Review items or group by winner
After bidding ends, open Collect Payments. Under Group by, use Items for one record per lot or Winners to combine a person's items into one payment request. Raised, Collected and Outstanding show the auction totals.
Items with no current winner remain in the Items view, including lots with no bids or an unmet reserve. Search, filters and Sort by help find the records that need action.
Track the payment states
For External payment, the four payment states describe where each item is in the collection process:
- Unpaid means no payment request has been sent.
- Payment requested means the request has been sent to the winner.
- Bidder payment submitted is set automatically when the winner uses I have submitted my payment in the request.
- Paid means you have checked the bank account or other payment service and confirmed receipt.
Choose External payment (outside Aucly) for bank transfer, cash or another service. Before sending a request, use Add payment instructions to save the organisation-wide instructions that the winner needs.
Bidder payment submitted does not mean you have received the money. Check the relevant account yourself, then change the status to Paid and select Save only after confirming receipt.
The instructions belong to the organisation and apply to every external payment request. Stripe card-payment links do not use external payment instructions; they require a connected Stripe account instead.
Card payments through Stripe
When Stripe is connected, set Payment method to Card (Stripe) and save. Review the included items and Total to pay under Send card payment link, then select Send payment link. The status becomes Stripe link sent, then Aucly changes it to Paid via Stripe after Stripe confirms payment.
Aucly sets Paid via Stripe automatically. Use Paid only for money confirmed outside Stripe.
Withdraw and replace a winner
Use Mark as withdrawn when the current winner will not complete the purchase. When you select Choose alternate winner, you can choose Another bidder on this item, Participant from any of your auctions or Someone else.
Assigning an alternate makes them the current winner at the agreed amount. It resets collection tracking but retains the original result and bidding history. Reinstate original winner reverses this when allowed.
Review history and complete handover
History records payment, winner, email and delivery changes.
After payment is confirmed, Send prize details can include selected private fulfilment details and attachments. Mark as delivered is unavailable without a current winner and a Paid or Paid via Stripe status. Payment and handover remain separate states.
Exporting the auction record
Export offers Winners only and All bidders CSV files. Winners only summarises each item and its collection record. All bidders also includes each bidder's highest bid, bid type and proxy maximum. Export again after final changes.
