From hammer drop to seller payout — automated.
Post-auction settlement that auto-generates winner invoices, calculates buyer premiums and seller fees, processes multi-method payouts, and reconciles with QuickBooks, Xero, and your accounting system.
The Problem
Manual invoice generation after events with hundreds of lots is slow and error-prone. Fee calculations vary by auction type, lot category, and buyer/seller agreements. Accounting reconciliation between the auction platform and the general ledger is tedious and introduces discrepancies.
The Solution
AuctionFlow automates the complete settlement workflow: invoices generated instantly at lot close, fees calculated per configurable rules, seller payouts tracked and reconciled, and accounting system integration keeps the general ledger current.
Capabilities
Automatic Invoice Generation
Winner invoices are generated automatically at lot close with hammer price, buyer premium, applicable taxes, shipping estimates, and deposit credit. Invoices are delivered via email with a payment link, and are accessible in the bidder's portal. Multi-lot winners receive consolidated invoices grouping all won lots into a single payment.
Configurable Fee Structures
Buyer premiums and seller commissions are configurable as percentage-based, fixed-amount, or tiered structures. A jewelry auction house might charge a 15% buyer premium on the first $10,000, 12% from $10,000-$50,000, and 10% above $50,000. Fee schedules can be assigned per auction, per lot category, or per seller agreement.
Multi-Method Payout Processing
Seller payouts support ACH direct deposit, paper checks, wire transfers, and PayPal disbursement. Payout schedules are configurable — immediate, weekly, or on-demand — and each payout is tracked from calculation through disbursement with full audit logging.
Accounting System Integration
Settlement data synchronizes with QuickBooks and Xero in real time, posting invoices, payments, and seller disbursements to the correct accounts automatically. The integration maps auction-specific concepts (buyer premium, seller commission, lot categories) to your chart of accounts during initial setup.
Tax Report Generation
The settlement system generates tax-ready reports including 1099 data for US auction operators, sales tax summaries by jurisdiction, and buyer premium documentation. Reports are formatted for direct submission to tax preparation software or accountant review.
Architecture
Settlement workflows are orchestrated through a state machine that tracks each lot from close through invoice, payment, payout, and reconciliation. Before/after hooks around buyer premium calculation, payout scheduling, and accounting sync allow custom business logic — such as special fee schedules for VIP sellers or charity lot handling — without modifying the core settlement engine.
AI Copilot
The AI copilot flags settlement discrepancies (mismatched payments, unusual fee calculations, delayed disbursements), suggests optimization for payout scheduling, and generates settlement summary reports for operator review.
Before & After
Manual invoice creation takes days after a 500-lot event
Invoices generated automatically at lot close, delivered instantly
Fee calculations done in spreadsheets with frequent errors
Configurable fee structures applied automatically per lot and category
Accounting reconciliation is a monthly manual nightmare
Real-time sync with QuickBooks and Xero keeps the ledger current
Seller payouts take weeks and require manual tracking
Automated payout scheduling with full disbursement tracking
Frequently Asked Questions
See This Feature in Action
Book a free Auction Blueprint session with a solutions architect who will demonstrate how this feature integrates into your auction workflow.
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