Paperwork is essential to the success of every auction — from vendor onboarding through to post-sale financial reporting. But legacy processes involving printed documents, manual filing, and physical signatures often introduce delays, errors, and compliance risks.

BidHarvest® replaces traditional admin workflows with a fully digital, integrated paperwork system, designed to reduce friction for both your internal teams and your external users.

Why Go Digital with Auction Paperwork?

The benefits are clear:

• Full Traceability
  Every document, from contracts to invoices, is stored directly on the relevant bidder or vendor record in your admin dashboard.
• Faster Audits & Less Admin
  Search, view, and resend any document in seconds. No more chasing paper trails.
• End-User Transparency
  Vendors and buyers can view all their auction paperwork, past and present, in their ‘My Account’ area — accessible 24/7.
• Automated Alerts
  Clients are notified automatically when new paperwork is generated, reducing missed communications and support calls.

How BidHarvest® Integrates Paperwork Into Every Stage

1. Consignment Contracts

• Generate digital contracts as you consign items (individually or in bulk).
• Have them signed instantly in-house (on tablet) or via secure email link.

2. Pre-Sale Paperwork

• Once lotted, contracts move to the “Cleared for Sale” section.
• Generate and auto-send pre-sale reports to vendors with a single click.
• Documents are saved to the vendor’s account and available for internal audit.

3. Post-Sale Reporting

• After the auction closes, generate post-sale results for each vendor.
• Reports are emailed automatically and logged in the system for compliance.

4. Invoicing & Payments

• Buyer invoices are created automatically and sent via email.
• Buyers can settle balances online via card or open banking.
• Part-payments are supported; invoices update in real time to reflect outstanding amounts.

5. Vendor Statements & Settlement

• Once all payments are received, mark consignments as settled.
• Generate vendor statements with a recorded payment reference.
• Vendors are notified automatically and receive a downloadable statement.

6. Collections & Shipping

• Create QR-coded collection dockets for buyers to collect in person.
• Generate shipping dockets for courier dispatches.
• Integrates with third-party shipping systems like Royal Mail for efficient logistics.

7. Reporting & Compliance

• Run invoice summary reports to track unpaid items.
• Generate tax reports for both standard VAT and margin scheme transactions.

Summary: All Your Paperwork. One Unified Auction System.

BidHarvest® makes auction paperwork easy, accurate, and auditable, giving you total control and peace of mind.

• Everything stored and accessible in the back office
• End users always informed with automated updates and access to their paperwork 24/7
• Supports growth with fewer admin tasks and faster turnaround
• Ideal for regulated industries, finance teams, and high-volume sales

Another way BidHarvest® helps you run leaner, smarter, and more profitably.