Report every pawn and purchase the way your local law enforcement wants it — print, CSV or electronic upload — with LEADS Online export and OFAC checks built in across 48 states.
Pawn shop police reporting is the legally required submission of each pawn and secondhand-purchase transaction — the pledgor's identity, item descriptions and serial numbers — to local law enforcement so the data can be cross-referenced against stolen-property reports. Jurisdictions accept it in different formats (printed report, CSV file, or electronic upload through a platform such as LEADS Online) and on different schedules, so the software has to capture the right fields once and export them the way each department expects. PawnSmarts captures these fields at the point of sale and exports them in your jurisdiction's format with no duplicate entry; LEADS Online export and OFAC checks are in the Essential plan ($89/month), with 48 states pre-configured.
A few of the things that change from one jurisdiction to the next:
A PawnSmarts police report includes ticket number, item ID and value, date and time, description, pawn amount, pledgor age, race, sex, DOB, height, weight, eye and hair color, and two ID numbers and types (driver's license, green card, etc.). Add anything else your jurisdiction wants in the details field.
Generate a clean printed report when officers collect transaction copies from the shop. Preview on screen, then print.
Export a CSV file to email or transmit to the department. Save it where you keep your reports — name it by store and date if the police prefer a particular format.
Export in the electronic format LEADS Online expects for jurisdictions that require uploads. See the LEADS Online page for details.
PawnSmarts runs OFAC compliance checks as part of Essential, so you're screening against the required watch lists without a separate step or a separate subscription.
Firearms carry their own requirements. Under the Brady Law, a licensee transferring a firearm must have the transferee complete and sign ATF Form 4473, verify identity with a government photo ID, and contact NICS through the FBI or a State Point of Contact. Completed forms must be retained for 20 years.
The sale of two or more handguns to the same person within five days must be reported to ATF on Form 3310.4. See the Brady Law page for specifics.
PawnSmarts records firearms transactions in its electronic gun log, formatted to ATF Form 5300.5, covering pawns, purchases, sales and transfers. The gun log, ATF Bound Book and Form 4473 at redemption are part of the Professional plan. Because the gun log is a legal record, accuracy at the time of entry is essential — flag licensed firearms dealers on their client record and enter their FFL number so it flows into every report.
Pawn shop police reporting is the legally required submission of pawn and secondhand-purchase transaction details — pledgor identity, item descriptions and serial numbers — to local law enforcement so the data can be checked against stolen-property reports. Departments accept it as a printed report, a CSV file, or an electronic upload through a platform like LEADS Online, on schedules that vary by jurisdiction. PawnSmarts captures the required fields at the point of sale and exports them in the format your department expects, with LEADS Online export and OFAC checks in the Essential plan at $89/month.
Yes — nearly every US state and Canadian province requires pawn shops and secondhand dealers to report transaction details to local law enforcement. Requirements vary by jurisdiction: some mandate daily electronic uploads, others require printed reports for officer pickup or CSV files submitted by email. Failure to comply can result in fines, license suspension or revocation.
LEADS Online is a national electronic reporting platform used by more than 4,000 law enforcement agencies to cross-reference pawn and secondhand-dealer transaction data against stolen-property reports. Many jurisdictions now mandate electronic submission through LEADS Online. PawnSmarts includes LEADS Online export in the Essential plan ($89/month) so the upload is a one-click step at the end of each reporting period.
Most jurisdictions require the pledgor's full name, address, date of birth, government-issued ID type and number, physical description (height, weight, eye and hair color, sex, race, and sometimes marks), plus a detailed item description including serial numbers, and the transaction date, type and amount. PawnSmarts captures all of these at the point of sale and formats them into the output your jurisdiction accepts.
Pawn shops that transfer firearms must have the transferee complete ATF Form 4473, verify identity with a government photo ID, and run a NICS background check through the FBI or a State Point of Contact. Multiple-handgun sales (two or more to the same person within five days) must be reported on ATF Form 3310.4. PawnSmarts records firearms in an electronic gun log formatted to ATF Form 5300.5, included in the Professional plan.
Reliable reporting depends on capturing the right data at the register. Your POS must record everything at the point of sale — adding information later for a report creates gaps. See the overview of what pawn shop software does, and check your jurisdiction's rules in the US state licensing guide or Canadian provincial guide. High-value categories like jewelry often require enhanced descriptions, photos and serial numbers. Strong reporting also supports theft prevention and recovery. Compare options in our reviews and rankings.
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