How to Invoice Bidders
While you might send your invoices to winning bidders, we highly recommend taking advantage of the LiveAuctioneers invoicing system.
Bidders generally expect to receive our invoices, and it also provides a good opportunity to check your internal records against LiveAuctioneers’ records.
Step 1: EOA Check
Start by checking your EOA (End of Auction) report.
Click the Post Auction tab at the top of your seller’s dashboard > Click catalog title > Go to the EOA tab.
Here you will find a list of all your winning bidders!
Check the list against your records for:
- Lot sold to a floor bidder but was clerked to the Internet
- Lot sold to an internet bidder but was clerked to the floor
- Incorrect hammer prices
- Sold item to an Internet bidder but the item is unavailable
If any of these instances should occur, please email the Support team at firstname.lastname@example.org with the sale date, lot number and, bidder username along with your request to remove the lot from the EOA report.
From this page, you can also make amendments to the hammer prices of items not sold to LiveAuctioneers bidders. Click the Hammer Price button found top left of the EOA report:
You also have the option of exporting a full list of winning bidder information from the EOA. Check it out by clicking on one of these links:
Once you are happy with the EOA report, let’s move on to Invoicing.
Step 2: Preparing Invoices
Next to the EOA tab, you will find the Invoices tab.
First, we need to prepare the Invoices by setting our Payment Options. Clicking this button will take you through to a separate page where you can
- Set tax (for houses not collecting through Live.Payments or outside the US)
- Shipping Options
- Live.Payments: This option should already have been selected at the time of sale upload, but if you notice the correct option is not selected please contact email@example.com
- Carbon Copy: Send a hard copy of each invoice to an email address of your choice
Hit the Change button to save the edits. Click View Invoices to return to the Invoices page.
Write clear instructions to the buyer about how to complete payment. This message will appear in the Payment Details section on every invoice. This is a simple text field and only accepts simple HTML tags such as <b>, <center>, <br>, <p>
Hit the Submit button to apply this message to all the invoices.
Step 3: Creating Invoices
Hit the button to generate Invoices. This will create a unique reference # for each invoice.
Before sending them out, you can edit the individual invoices by clicking the LA#### next to each bidder’s name:
This will launch the individual invoice in a separate tab. Under the Invoice Details section, you can add shipping fees, manually edit the sales tax or VAT, and include alterations.
In order to include reductions, the “ - “ symbol can be used before numerals. For example: -150.00 or -50.00.
Click Save Changes or Add to calculate a new total.
Step 4: Sending Invoices
Before you send the invoice, look for the red and white envelope symbols:
This allows you to add an alternative email address to the invoice.
This represents an unsent/pending invoice. You can click on the red envelope symbol to remove an invoice from the mailbag, with the option of sending it at a later date.
Once you are happy with your invoices, click Send Mailbag.
Hit the refresh button and a green envelope symbol will appear next to each sent invoice.
And now wait for the money to pour in!
Step 5: Adding Payments
Update each invoice by selecting the appropriate LA#### and adding the payment (either partial or full amount) received, then hitting the Add button.
After the full amount has been added to the invoice, the balance due will display 0.00 along with a timestamp of when the amount was added.
If a bidder pays via PayPal, this symbol: will appear on both the individual invoices and the list of invoices.
You can resend all unpaid invoices from the invoice list page by clicking the Put Unpaid in Mailbag and hitting Send Mailbag!