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Bidsquare Platform · End-to-End Workflow
Auction Workflow Quick Reference
Every step from first consignment intake to final payout — in order. For full detail on any step, refer to the User Manual. Always practice new steps in Demo first.
Step 1 — Create Consignment
Commission rules → consignor profile → consignment. Complete once per consignor — required before adding any items.
Create commission rules first
Rules are required before you can create consignors or consignments — set these up before anything else.
Consignments › Commission and Rules › Add New
- Name rules clearly: "Flat 25%", "Step-Down 35/25/10"
- Set one rule as Default — it auto-applies to new consignments
- Create separate rules for every exception — never edit the default to accommodate a VIP rate
Create a consignor profile
One profile per seller. Link to an existing bidder account if the consignor also bids.
Consignments › Consignors › Add Consignor
- Always check Link Existing User first — avoids duplicate profiles
- Set Payee Name carefully — appears on cheques and settlements
- For estates: Payee Name is the attorney or trust, not the consignor name
Create the consignment
Groups a seller's items under a commission structure. Create one per seller per delivery.
Consignments › Consignments › Add Consignment
- Link to consignor and select the commission rule
- Note the system-generated Consignment ID — needed for CSV item uploads
- Add a Reference Number to carry over legacy IDs from a previous system
Commission rules must exist before consignors or consignments
The commission rule dropdown is required on both the consignor and consignment creation forms. Set up your full commission structure before anything else.
Step 2 — Add Items & Images
Single entry, CSV bulk upload, AI cataloging, images, and barcodes.
Add items to the consignment
Title is the only required field — create placeholders immediately on intake, fill details later.
Consignments › [consignment] › Items tab
- Single item: Add New Item in the consignment's Items tab
- Bulk: download the CSV template — column headers are case-sensitive
- Use the Consignment ID in the CSV to map items to the correct consignment
Print barcode labels immediately
Every item gets a permanent unique barcode (Item ID) the moment it's created. Print and stick labels while items are still in front of you.
- Prevents items being unable to be matched to their digital record after unloading
- Scan barcodes anytime to pull up the item record instantly
- Use Batch Actions to print multiple labels at once
Add images
Drag JPG files onto the item record (max 5MB each). Drag to reorder — first image becomes the hero shot.
- Bulk upload by lot number: name files
[LotNumber]_1.jpg,[LotNumber]_2.jpg - Bulk upload by barcode: select Barcode Image from Associate By — include a barcode scan as a separator between item groups, no file renaming needed
- Navigate to Lots & Items > Bulk Load Images — select identifier type
- Also supports Item ID, Reference Number, and File Name from CSV matching
AI Auto-Cataloging
Photograph items to generate draft title, description, category and condition notes. Available on desktop and in the Vault mobile app.
- Category suggestions are the most reliable AI output
- Always review descriptions before publishing — AI may misidentify materials or periods
- Clear, well-lit photos with multiple angles produce better results
Key item fields to know
StartingBid — required before publishing. ReservePrice — confidential, never shown to bidders, only the auctioneer. LowEstimate / HighEstimate — shown publicly. ReferenceNumber — your internal ID, appears on barcode labels. Leave LotNumber blank during intake — assigned when added to an auction.
Step 3 — Create Auction
Create the event, assign lot numbers, and publish — two independent publish toggles.
Create the auction event
Set event name, date, time, and location. Location controls the time zone AND tax rates.
Auctions › Create Auction
- Leave Buyer's Premium and Bid Increments blank — global defaults apply automatically
- Publish in Pre-Registration & Consignment Only mode first — bidders can register before the catalog is ready
- The event URL is permanent — safe to use in all marketing from day one
Assign lot numbers
Every item needs a lot number before the auction can go live.
Auctions › [auction] › Lots & Items tab
- Auto-Assign — fastest for a first pass
- CSV re-import — best for 200+ lots with precise planned ordering
- Drag-and-drop — fine-tuning order in smaller sales
- Barcode scan — assign in-room while physically handling items
Pre-publish checklist
- Every item has at least one image and a StartingBid
- Catalog Image (400×400px JPG) uploaded
- Banner Image (1920×540px JPG) uploaded
- Date, time, and location are correct
- Terms & Conditions and Shipping Information current
- Send consignor pre-sale reminder emails
Publish — two independent toggles
- Cloud Published — shows the auction on your own website
- Bidsquare Published — lists it on the Bidsquare.com marketplace
- Either can be switched on or off at any time, independently
- Edits to items after publishing go live within 1–2 minutes
Creating an auction does not make it visible
You must explicitly toggle Cloud Published before any bidder can see the event on your website. Creating the auction is only the first step — publishing is a separate, deliberate action.
Step 4 — Register Bidders
Approve online registrations, add floor bidders, register phone bidders, and impersonate to diagnose issues.
Approve online registrations
Online bidders submit a $1 pre-auth card hold and sit as Pending until you approve.
Auctions › [auction] › User Registration tab
- Hover over a name for a quick profile popup — sufficient for most approvals
Blue CC icon = valid card 
Grey CC icon = failed or missing- Mark clean-paying bidders as Preferred (
heart icon) — they auto-approve on all future auctions
Add floor bidders
In-room bidders are registered and approved immediately — no credit card hold required.
Auctions › [auction] › User Registration tab › Add Bidder
- Select Floor Bidder from the Platform dropdown
- Assign a paddle number within your floor paddle range
- Registration is active immediately — no approval step needed
Register phone bidders
Phone bidders are managed in a dedicated section that links them to a specific Phone Operator staff member.
Auctions › [auction] › Phone & Offline Bidders › Phone Bidders
- Add each phone bidder and assign them to a Phone Operator staff member
- Enter which lots the bidder is interested in — used to build the operator schedule
- Phone Operator checkbox must be enabled on the staff member's profile in Settings > Manage Staff
- Print the Phone Operator Schedule from this section before the sale — each operator receives their assigned bidders and lots
- Phone bidder paddle numbers appear on the Auctioneer Report for the auctioneer's reference
Impersonate to diagnose bidder issues
See your website exactly as a specific bidder sees it — the fastest support tool you have.
Users › [user profile] › Impersonate
- "I can't see my invoice" — invoice is probably in New status (hidden from buyers)
- "I can't register" — check if the credit card step is presenting correctly
- "My bid isn't showing" — verify registration is Approved, not Pending
Step 5 — Auction Day Tools
Prepare all physical and digital tools before the sale starts. Complete these before opening the Live Console.
Print the Auctioneer Report
Printable lot-by-lot sheets giving the auctioneer everything they need to run each lot.
Auctions › [auction] › Live Console › Auctioneer menu › Auctioneer Report
- Shows starting bid, low/high estimate, and reserve status per lot
- Includes any offline absentee bids already entered
- Shows assigned phone operator name for phone bid lots
- Print before the console opens — the auctioneer should review it beforehand
Print the Phone Bids Schedule
Generates a per-operator schedule showing which bidders they are calling and on which lots.
Auctions › [auction] › Phone & Offline Bidders › Phone Bidders › Print Schedule
- Distribute one printed schedule to each phone operator before the sale
- Each operator calls their assigned bidder 2–3 lots before their target item
- The Auctioneer Screen shows the phone operator's name when a phone bid lot is open
Set up the Floor Screen
Large-format real-time display for the auction room — shows current lot, current bid, and bidding activity to in-room bidders.
Live Console › Auctioneer menu › Floor Screen (opens in new tab)
- Open in a separate browser tab on its own dedicated display or extended monitor
- Updates in real time as bids are accepted in the console
- Do not run the Floor Screen and the Live Console on the same device — use separate machines
Set up the Auctioneer Screen
Tablet-optimised real-time view giving the auctioneer all bid information at a glance during the sale.
Live Console › Auctioneer menu › Auctioneer Screen (opens in new tab)
- Navigate lots with Left / Right arrow keys or swipe
- Shows current bid, reserve status (🔴 red = below reserve, 🟢 green = at or above)
- Displays absentee bid amounts and assigned phone operator name per lot
- Open on a tablet or second screen — do not use the same device as the main console
Set up A/V Streaming
Bidsquare's integrated audio/video streaming broadcasts your live auction to online bidders in real time, keeping them engaged and driving more online bids.
Auctions › [auction] › Audio/Video
- Configure your streaming source (webcam, capture card, or broadcast software) in the Audio/Video tab before the sale
- Test the stream in Demo before using it in a live Production auction
- Use a dedicated separate device for streaming — never run video and the Live Console on the same machine
- Online bidders see the stream embedded directly on your auction page alongside the live bidding interface
Recommended device setup
Main Console — one dedicated desktop or laptop operated by the console clerk. Floor Screen — a separate device (PC or laptop) connected to the room display. Auctioneer Screen — a tablet or phone on the podium. A/V streaming (if used) — a fourth dedicated device. Running multiple roles on a single machine causes slowdowns and console conflicts.
Step 6 — Run the Auction
Open the Live Console, set the three critical toggles, accept bids, and end the sale.
Open the Live Console
The console becomes active 30 minutes before the scheduled auction start time.
Auctions › [auction] › Live Console tab
- All Auction Day Tools (Step 5) should already be set up before opening the console
- Only one person should operate the console — see warning below
Set the three critical toggles
Check all three before clicking Start Auction — wrong settings are the most common clerking error.
- Auto Start Next Lot → ON (for most sales)
- Enter Floor Numbers → ON (for any mixed auction) — when a lot sells to a non-online bidder, a popup prompts for the paddle number so the console clerk can reconcile the winning bidder in real time without leaving the console
- Auto Accept Online → OFF (for any mixed auction)
Start Auction, then Start Lot
Always two separate clicks. Start Auction puts the catalog in Live mode. Start Lot opens the first lot for bidding.
- Green flashing button = online bid from your site or Bidsquare — click to accept
- Blue Post Floor Bid = ALL other bids: floor, phone, LiveAuctioneers, Invaluable
- Type LA or INV as paddle placeholder for third-party platform lots
Error correction & ending the sale
- Undo Last Bid (grey button) — rolls back one bid at a time; reinstates absentee bids at lot start
- Background clerk — second person on Lots & Items can correct paddle/price silently via the pencil icon
- When all lots are sold or passed — click End (End Sale) and confirm
- LA/INV placeholder lots show "Reg N/A" — do not generate invoices yet
Only ONE person in the Live Console at a time
Multiple simultaneous users cause data conflicts and technical errors in the auction engine. If a second person needs to monitor the auction, they should use the Lots & Items view — not the console itself.
Step 7 — Import Third-Party Winners
LiveAuctioneers and Invaluable post-sale reconciliation — the two-upload process.
Only needed if you sold to LiveAuctioneers or Invaluable bidders
If your sale was entirely floor, phone, and your own website — skip to Step 8. This step only applies when LA or INV placeholder lots (showing "Reg N/A") remain after the sale.
Download the results file
- LiveAuctioneers: download the EOA v4 / Full Report from the Results page
- Invaluable: download the Session Results file
- Compare against your Post-Sale Data CSV from Bidsquare first — fix any hammer price discrepancies in Bidsquare before uploading
Upload 1 — create bidder accounts
Upload the results file here first. Creates one bidder account per unique email address.
Users › Bulk User List CSV Upload
- Leave Send Signup Email unchecked
- Without this upload, Upload 2 cannot match bidders to lot records
Upload 2 — reconcile lots
Upload the exact same unchanged file again — to a different location. Replaces all LA/INV placeholders with real bidder records.
Auctions › [auction] › Lots & Items › Upload CSV › Post-Sale Data
- Expected: "Registration not found — will create registration automatically"
- Expected: "Platform auto-detected from bidder number" — both messages are correct
Same file — uploaded twice — to two different places
Do not modify the file between the two uploads. Upload 1 (Users → Bulk Upload) creates accounts. Upload 2 (Lots & Items → Post-Sale Data) reconciles lots. Doing only one upload leaves lots as "Reg N/A" and those lots cannot be invoiced.
Step 8 — Generate & Send Invoices
Generate after reconciliation is complete, review in New status, send, and collect payment.
Generate invoices
Only generate after all third-party imports are complete. Lots showing "Reg N/A" cannot be included on valid invoices.
Auctions › [auction] › Invoices tab › Generate New Invoice
Review in New status (hidden from buyers)
New invoices are your quality-control window — buyers cannot see them yet.
- Check buyer's premium calculations and hammer prices
- Verify all lots are assigned to the correct buyer
- Add fees (shipping, handling, storage) if needed
- Once sent, editing is limited
Send invoices
Status changes to Sent — buyers can now see and pay. Automated payment reminders begin per your Settings schedule.
- Select invoices → Send Invoice
- Reminders stop automatically when the invoice balance reaches zero
- Add to templates: "If you have already arranged payment, please disregard this reminder"
Collect payment
- Charge Card — processes through your payment gateway
- Cash / Check / Wire — record manually on the invoice
- Batch charge: select all Sent invoices → Batch Actions → Charge Cards
- Failed charges flagged individually for follow-up
Create LAPay and INVPay payment account types
In Settings → Payment Accounts, create named types for "LAPay" and "INVPay". When recording payment on invoices settled directly through LiveAuctioneers or Invaluable, select these types. Six months later, a single filter shows you every invoice settled through each platform — no manual audit needed.
| Invoice Status | Visible to Buyer? | Editable? |
|---|---|---|
| New | No — hidden | Yes — fully editable, your quality-check window |
| Sent | Yes | Limited |
| Partially Paid | Yes | Limited |
| Paid | Yes | No — refund only |
Step 9 — Generate & Send Settlements
Calculate consignor payouts, review in New status, send statements, and record payout.
Generate settlements
Calculates: hammer prices minus commission minus charges = net payout. Generate after invoices are paid.
Auctions › [auction] › Settlements tab › Generate
- Uncheck Include Unpaid Items for cleanest result — only paid lots
- For one consignor independently: Consignments → Consignors → [consignor] → Settlements
- For multi-event combined statements: Consignments → Settlements → Generate
Review in New status (hidden from consignors)
New settlements are invisible to consignors — your review window before sending.
Red dollar sign — buyer invoice not fully paid
Orange dollar with down arrow — lot sold below reserve price
Yellow gavel — lot is unsold / passed- Edit: adjust commission per lot, add deductions, add consignor-facing notes
Send settlement
Click Send Settlement — status changes to Sent. Consignor receives statement; if Consignor Login is enabled they can view and download immediately.
- Sent status makes it visible to consignors in their portal
- Include settlement timing in your template: "Payout within X business days of payment collection"
Record payout
Enter amount, payment method (check, wire, ACH), date, and reference. Status updates to Paid.
Consignments › Settlements › [settlement] › Record Payout
- Batch Actions → Print Checks for formatted check output
- Or one-click sync with QuickBooks Online via API (paid add-on)
- Export Settlement Journal (Reports) after each cycle for accounting records
Settlements don't auto-update if a buyer pays after generation
If you generate a settlement and then a buyer pays their invoice afterwards, the settlement does not automatically recalculate. Always wait until you are confident buyer payments are largely collected before generating consignor settlements.
Auction cycle complete
Once all settlements are in Paid status and all invoices are cleared, your auction cycle is fully closed. Unsold lots can be batch-moved to a permanent clearance event. Run the Auction Sales Report and Per-Auction Summary tab for your post-sale review.
Step 10 — Reports & Analytics
Every key report in the system — what it shows, when to run it, and how to use it.
Auction Sales Report
High-level post-sale performance overview for any completed auction.
Reports › Auction Sales Report
- Total hammer value, lots sold, and sell-through rate
- Platform breakdown — how much came from your site vs Bidsquare vs LiveAuctioneers vs Invaluable
- Hammer total vs low and high pre-sale estimates
- Run immediately after closing for your internal post-sale review
Auction Items Report
Lot-level detail for every item in a sale — the deepest view of individual lot performance.
Reports › Auction Items Report
- Hammer price, winning bidder, estimate range, and reserve status per lot
- Identifies which categories consistently outperform or underperform estimates
- Export as CSV for use in consignor presentations or internal analysis
Winning Bidder Report
Every winning bidder across a sale with contact details and lot results.
Reports › Winning Bidder Report
- Used for invoice reconciliation and identifying high-value repeat buyers
- Cross-reference with platform breakdown to identify your strongest online bidder sources
Under Bidder Report
The highest non-winning bidder for every lot — including unsold lots. One of the most underused reports in the system.
Reports › Under Bidder Report
- For every unsold lot, shows the bidder who wanted it most
- Contact them with a direct second-chance purchase offer — converts a significant percentage of unsold inventory without re-cataloging
- Run this immediately after every sale as part of your post-sale routine
Invoice Journal
Line-item breakdown of every financial transaction on every buyer invoice.
Reports › Invoice Journal
- Invoice number, buyer, lot, hammer price, buyer's premium, sales tax, fees, total charged, payment method, payment date
- Your primary source for accounts receivable reconciliation
- Export as CSV and save after every auction cycle as your permanent accounting archive
Settlement Journal
Line-item detail of every settlement deduction and payout — the consignor-side equivalent of the Invoice Journal.
Reports › Settlement Journal
- Consignor, consignment, lot, hammer, commission %, commission amount, charges, net payout, payout date
- Reconcile accounts payable — verify what was actually paid vs what was owed
- Export and archive after every auction cycle alongside the Invoice Journal
Sales Tax Report
Tax collected by state — critical for nexus tracking and filing compliance.
Reports › Sales Tax Report
- Integrates with TaxJar (configured in Settings) to auto-calculate state-level obligations
- Run monthly to monitor which states you're approaching nexus thresholds in
Invoice Payment Records
Real-time view of payment status across all invoices — your accounts receivable dashboard.
Reports › Invoice Payment Records
- Outstanding balances, overdue flags, and payment method breakdown
- Filter by auction, date range, or status to focus on what needs chasing