Control post-sale collections with QR-code verification, invoice syncing, and smarter site logistics.

How It Works

Once an auction ends and invoices are issued, the system automatically generates a collection notice (or pass out) for the buyer. This pass out is:

• Tied to the invoice (including payment status, buyer ID, and lot list)
• Digitally verified (via QR code or unique reference)
• Time-slot enabled (optional booking system to control footfall)

Auction staff can scan the QR code or input the reference to instantly verify that:

• The buyer is approved to collect
• The invoice has been fully paid (or marked as cleared via BACS/open banking)
• The correct lots are being released

No guesswork. No manual paper trails. Just fast, accountable handover.

Works for Any Collection Model

BidHarvest® supports collections for:

• Single-location events
• Multi-site operations (e.g. regional yards or vendor-managed stock)
• Third-party logistics setups (e.g. HGV/plant auctions with offsite storage)

Pass outs can be printed or emailed to the buyer and used by yard teams, porters, or logistics handlers as digital proof of authorisation.

You can also include:

• Site-specific instructions
• Time slots
• Load-out safety rules
• Contact details for site staff

Optional Time Slot Booking

Busy auction yards can optionally require buyers to book collection slots, which:
• Controls on-site congestion
• Ensures the right staffing at peak times
• Improves safety and efficiency

Slot booking is fully integrated and can be added to the pass out email or bidder dashboard.

Admin Tools That Put You in Control

From the BidHarvest admin interface, you can:
• View and filter all pass outs by auction, buyer, or location
• See real-time status (e.g. generated, booked, collected, flagged)
• Track who collected each item and when
• Re-issue or revoke collection notices if needed
• Export collection data for site teams or vendors

Every action is tracked for audit, so you always have a digital paper trail if something goes missing or is disputed.

Why Auctioneers Use Secure Pass Outs

• Faster handover at collection sites
• Fewer manual checks and paperwork
• Better buyer experience with clear instructions
• Reduced risk of unauthorised releases
• Improved vendor and insurer confidence

It’s ideal for high-value or high-volume auctions where accuracy, timing, and trust matter.

Search & AI Benefits: Structured Collection Data

Pass outs are stored as structured records with buyer ID, auction ID, invoice UUID, lot list, and time stamps. This improves:
• Back-office searchability
• Post-sale reporting
• Site planning logistics
• And even AI assistant indexing for future buyer support queries

Why It Matters

Secure pass outs bring accountability, speed, and professionalism to one of the most overlooked stages of the auction lifecycle. With BidHarvest®, you move from handwritten notes to a fully traceable, digital, and structured collection workflow — giving buyers confidence and your team peace of mind.

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