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Free Bill of Sale Generator
A bill of sale is a dated record that one specific item passed from a seller to a buyer for an agreed price. Use this free bill of sale generator to describe the item, add its VIN, serial or registration number, name both parties, and show the amount paid and how it was paid. Creating and previewing is free with no account; PDF downloads cost $4.99 per document, or are included with Unlimited. Invoity writes the document and nothing more: it does not file anything with a DMV, does not notarize, and does not verify who owns the item. What a transfer actually requires differs from state to state, so check the rules where the sale happens before you rely on any form, including this one.
Record that an item changed owner, and on what terms. Complete it at the moment of sale, with both parties present.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| — | 1 | $0.00 | $0.00 |
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How to make a bill of sale in 4 steps
Open the bill of sale generator
Choose Bill of Sale and fill in your business details and the other party, with no account needed to start.
Add the line items
List the services or goods this bill of sale covers. Totals, and any tax line, calculate as you type.
Set the number and dates
Give the bill of sale a unique number and the right dates so it can be traced and matched to related documents later.
Preview and download the PDF
Read the finished bill of sale before sending it. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
What a bill of sale usually records
Most bills of sale cover the same ground whatever the item is. The table below describes the fields these documents typically carry and what each one is there for. Read it as a picture of common practice, not as a legal checklist: some states publish their own form for certain transfers, some ask for signatures in front of a notary, some ask for extra disclosures, and some ask for no bill of sale at all. Check what your own state expects before you rely on any document.
| Field | What it usually records |
|---|---|
| Field Item description | What it usually records Plain wording for what is being sold, such as the year, make and model, or the type and quantity of goods. |
| Field Identifying number | What it usually records The VIN, hull identification number, serial number or registration number, where the item carries one. |
| Field Sale price | What it usually records The agreed amount in USD, written the same way on both copies. |
| Field Date of sale | What it usually records The day the item and the money changed hands. |
| Field Seller and buyer | What it usually records Full name and address for each party, with room for both signatures. |
| Field Condition wording | What it usually records Whether the item is sold as-is with no warranty, or with a warranty the two parties agreed. |
| Field Odometer reading | What it usually records For vehicles, the mileage showing at the time of the sale. |
| Field Payment details | What it usually records The amount paid and the method, such as cash, check or bank transfer. |
What a bill of sale is and how it differs from an invoice or receipt
A bill of sale is a written record that a particular item changed owner on a stated date for a stated price. It belongs to private, one-time sales between two people, where there is no store, no account history and no card statement to fall back on a year later. An invoice asks for money before it is paid, and a receipt confirms that money arrived, but neither is built to identify one specific object or the terms it was sold under. A bill of sale does exactly that: it names the seller and the buyer, pins the item down by VIN or serial number, states the price, records how the buyer paid, and says whether the sale was as-is. Both sides usually sign it and each keeps a copy. That copy is what people reach for when a question comes up months later about when the item left the seller's hands, what was paid for it, and what was promised about its condition.
Bills of sale by item type: vehicles, boats, trailers and more
A car or truck bill of sale usually carries the VIN, the year, make and model, the odometer reading, and as-is wording. A motorcycle bill of sale works the same way. An RV bill of sale often lists the VIN plus the appliances and equipment included in the sale, because fixtures are easy to argue about afterward. A trailer bill of sale identifies the trailer by VIN or serial number, and whether a trailer is titled or registered at all depends on your state and often on its weight, so check before you assume. A boat bill of sale uses the hull identification number, and sellers frequently add separate lines for the outboard motor and the trailer, since those can be titled separately from the hull. For a firearm, a bill of sale serves only as a private record of a transfer between two people, noting the make, model, serial number, date and price; who may transfer or receive a firearm, and whether a licensed dealer, a background check or state paperwork has to be part of it, is set by federal and state law, so confirm the requirements that apply to you before arranging anything. For general goods such as furniture, tools, equipment, livestock or a used appliance, describe the item precisely enough that a stranger could identify it, then state the price and the condition.
State rules, notarization and what this generator does not do
This is the part worth slowing down for. Bill of sale rules are set state by state and they genuinely differ: some states publish their own form that must be used for a given kind of transfer, some want signatures witnessed by a notary, some require extra disclosures such as odometer or damage statements, and some do not ask for a bill of sale at all. Those rules also change. Nothing on this page tells you what your state wants, and no generic template can, so check with your state's motor vehicle agency, your county office or an attorney before the sale whenever the item is titled, registered or valuable. It is worth being equally plain about the tool. Invoity generates a document and outputs a PDF. It does not file anything with a DMV or any other agency, does not notarize, does not verify that the seller owns the item, and does not run a title, lien or theft check. It is not legal advice. Creating the document does not transfer a title: on titled property that is a separate step you complete with your state.
How to create a bill of sale free on this page
Enter the seller's details and the buyer's details, then a bill of sale number and the date of the sale. Put the VIN, serial or registration number in the reference field so the document points at one specific object rather than a category. Add a line for the item, or several lines when the sale includes extras such as a motor, a trailer or a set of accessories, and enter a price for each. In the payment fields, record the amount paid and the method, so the document shows the money as well as the handover. Put your as-is wording, or any warranty the two of you agreed, in the notes or terms. Check the live preview, then download the PDF. Creating and previewing is free with no account; PDF downloads cost $4.99 per document, or are included with Unlimited. The output is a PDF only, with no Word or Excel export and no verified e-signature service, so print it, have both parties sign, keep a copy each and store your own file rather than relying on this page to hold the record for you.
Frequently asked questions
Is a bill of sale required when I sell a vehicle?
It depends entirely on where the sale happens. Some states ask for a bill of sale when a vehicle changes hands, some publish their own form that has to be used instead of a generic one, and some do not ask for one at all. The rules also change over time, so check with your state's DMV or motor vehicle agency before the sale rather than relying on a general answer. Many private sellers write one either way, because it records the date, the price and the as-is terms in one place.
Does a bill of sale have to be notarized?
Sometimes, depending on the state and on what is being sold. Some states want signatures witnessed by a notary for certain transfers, others accept a document the two parties simply sign, and the answer can differ between a car, a boat and general goods within the same state. Invoity does not notarize anything. Check your state's requirement first, and if a notary is involved, sign the printed PDF in front of them rather than in advance.
Does a bill of sale transfer ownership or replace the title?
A bill of sale records that a sale took place. For anything that carries a title or registration, such as a car, motorcycle, RV, boat or many trailers, the title transfer is a separate step handled through your state agency, and the bill of sale is typically supporting paperwork rather than the transfer itself. This generator does not file anything with a DMV, does not verify ownership, and does not run a title or lien check, so confirm the title situation with your state before money changes hands.
What does as-is mean on a bill of sale?
As-is wording says the buyer is accepting the item in its current condition, with no warranty from the seller about how it will perform afterward. It is common in private sales of used vehicles, boats and equipment. How much weight that wording carries, and whether any consumer protection applies in spite of it, depends on your state and on whether the seller is a private individual or a business. Write plainly what the two of you agreed, and ask an attorney if the item is expensive enough for the answer to matter.
Can I use this for a boat, trailer, motorcycle, RV or firearm?
Yes, the same document works for any of them. Put the identifying number in the VIN, serial or registration field: a VIN for a vehicle, motorcycle, RV or trailer, a hull identification number for a boat, a serial number for a firearm or a piece of equipment. Add separate lines for items sold alongside the main one, such as a boat motor or a trailer. For firearms the document is only a private record of the transfer between two people; federal and state law governs who may transfer or receive one and what else is needed, so check those requirements yourself.
Can I create a bill of sale for free, and what do I get?
Creating and previewing a bill of sale here is free and needs no account. A PDF download costs $4.99 per document, or is included with Unlimited. You get a PDF: there is no Word or Excel export and no verified e-signature service, so print the file and have both parties sign it. Save your copy when you download it and give one to the other party, since this page is not a record-keeping system for your documents.
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