Start with the winners list
After the auction ends, open Collect Payments to review winning bidders and the items they won. Use the status controls to track which winners have been contacted, paid, collected, delivered, or need follow-up.
Work through the list methodically. Many organisers find it easiest to contact all winners first, then update payment and fulfilment statuses as replies come in.
Send clear payment instructions
Tell winners how much to pay, which items they won, which payment methods you accept, and when collection or delivery is available. If you use card payments, include the payment link where Aucly provides one.
Include any reference you want winners to use for bank transfers or external payments. This makes reconciliation easier for the treasurer and reduces follow-up messages.
Use reminders carefully
Friendly reminders help close out an auction without manual spreadsheets. Keep reminder wording practical and include the next action winners should take.
A useful reminder usually states the item, amount due, accepted payment method, deadline, and contact route. Avoid wording that sounds automated if a personal note would be more appropriate for your community.
Handle alternates
If a winner cannot complete payment or collection, use the alternate-winner workflow where appropriate. Contact alternates clearly so they understand the offer and deadline.
Give alternates enough information to decide quickly: the item, price, payment options, collection or delivery requirements, and the time by which you need a response.
Export for records
Use CSV exports when your treasurer or organising team needs a copy of winners, totals, payment states, or fulfilment notes. Agree which export becomes the final record once close-out is complete.
