Bill of sale, cafe equipment package
Bill of sale template
A coffee roaster is selling four pieces of used cafe equipment to a cafe down the road for $34,100. The interesting part is not the price. It is that the buyer searched the register against the serial numbers three days earlier, and the search date is written into the warranty.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Letterhead and headline terms
- The seller's letterhead with ABN and contact details, then a stats row carrying the reference number, the sale date, the total including GST and the collection deadline.
- The parties
- One paragraph naming both companies with ABNs and addresses and defining Seller and Buyer for the rest of the document.
- The goods
- A seven row table with each item, its serial numbers, quantity, unit price and amount, running down to subtotal, GST and total, followed by the tax invoice statement.
- 1. Price and payment
- The $5,000 deposit acknowledged as part of the price, the balance in cleared funds before anything is released, and the seller's right to keep the deposit and resell after 26 October.
- 2. Title and encumbrances
- Sole ownership and authority to sell, the warranty that nothing is registered against the goods with the buyer's search date, and title passing only when the balance clears.
- Search before you pay
- A warning panel explaining that an old equipment finance registration can outlive the sale, and that the search reference belongs inside the document.
- 3. Condition of the goods
- Sale as inspected on a named date, three faults disclosed by name, a list of what is not included, and a clause preserving the guarantees that cannot be excluded.
- 4. Delivery and risk
- The collection window with 24 hours notice, who disconnects the machine and who pays for removal, risk passing when goods leave the premises, and damage caused by the buyer's removalists.
- 5. General
- Whole agreement, Victorian law, counterparts, handover of manuals and service history, email notices, and a ban on reselling or encumbering anything before title passes.
- Signed by the parties
- A short acknowledgment that the deposit was received and the disclosures were read, then a signature block for each company.
- Receipt on collection
- A separate block completed on the day the goods leave, recording that the balance was paid, every listed item was handed over and risk has passed, with a line for the carrier.
Clauses in this document
What makes this document work
One document does the sale and the tax invoice
Both ABNs appear, the goods table runs to a subtotal of $31,000, GST of $3,100 and a total of $34,100, and a line underneath states that the seller is registered and that the GST figure is one eleventh of the total. The buyer does not have to chase a second piece of paper to claim the credit.
The register search is dated and quoted, not promised
Clause 2.2 does not say the seller will search. It records that the buyer searched on 16 October 2026 against the serial numbers listed in the table above, and that nothing came back. Three days later the money moves. Anyone reading the file in a year can see exactly what was checked and when.
The faults are named and the guarantees are not excluded
A worn dosing lever, a perished door seal and a service last done in March 2026, all disclosed in clause 3.2 and reflected in the price. Right beside the as inspected clause sits another one refusing to exclude any guarantee that cannot be excluded, with liability limited to replacing the item.
Questions people ask
What should a bill of sale include?
Both parties with their ABNs, an itemised description of each item with serial numbers where they exist, the price with GST shown separately, a warranty that the seller owns the goods free of any registered interest, the moment title passes, the moment risk passes, and signatures. This one adds a collection receipt signed when the goods physically leave.
Why search the personal property securities register before buying used equipment?
Because a financier's registered interest can survive the sale and the equipment can be repossessed from the buyer who paid in full. The law gives buyers a take free rule in some situations, mostly when buying from someone who ordinarily sells that kind of goods in the course of business. A one off sale of used plant between two operators is not that situation, so the search is what protects the money.
Can a bill of sale be a tax invoice as well?
Yes, if the seller is registered for GST and the document carries what a tax invoice needs: the seller's identity and ABN, the date, a description of what is sold, the GST amount or a statement that the total includes GST, and for sales above $1,000 the buyer's identity or ABN. This document has all of them, so it is stated on the page rather than assumed.
Do consumer guarantees apply when one business sells equipment to another?
Often yes. The threshold for goods and services rose from $40,000 to $100,000 on 1 July 2021, so an equipment package at $34,100 bought to use in a cafe can be covered, unless it was bought to resell or to be used up or transformed in production. That is why clause 3.4 stops short of excluding them and limits the seller to replacement or the cost of replacement.
Why is there a second receipt at the bottom for collection?
Because paying and collecting happen on different days, and each needs its own record. The signatures partway down settle the sale, and the receipt on collection is signed when the equipment actually leaves. Without it the seller has no evidence of what was handed over, which is exactly the gap a dispute about a missing item lives in.
When does risk pass to the buyer?
On this document, at the point set out in clause four, delivery and risk, which is separate from clause two on title. Splitting them matters because a buyer can own equipment that is still sitting in the seller kitchen. Whoever carries the risk in that window is the one who needs the insurance.
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