You declared 240 smartphones. The buyer counted 231. Where are the other nine? Still in an office, lost in transit, or never removed from your MDM? Without an itemised list, nobody can say.
In short: IMEI tracking means following every device in a fleet by its unique identifier, from your outgoing inventory to payment and resale. A reliable trade-in inventory lists each unit by IMEI (or serial number for laptops), its assessed condition and its erasure status. It lets you reconcile what left, what was received and what was paid.
What is an IMEI, and why is it the right key?
The IMEI (International Mobile Equipment Identity) is the unique identifier given to every device that can connect to a mobile network. Under the GSMA TAC Allocation and IMEI Programming Rules, it has 15 digits:
| Part | Length | What it tells you |
|---|---|---|
| TAC (Type Allocation Code) | 8 digits | The manufacturer and model of the device |
| Serial number | 6 digits | The individual unit within that model |
| Check digit | 1 digit | A control value that catches typing errors |
Two properties make it an excellent inventory key. First, it is unique: no two devices share an IMEI. Second, the TAC identifies the model, so you can check that an IMEI listed as an "iPhone 14" really belongs to an iPhone 14.
A few special cases are worth knowing:
- Dual-SIM and eSIM smartphones often have two IMEIs. Choose one as the main key and keep the second in a separate column.
- Laptops and most Wi-Fi tablets have no IMEI. The manufacturer's serial number plays the same role.
- Smartwatches with a cellular module have an IMEI; others are tracked by serial number.
What does IMEI tracking actually do for a company?
An IMEI inventory serves four separate needs.
Data security. An erasure certificate is only worth something if it lists devices one by one. That is what proves a specific phone was wiped. See our guide to certified data erasure.
Accounting. Assets leave the fixed asset register device by device. An itemised inventory makes year-end closing easier and supports the disposal proceeds.
Value control. When you sell a company phone fleet, the offer is calculated model by model and condition by condition. If your inventory says 120 iPhone 14 with 128 GB, you can check line by line what was recognised on receipt.
Loss and theft. The GSMA, the global association of mobile operators, runs a Device Registry and Block List of IMEIs reported lost or stolen, shared between participating operators so that a blocked device is refused on their networks. A missing device can be reported, and a blocked device can be spotted before it causes trouble at resale.
The columns of a reliable trade-in inventory
A good inventory does not need to be complex. Above all, it should be one document completed at every stage, rather than three files that never match.
| Column | Filled in by | Stage |
|---|---|---|
| IMEI or serial number | Company (MDM export) | Outgoing |
| Brand, model, storage | Company | Outgoing |
| User or department | Company | Outgoing |
| Declared condition | Company | Outgoing |
| Date received | Provider | Receipt |
| Assessed condition (grade, battery, defects) | Provider | Inspection |
| Erasure status | Provider | Erasure |
| Value retained | Provider | Final offer |
| Discrepancy and reason | Both | Reconciliation |
The "user or department" column stays with you: there is no need to send it to the provider. It helps you find a missing device internally, and it keeps personal data out of the transfer.
How to reconcile what you sent, received and were paid
Reconciliation comes down to three comparisons.
- Sent against received. Compare the list of IMEIs you shipped with the list the buyer received. Any IMEI on only one side is a discrepancy to explain: a forgotten device, a typing error, an extra phone found at the last minute.
- Declared condition against assessed condition. Differences are normal: a scratched screen is easy to miss when sorting. What matters is that every grade change is visible line by line, not lost in a total.
- Final offer against payment. The sum of the line values should match the amount transferred and the invoice.
One simple tip: export your MDM inventory before you remove the devices from management. Once a device is unenrolled, its IMEI often disappears from the console, and you have to read it manually in the settings or on the label.
Mistakes that break traceability
- Counting instead of identifying. "Three boxes, about 200 phones" allows no control at all.
- Mixing batches. Two sites shipping at the same time without batch references make reconciliation painful. It is also a point to clarify when you compare an independent buyer and a carrier programme.
- Leaving out broken devices. A phone without a screen still has an IMEI, which can be read on the SIM tray or the logic board depending on the model. It belongs in the inventory like any other.
- Handling laptops separately with no common key. If laptops go to another provider, you manage two inventories in two formats. Combining the sale of company laptops and IT equipment with the mobile fleet simplifies reconciliation.
Traceability at Everlink
Everlink, an independent Swiss partner based in Zug and Basel, tracks 100% of the devices it takes over, unit by unit, by IMEI or serial number.
- From buyback to resale: every unit is followed along its whole journey, for reliable inventories and no losses.
- Every device tested and priced individually: the offer is detailed line by line, then confirmed after physical inspection on receipt.
- One set of documents at the end: a Swiss QR invoice, the full inventory and the erasure certificate, with the IMEI inventory attached to the certificate.
- All assets in the same inventory: smartphones, tablets, laptops and smartwatches, including broken devices.
- No sorting on your side: inventory, transport and sorting are handled for you. If you only have a rough list, it is enough to receive a fast offer.
If your trade-in follows the end of a contract, our article on end-of-lease mobile devices explains how to cross-check the inventory with the lessor's list.
Frequently asked questions
Where do I find the IMEI of a company smartphone?
In your MDM console first, since it allows a bulk export. Otherwise on the device itself by dialling *#06#, in the settings, or on the SIM tray of some models. For a large batch, the MDM export saves hours.
Can a device without an IMEI be tracked?
Yes. Laptops, Wi-Fi tablets and some smartwatches are tracked by the manufacturer's serial number, which goes in the same column of the inventory.
Should we send employee names to the buyer?
No. The IMEI is enough to identify the device. Keep the link between device and user in your internal inventory, which also limits the personal data you share.
What if devices are missing on receipt?
Compare the two lists to isolate the missing IMEIs, then look for them internally using the user column. A device that cannot be found can be reported lost to the mobile operator, which can have it blocked.
Does Everlink provide an IMEI inventory?
Yes. Every unit is tracked by IMEI or serial number, and the full inventory is delivered with the erasure certificate and the Swiss QR invoice.
Send us your inventory, even an incomplete one
An MDM export, a rough spreadsheet or a few lines are enough to start. Send them through the contact form, by email at info@everlink.ch or on WhatsApp at +41 78 220 72 80. You quickly receive an offer priced line by line, with no commitment.