one row, no duplicates.

Trade-in at the counter

The POS Trade In tab does the same in person: pick category/brand/model and storage, grade the device (A–D chips), tick condition boxes, set battery and lock status — the valuation panel shows your low/high estimate and the amount offered. Create trade-in → completes it. Attach the customer first if you want it linked to their card.

Refurbishment pipeline

Inventory → Refurbishment (/admin/refurbishment.php) tracks every unit through:

Intake → Diagnostics → Repair → Grading / QC → Ready for sale → Published in shop → Sold

(or Scrapped)

• ＋ New intake logs a unit you bought (source: trade-in / bought directly / internal), cost, brand, model, IMEI, storage, colour, battery % and condition notes. Trade-ins marked paid create their refurb unit automatically.
• The unit view shows Costs (intake + parts + labour = total cost), device fields, technician notes, a history, per-stage buttons, Print label, and 🚀 Publish to shop.
• Publish gate: publishing is blocked until sell price, grade, battery and VAT type are set — nothing reaches your webshop half-finished.

Shelf labels

Used-device labels (/admin/used-device-labels.php) prints 62-mm shelf labels with model, GB, grade, battery, price and an SKU barcode — for refurb units or any stock product. Preview and edit the template on the same page.

FAQ

Where does the trade-in cost land in my accounts? As the unit's intake cost (margin-VAT scheme), carried through to the refurb unit's total cost and your margin reports.

Customer never answered the quote? The request stays open — resend the quote with a new amount or reject it.