After your auction ends, the next important step is collecting payment from winning bidders. CharityAuctions is designed to make this process simple and automatic.
Invoices are created and sent to bidders automatically, and most payments can be collected without any manual effort from the auction organizer.
How Invoices Are Sent to Winning Bidders
As soon as your auction ends, CharityAuctions automatically generates invoices for all winning bidders.
The system will:
• Create an invoice for each bidder based on the items they won
• Calculate totals, taxes, and fees
• Email the invoice directly to the bidder
• Provide a secure online payment option
You do not need to manually create or send invoices. Everything happens automatically once the auction closes.
Customizing Invoice Emails
Although invoices are sent automatically, you can add important custom information for your bidders.
To include additional instructions on invoices:
- Open your auction dashboard.
- Go to Auction Setup.
- Select Global Settings.
- Locate the section for invoice messaging.
- Add notes about pickup, delivery, or special instructions.
- Save your changes.
This is a great place to include details such as:
• Item pickup times
• Delivery options
• Event contact information
• Special instructions for winners
Any text added here will appear on invoices sent to bidders.
Collecting Payments From Bidders
CharityAuctions provides built-in online payment processing so bidders can pay quickly and securely.
Winning bidders can pay their invoices by:
• Credit or debit card
• Other enabled online payment methods
Bidders simply follow the payment link included in their invoice email to complete checkout.
Because payment collection is automated, most invoices will be paid without any extra action from the auction administrator.
Marking an Invoice as Paid Manually
In some cases, you may collect payment outside of the platform, such as cash, check, or another offline method.
To mark an invoice as paid manually:
- Open your auction dashboard.
- Go to Post Event Tasks.
- Select Invoices.
- Locate and open the invoice you need to update.
- Scroll to the bottom of the invoice.
- Click the button to Manually Mark as Paid.
This option is helpful when you receive payment in person or through another payment system.
Handling Bidder Disputes
Occasionally a bidder may have a question or concern about their invoice.
If a dispute occurs:
• Contact the bidder directly to understand the issue
• Review the invoice and item details together
• Communicate clearly about any misunderstandings
• Work toward a fair resolution
If a refund is needed, CharityAuctions support can assist with processing refunds and making any necessary adjustments.
Supported Payment Methods
CharityAuctions supports secure online payment processing so bidders can pay easily.
Supported options typically include:
• Major credit and debit cards
• Secure online checkout
• Offline payments when needed
This flexibility helps ensure you can collect funds in the way that works best for your event.
Best Practices
For smooth payment collection:
• Add clear pickup or delivery instructions in Global Settings
• Monitor invoices regularly after your auction ends
• Follow up politely with unpaid bidders
• Use manual payment marking for cash or check payments
• Contact support promptly if refunds are required
Staying on top of invoices will help you wrap up your auction quickly and efficiently.
Frequently Asked Questions
Do I need to send invoices manually?
No. CharityAuctions automatically generates and emails invoices to all winning bidders after the auction ends.
Can I customize the invoice message?
Yes. You can add custom notes through Auction Setup > Global Settings to include pickup or delivery instructions.
How do bidders pay their invoices?
Bidders can pay securely online using the payment link included in their invoice email.
Can I mark an invoice as paid manually?
Yes. Go to Post Event Tasks > Invoices, open the invoice, and use the option to manually mark it as paid.
What if a bidder disputes their invoice?
Communicate directly with the bidder to resolve concerns. If a refund is required, CharityAuctions support can assist.
What payment methods are supported?
Bidders can pay using secure online payment options such as credit or debit cards, along with offline methods when needed.
If you need help managing invoices, collecting payments, or processing refunds, CharityAuctions support is always available to assist.
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