The Bidsquare User Manual.

The Dashboard is the first screen after login. It surfaces what needs immediate attention without requiring you to navigate — pending registrations, overdue invoices, unlotted items, and upcoming auction status. Thirty seconds here every morning prevents problems from compounding.

Alerts Panel

Each alert is a clickable shortcut to the relevant screen. Clear these daily:

• Pending registrations — clicks through to the User Registration tab for the relevant auction.
• Overdue invoices — filters the Invoices list to show outstanding balances.
• Unlotted items — navigates to the auction's Lots & Items tab. Must reach 0 before publishing.

Auction Status Cards

Each card shows total hammer, hammer vs estimates, bidder count, invoice collection rate, and sell-through rate. Use as a quick post-sale sanity check before generating invoices — an unexpectedly low hammer total can indicate a clerking error worth investigating before processing payments.

• Personal login details — your name, email address, and password for this staff account. Each staff member manages their own Profile independently.
• Favicon & company avatar — upload a favicon and logo avatar here so the browser tab and admin header show your branding. This also creates an instant visual cue: staff can see at a glance whether they are in Demo or Production without reading the URL.
• Demo vs Production — if your favicon and avatar look identical in both environments, staff will accidentally configure the wrong one. Set a distinct avatar (even just a color difference) in Demo to make the distinction obvious.

• Business Name, Address, Phone — appears on every invoice, settlement, and your Bidsquare directory listing. Keep current.
• Primary Email — use a shared business inbox, not an individual's. Avoid free providers (Gmail, Yahoo) for transactional email.
• Time Zone — critical. An incorrect time zone means bidders on every platform see wrong auction start times. Verify before each sale, especially around daylight saving transitions.
• Multiple Locations — each venue gets its own time zone and address. Selecting a location when creating an auction applies the correct time display and tax rates automatically.

A platform entry represents each bidding channel — your website, Bidsquare, LiveAuctioneers, Invaluable, Floor, Phone. Each platform needs a starting paddle number and a range. Platform paddle ranges are also how the system auto-detects which platform a bidder came from during post-sale imports — an incorrect or overlapping range means lots get assigned to the wrong buyers.

Additional Buyer's Premium per Platform

Each platform entry can carry an additional BP surcharge on top of your global base rate. Example: global base 20%, online total 25% = enter 5 as Additional BP. If your base BP is tiered, use Apply Step-Down Calculation to apply the surcharge correctly across tiers.

Buyer's Premium

Three structures available. The global rate applies to all auctions unless overridden at the event level — which should be done rarely and deliberately.

$1 Pre-Authorization & Bidder Approval

When enabled, every registering bidder must submit a valid credit card. A $1 hold confirms the card is active and the billing address matches.

• Blue CC icon — $1 pre-auth succeeded. Card is validated.
• Grey CC icon — card failed validation or was not submitted. Never approve without manual review.
• Auto-Approval rules — configure which bidders are approved automatically: validated card holders, Preferred (heart icon) bidders.
• Automated Bid Limits — default cap for new or unverified bidders. Adjustable per bidder per auction at any time, including mid-sale.
• High Bid Notification threshold — email alert when a new bidder (under 30 days) places bids exceeding a set total in one event. Default $10,000.

Payment Methods

Online payment methods (Stripe, PayPal, Authorize.net, Elevon, Nuve, and other Spreedly-supported gateways) are configured on the Payment Accounts tab, not here. The Payment Note in this section is not a buyer-facing payment page field — it appears on the catalog tab on each item's payments tab. Use it for bank wire details, an external payment portal link, or general payment instructions.

Invoice Reminders

Set automated reminder emails to unpaid buyers. Recommended starting point: first reminder at Day 3, then every 3 days, 4 reminders total. Adjust based on your collections policy. Each reminder tab saves independently — do not navigate away before saving the current tab.

Settlement Settings

• Show Reserve Price — includes the reserve on settlement printouts sent to consignors.
• Hide Commission Rule Summary — consignors see net payout only, not the commission breakdown. Most auction houses keep this hidden.
• Default Settlement Note — appears on every settlement. Use for payout timelines or pickup charge policies.

Tax Calculation (TaxJar)

TaxJar enables automatic sales tax calculation on buyer invoices based on the buyer's shipping address. On first setup, add at least your home state — the system calculates tax only for nexus states you have selected. Add additional states as your nexus expands. Important: tax calculation relies on the shipping address on the invoice being accurate. A manually edited state code (even a capitalization difference) will cause incorrect tax calculation. Do not manually edit state codes on invoices.

Auto-Charge CC Settings

• Max Credit Card Transaction — removes the credit card payment option for invoices above a set dollar amount. Useful for managing chargeback risk on high-value lots.
• Auto-Charge CC — when triggered by an auction house user, charges all eligible cards on file simultaneously. Bidders must opt in at registration. Invoices above the threshold are excluded. Invoices already paid are skipped — no double-charging risk. The auction house must initiate this — it never runs automatically.

Credit Card Convenience Fees

Credit card convenience fees are not configured here. They are created under Sales > Products & Services as named line item fee templates and applied to invoices either individually or in batch. See the Products & Services section.

Check Printing

Print Check Margins allow a line of text on your check stock when printing settlement payouts. If you print and sign checks manually, configure the address alignment here so the consignor's billing address aligns with envelope windows when folded for mailing.

Create reusable fee templates that automatically apply to buyer invoices under defined conditions. Set them up once and they apply across hundreds of invoices without manual entry. Common templates to create from day one:

• Credit Card Convenience Fee (3%) — conditional on card payment. See setup walkthrough below.
• Buyer Protection Flat Fee — a fixed dollar charge per invoice.
• Standard Local Pickup Fee — flat amount for local collection.
• Insurance Surcharge — percentage of invoice total.

Fee Form Fields

Setting Up a 3% Credit Card Convenience Fee

The most commonly requested fee configuration. Step by step:

System emails (invoice notifications, registration confirmations, settlement emails, reminder emails) use configurable templates. Customize the subject line, body copy, and signature to match your auction house's voice. Templates support basic merge tags for personalization (buyer name, auction name, invoice total, etc.).

The gear icon (⚙) on any list in the system opens a column configuration panel. Available on virtually every list: inventory, settlements, invoices, lots, users, consignors.

• Table Columns tab — tick/untick columns, drag to reorder. Create multiple named view templates per screen — e.g. "Sale day desk", "Finance export", "Photography pick list". Switch between them in one click.
• CSV Columns tab — configure exactly which columns appear in exported CSV files and in what order. Save named CSV export templates the same way. Includes any custom fields you have created.
• Sharing templates — any saved template can be kept private to your staff account or shared with the entire team. Shared templates appear for all staff without them needing to configure it themselves.

Mandatory fields apply to both the admin form UI and CSV/bulk imports. Check any field to make it required — staff cannot save without completing it. This ensures consistent data quality across your catalog, user records, and consignor records.

• Item fields — common choices: StartingBid (no item goes to auction without a starting price), Category (consistent categorization), Condition (enforces condition reporting). Leave intake-stage fields like LotNumber as optional so placeholder records can be created quickly during fast intake.
• User fields — consider requiring shipping address fields if you plan to auto-charge credit cards, since TaxJar tax calculation depends on a valid shipping address.
• Consignor fields — you may want to disable email requirement for consignors who represent estates or sellers without email addresses.

Custom fields extend Items, Consignors, Invoices, or Users with any additional data your operation tracks. Examples: Do Not Sell checkbox (item), Estate Name dropdown (consignor), Shipping Tracking text field (invoice).

Display Options

• On List — shows the field as a column in list views. Enable this to see custom field values without opening each record.
• On Filter — makes the field searchable and filterable across entire list views. Combined with On List, you can filter your entire inventory by any custom property.
• Front End (items only) — when enabled, this field appears on the lot page visible to bidders on your website. Useful for custom information tabs like Shipping Details or per-lot Terms.

CSV Requirements

Required columns: First Name, Last Name, Email (must be unique), Phone, Address, City, State, Zip, Country. Save as .csv, not .xlsx.

• Duplicate emails are skipped automatically — one account per email regardless of how many times it appears.
• Leave Send Signup Email unchecked for bulk migrations. Checked = every user in the file receives a signup email simultaneously.
• International zip codes are the most common validation error. Double-check zip code format matches the country selected.
• If your file contains accented characters or non-Latin scripts, save the CSV with UTF-8 encoding to prevent character corruption.

As soon as a file is selected, a preview appears below — confirm columns are mapped correctly before saving. Same validation pattern as user uploads: red errors must be fixed, yellow warnings are advisory.

• To link a consignor to an existing user account (enabling Consignor Login portal access), include the user's email address in the user email column of your consignor CSV.
• If a consignor does not have an email address, use an alias (e.g. info+consignorname@yourdomain.com) as a placeholder, or remove the email requirement from mandatory field settings in Settings > Field Settings.
• You can upload consignors before your website is launched. However, you cannot create user accounts without a connected site, which means you cannot link consignors to users or enable portal access until the site is live.
• UTF-8 encoding applies here as well — use it if your file contains special characters.

This import creates auction event records only — lots and images are not included. Once your past auctions are created, upload lots to each event using the standard bulk item CSV upload.

• Multiple past events can be created in a single upload.
• UTF-8 encoding applies if your event names contain special characters.
• After upload, use Validate and Save — the button is labeled accordingly, not "Submit".

Auction Types

Key Form Fields

Publishing Toggles

• Cloud Published — publishes to your website. Bidders can browse, register, and bid. Toggle off at any time to unpublish. Edits to items after publishing appear live within 1–2 minutes.
• Bidsquare Published — also lists the auction on Bidsquare.com marketplace. Completely independent from Cloud Published.

These are global defaults for every timed online-only sale. Each setting can also be overridden at the individual event level before publishing. Warning: once a timed auction's start time is reached, end time and time zone cannot be changed. Confirm all settings before publishing.

Auto-Extend (Anti-Snipe)

Auto-extend prevents last-second sniping. When enabled, tick the box and configure two values:

• "The number of seconds to extend if a bid is placed within the given threshold" — how much time gets added when a bid triggers an extension.
• "The amount of seconds left to trigger the auto-extend feature" — how close to closing a bid must land to trigger the extension.

Reset behavior: Reset controls what each new bid does to the clock. With Reset on, every qualifying bid restarts the extension window to its full length again. With Reset off, each bid simply adds the fixed number of seconds. Both can be overridden per event before publishing.

Staggered Closing

Staggered closing prevents every lot closing simultaneously. Set the interval (in seconds) and lots close that many seconds apart — Lot 1 closes first, Lot 2 closes one interval later, and so on. Staggering keeps bidders focused on one lot at a time as the sale closes.

Advance Bid to Reserve

When a max absentee bid meets or exceeds the reserve price, the system automatically advances the current bid to the reserve level. A lot with a qualifying absentee bid can meet its reserve without an active competing bidder.

Restrict New Bidders Within Extended Time

Blocks first-time bidders on a lot from bidding once the lot is within its final extended time window. Set the threshold (in seconds) that defines that window. This stops a brand new bidder triggering yet another extension in the closing moments of a contested lot.

The Default Commission Cascade

The default rule is the starting point for commission calculation. Understanding how it cascades is essential for clean settlements:

• Rule level — one rule is flagged as Default. This auto-applies when creating new consignments.
• Consignor level — each consignor has a Default Commission Rule on their profile. Overrides the system default for that consignor's consignments.
• Consignment level — each consignment has its own commission rule. Overrides the consignor's default for that specific contract.
• Settlement level — individual lot commission can be adjusted per lot when editing a settlement. Overrides everything above it for that specific item.

A terminology note: in this system, bidders are always referred to as users. When you see a user field anywhere in the consignor workflow, it means a bidder account.

A consignment is only required if you want commission calculation applied. Inventory can exist in the system without one — but without a consignment, you cannot generate settlements or track consignor ownership and commission values.

You can also create a consignment from inside a specific consignor's profile — this pre-fills the consignor field automatically.

Key Form Fields

• Consignor — required. If items are arriving from an unknown seller, create a placeholder consignor (e.g. "House Consignor") as a temporary home.
• Commission Role — defaults to the consignor's own default rule. Override here if this specific contract has different terms.
• Receipt Note — this text prints on the physical consignment receipt given to the consignor. It is visible to consignors — use it for terms they need to acknowledge. For internal notes, use the Notes tab after saving.
• Term Length — optional. Allows consignments to be filtered by overdue status if a value is set.
• Reference Number — your internal cross-reference. The system-generated Consignment ID number (not this reference number) is what you use in the ConsignmentId column of CSV item uploads to route items to this consignment.

Open a consignment by hovering the I icon (the letter I) on its row in the consignment list and clicking View. You can also click the consignment number directly.

Inside, a consignment is organized into tabs. There are also publish controls that allow you to control what data is shown to consignors on the Consignor Login portal.

Adding Items

Click Add New Item to add items directly — they are pre-linked automatically. From the dropdown arrow next to Add New Item, auction houses often upload a basic CSV with just a lot title to create placeholder items before a delivery arrives, generating barcodes for mass intake in advance.

Print Receipts

The Print Receipt All button at the top generates a consignment receipt document for printing and emailing to the consignor. A receipt can also be generated for selected items only using Batch Actions > Print Receipt in the items list. The consignment receipt template can be customized via the gear icon — templates can be saved for different purposes (e.g. different intake categories or consignment terms).

Global charges are set up once and apply to all new consignments automatically. Existing consignments are not retroactively affected.

Calculation types: Flat Amount (fixed deduction) or Percentage of Hammer (e.g. 1% of consignment hammer total).

When Consignor Login is enabled, the consignor sees three additional tabs in their My Account area on your website: My Consignments, Selling Items, and Settlements. They log in using their existing bidder account credentials.

Select individual consignors or use Select All. You can send to all or selectively. Each email is personalized with the consignor's name, lot numbers, titles, estimates, and a direct catalog link.

• Pre-Sale Reminder — send as soon as the catalog is published. Consignors who see their listings early can flag errors (wrong estimates, missing images, incorrect descriptions) when corrections are still easy.
• Post-Sale Reminder — same path after the auction ends. Includes sold/unsold status and hammer prices. This is an informal summary — the formal settlement document is sent separately.

When accessed from a consignment, the Consignor and Consignment fields are pre-filled automatically. When accessed from an auction, the auction is pre-filled. Save with just a title to generate a barcode immediately — enrich the record during cataloging.

Starting Bid is required when publishing an item to an auction. It is not required at initial intake. This is a context-dependent requirement — create the placeholder record first, add starting bids before assigning to an auction.

Recommended Field Order

CSV Types (Auction Context)

When uploading from inside an auction's Lots & Items tab, a CSV type dropdown appears. Select the correct type:

Checkboxes for Add Only and Update Only allow you to restrict the operation to one direction — preventing accidental new record creation or accidental updates to existing records.

Key CSV Columns

Validation

After upload a validation screen appears. Red errors = must fix before saving (missing mandatory fields such as lot title or starting bid). Yellow warnings = advisory, safe to proceed. Hover any highlighted row for the specific issue. If your file contains accented characters or non-Latin scripts, save as UTF-8 before uploading.

AI Auto-Cataloging

The AI analyzes item images and generates suggested Title, Description, Category, and Condition. Better images (multiple angles, good lighting, neutral background) produce significantly better results. Accept individual fields independently — keep the AI category but rewrite the description, for example.

Auto-cataloging must be enabled on your account. It uses the default Bidsquare category tree — not custom category trees. Contact your account manager to enable it.

Inventory List & Batch Operations

The inventory list gives you full visibility of all items across all consignments. The gear icon (⚙) configures which columns appear in your view and your CSV exports. Use Batch Actions to apply status updates, location changes, lot assignments, or print labels across multiple items simultaneously.

Method A — Assign Lot Number Screen

The screen-based assignment tool provides visual grouping and reordering. The default lot start number is 1. Grouping options:

• Group by Category — items are organized into category groups, with lots numbered within each group.
• Group by Consignor — useful for multi-consignor sales where you want to keep each consignor's items together in the catalog sequence.
• Group by Estimate — groups items by estimate value ranges.
• Sort within groups — click column headers in the item list to sort by estimate high-to-low, title alphabetically, or other criteria within the current grouping.
• Drag and drop — once grouped, manually drag items into precise position within their group.

Click Save Changes when done.

Click Save Changes when done.

Walk through your items with a barcode scanner and scan each one — the order in which you scan sets the lot order. Works with a live scanner or printed barcode sheets. Click Submit to save. Best for auction houses with a physical preview room where the physical arrangement should determine lot order.

Download the Lot Assignment CSV — a simple file of your items with their current lot numbers. Edit only the lot number column in a spreadsheet to your preferred order, then re-upload the same file. Click Save to apply. Best for catalogs of 100+ lots or any situation where you want to plan the running order carefully in a spreadsheet before committing.

Images are matched to items based on the filename matching method you select. Files that don't match any item are skipped without an error — always spot-check a few items after upload to confirm images attached correctly. Upload in batches of 500 files or fewer where possible.

Match-By Options

Replace All Images

The Replace All option removes existing images from any item that matches an uploaded file before adding the new ones. This operates per matched item — items with no matching uploaded file keep their existing images unchanged.

Image Specifications

• Maximum file size: 10MB per image
• Supported formats: JPG/JPEG, PNG
• Confirm maximum images per item with your account manager — system limits apply

Custom Label Templates

Build any custom label format using variable fields from your item data. Set width and height in centimetres to match your label stock. Available variables: Item ID (barcode), Lot Number, Title (truncated), Estimates, Reference Number, Consignment Number, Auction Name, Category, and any custom fields. Test print on actual label stock before applying to real items.

Preset Dymo roll sizes are built in — pick the matching size and print. For Avery A4 sheet labels (multiple labels per sheet), enter a custom size using the exact dimensions in the Barcoding & Warehousing guide.

Catalog CSV Exports

• Download Item CSV — LiveAuctioneers format — pre-formatted catalog CSV for upload to LA's catalog import.
• Download Item CSV — Invaluable format — pre-formatted for Invaluable's import requirements.
• Custom templates (⚙ gear icon) — click the gear icon to open CSV Columns configuration. Create and save custom column templates, reorder and rename columns. Templates save per staff account and can be made visible to the team. Use the Download button to retrieve any saved template.

Image Export

Downloads all lot images as a zip file. Set minimum resize width for platforms with dimension requirements. Choose the rename convention — images are automatically renamed and resized, no manual file renaming needed.

Icon	Meaning	Action
Blue CC icon	$1 pre-auth credit card hold succeeded — card validated	Safe to approve in most cases
Grey CC icon	Card validation failed or not submitted	Do not approve without manual review
Heart icon	Preferred bidder	Auto-approved for all future auctions at publish time — no review needed

Reviewing a Bidder

Hover over any bidder's name to see a quick popup: address, registration history across the Bidsquare network, bidding activity, notes, and any active flags — without opening the full profile. For routine approvals of recognized bidders, the hover preview is sufficient.

For first-time bidders or any bidder with active flags, click the information button in the action column to open the full profile. The full profile shows all past auctions, invoices (paid and unpaid), bid history, and bad bidder flags from any auction house in the Bidsquare network.

Approving & Declining

Single Approve for individual cases. Batch Approve for multiple vetted bidders. Both approved and declined bidders receive automatic notification emails.

Manually Registering Bidders

Bid Limits

Click the pencil icon in the Bid Limit column on any bidder's row to set a maximum total they can bid in this auction. When they hit the limit they receive an automatic notification to contact your team. Default bid limits for new bidders are configured globally in Settings > Auction Settings.

• Grey limit values indicate an automatically applied default limit. Black values indicate a limit set directly on this bidder's registration for this event.
• Bid limits are auction-specific — they do not carry across grouped events. For multi-day grouped sales, set the limit for each day individually.
• Limits can be raised at any time, including during a live auction, from this screen.

Bad Bidder Flags

Flag icons on each bidder row:

• Grey — no flags.
• Red — an active, unresolved bad bidder flag or open dispute. Click to see details.
• Greyed-out red — a previously active flag that has since been resolved. Click to expand.

Override option: if you need to approve a bidder despite an existing network flag — because your relationship with them overrides the reason for the flag — check Override Bad Bidder Flag for All Upcoming Auctions when approving. This makes them eligible for auto-approval for your auctions without removing the original flag from the network.

Setting Up Phone Operators

Before registering phone bidders, navigate to the Phone Operators tab and mark which staff members are available for this auction. For a staff account to appear as an operator option, the Is Phone Operator checkbox must be enabled on their account in Settings > Manage Staff.

Registering a Phone Bidder

Add Bidder → select Phone Bidder as platform. Search by email first — if already registered, their paddle number appears. If not, the system registers, approves, and assigns a paddle number from the Phone paddle range automatically.

On the bidder's record, add each lot they want to bid on by clicking the plus icon and selecting from the dropdown. Optionally enter a backup bid for each lot — the maximum the operator should bid if the phone connection drops. Backup bids appear on the Auctioneer Screen and the printed operator assignment sheet. Click Submit to finalize — this is what actually registers the bidder and assigns their lots.

On Auction Day

Print the Phone Bidding Schedule before the sale — it shows each operator which bidders they're assigned to and which lots to watch for. Operators typically call their assigned bidder 2–3 lots before the target item to get them on the line. The Auctioneer Screen also shows the phone operator's name in real time so the auctioneer knows who is handling the phone for each lot without asking.

Impersonate User is its own ACL permission — grant it only to trusted staff members, as it provides full access to act as any user account on your website.

To find a bidder registered for a specific auction, navigate to that auction's User Registration tab — you can search by paddle number from there, and the impersonate option is available from the bidder row. Paddle number search is only available inside an auction's registration tab, not from the global user search.

Common Use Cases

The essentials at a glance

Start Auction then Start Lot are always two separate clicks. Starting the Auction activates Live Mode and lets you send messages; opening a lot is what enables bidding. The first lot always requires a manual Start Lot click even with Auto Start enabled.

Undo Last Bid rolls back one bid at a time, as far back as the start of the lot. Rolling back to the start reinstates any online max absentee bids automatically — nothing is permanently lost.

Error correction — the preferred approach is to note mistakes and fix them directly in the Lots & Items screen (pencil icon in the Bidder column) while the auction continues. Reopening a lot should be a last resort only: it re-opens the lot for live bidding on your website and Bidsquare.com, which can cause bidder confusion.

Choose scope: all buyers, specific buyers, or date range. Use Approved Only to skip pending registrations. For multi-day consolidated invoices (one per buyer across all days), use Sales > Invoices > Generate New Invoice and select multiple events.

Invoices can also be generated for specific customers directly from their user account — useful for checking out floor bidders on the day.

To open an invoice, click the View button in the action column — do not click the row itself, as this may navigate to the auction page instead. Invoices in Sent or Paid status can still be edited — edit before sending wherever possible.

Summary Area — One-Off Charges

From the invoice summary area at the bottom, you can add: additional buyer's premium, shipping and handling fees, tax-exempt status, and recalculate tax if shipping address or tax rules have changed.

Pickup Override

For out-of-state sales where items are being collected in person, check Pickup Override at the top of the invoice. This sets the shipping address to your business address and automatically triggers a tax recalculation on save — ensuring the correct local tax rate is applied.

Inline BP Editing

To adjust buyer's premium on individual lots, type a new percentage directly into the BP field on that lot's row in the line item section. Changes apply to that lot only and update the invoice total immediately.

Invoice Notes & Group Reference

• Invoice Notes — visible to the buyer. Use for payment instructions, pickup details, storage deadlines, or a thank-you. Configure the default note in Settings > Auction Settings > Payment and Invoice > Invoice Settings.
• Group Reference — tag invoices with a custom identifier (e.g. "UPS Tuesday", "Local Pickup", "Day 2 Floor"). Filter and batch-process logistics groups with one click.

Deleting & Cancelling Invoices

Invoices in New or Sent status can be deleted provided no payment has been recorded against them.

• Cancel (recommended for non-payers) — changes the invoice status to Cancelled. The invoice is removed from outstanding balance totals and payment reminders stop, but the record remains visible in the Invoices list for reference and dispute resolution.
• Delete — removes the invoice from the active Invoices list. Always select Re-List when prompted: this marks all lots as Unsold so they can be re-entered in a future sale. Without Re-List, those lots remain in a Sold state with no buyer and cannot be invoiced or re-listed.

A packing slip shows: lot number, item image, item name, and location. Pricing is deliberately excluded. Two use cases:

• For your team — a pick sheet for porters or warehouse staff pulling items from storage. No prices means no confusion for staff who don't need to know sale values.
• For buyers — a packing receipt in a shipping box confirming which items were sent without revealing sale prices to anyone handling the package.

Packing slips can also be printed in bulk from Batch Actions on any invoice list.

Settlements are consignor payout statements calculated as commission on the item's hammer price and paid out to the consignor.

Three Generation Methods

Generation Options

• Include Unpaid Items — uncheck to generate a settlement containing only sold-and-paid lots. The safest and cleanest default. Only check if you want to show all sold lots including those with outstanding buyer invoices.
• Calculate Commission on Unpaid Items — uncheck to withhold commission on lots where the buyer has not yet paid. Check only when you trust the buyer will pay and want to release funds immediately.

Visual Cues in the Settlements List

• Red dollar sign — buyer invoice is unpaid for this lot.
• Yellow gavel — unsold items are included in this settlement.
• Orange dollar with down arrow — items sold below reserve price.

New settlements are hidden from consignors and freely editable. A settlement in New status is not visible to the consignor — verify by impersonating their account if needed.

Refunds are only available on invoices with recorded payments. The refund action appears as a checkbox within the Record Payment function — not as a standalone button. Three refund types: Full, Partial, or Lot-Specific.

Select unsold lots and move them to a target auction. All cataloging, images, consignment data, and the item's permanent barcode ID are retained. Relisted items retain their original lot numbers — assign new lot numbers in the target auction if needed. Optionally lower starting bids on relisted items.

Key Reports

Custom CSV Templates

Use the gear icon (⚙) on any report to configure which columns appear in exports. Save templates per staff account. Templates can optionally be shared across the team. Use the Download button to retrieve any saved template without re-configuring.

Auction Audit Log

Every action in every auction is recorded: bids placed, lots sold, items moved, registrations approved, hammer prices changed — all with timestamps and the staff account that performed the action. Search by lot number, bidder paddle, or action type to investigate any irregularity.

These defaults auto-populate when creating new auctions and new items. Configure once — they apply everywhere going forward, but can be overridden per event or per item.

• Terms & Conditions — enter the full readable text of your terms here, not a link. This field accepts HTML for formatting. When displayed as full text in the registration flow (not just a clickable link), your terms are more legally defensible in payment disputes. Clickable-link-only terms may not be enforceable.
• Default Item Description / Condition / Provenance — set up template structures for catalogers. They see these pre-filled when creating items and fill in the blanks rather than starting from scratch. Reduces errors and speeds up intake.
• Shipping Information — your standard shipping policy. Appears on every auction's Shipping tab and on buyer invoices automatically.
• Privacy Policy — required by Apple and Google when publishing your white-label mobile bidding app to the App Store and Google Play.