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Ledgers & Xero Integration
Total financial clarity for both auctioneers and accountants
Total financial clarity for both auctioneers and accountants
Ledgers & Xero Integration
Auction-Ready Ledgers Built In
BidHarvest® tracks every financial movement across auctions, bidders, vendors, and your own business.
Out of the box, you can run:
Invoice Summary Reports
• Full breakdown per invoice
• Hammer price, buyer’s premium, VAT, other charges
• Payment method (bank, card, cheque, contra)
• Total due, total paid, and balance
• Margin VAT and standard VAT clearly separated
VAT Analysis Reports
• Hammer prices with VAT liabilities by tax category
• Vendor commissions and charges with margin VAT
• Buyer’s fees and their associated VAT
• Structured for easy export to your accountant or HMRC
Vendor Statement Summary
• Amount due to each vendor
• Commissions and deductions clearly displayed
• Payment method, VAT totals, and final payout status
• Filter by auction, date, or vendor
All reports are exportable as CSVs, ready for reconciliation or handover to external accountants.
Deep Xero Integration
If your team uses Xero, BidHarvest® connects your auction data directly into your cloud accounts platform.
You can:
• Push daily summaries of invoices raised, payments collected, and payouts made
• Map vendors and bidders to matching Xero accounts (using internal user IDs)
• Auto-create Xero customer/vendor entries when new auction clients transact
• Pass through line-by-line tax details, margin VAT, standard VAT, zero-rated for proper ledger coding
• Sync key ledger data with accounts payable and receivable workflows
This significantly reduces the need for double entry and ensures your finance data stays up to date and fully compliant.
Key Benefits
Use Cases
• Weekly accounting summaries for finance teams
• Monthly VAT returns based on live data
• Vendor payouts with full deduction trails
• Managing margin VAT auctions vs standard VAT
• Real-time cash flow monitoring across all auctions
• Eliminating “missing payment” errors or statement disputes
Why It Matters
When your finance is tight, your auction is tight. The BidHarvest® ledger suite brings clarity, speed, and automation to what is traditionally one of the most painful areas of auction operations: payouts, taxes, and cash flow.
Want to see your auction cash flow in real time?
Get in touch to book a demo of our ledgers and Xero tools, and see how much time your team could save.
Managing money in an auction business isn’t just about hammer prices and buyer premiums — it’s about tracking every penny in and out, across dozens or even hundreds of transactions. That’s why BidHarvest® comes with built-in financial ledgers and seamless Xero integration, giving you real-time visibility into customer payments, vendor settlements, fees, VAT, and margins all in one place.
No more juggling spreadsheets or chasing finance teams for manual reports. With BidHarvest®, your financial backbone is automated, auditable, and ready to scale.
We’re still working on this content and it’s not quite ready yet — but if you’re interested in this feature, we’d love to hear from you! Please get in touch and we’ll be happy to share more details or keep you updated as soon as it’s available.
Frequently Asked Questions
Yes. BidHarvest® has configurable tax settings that can be set up for non UK tax territories. Please raise a professional services request with your account manager to add your tax settings when engaging with us.
There are multiple ways to interact with Xero when using BidHarvest® ranging from CSV export/import to our automated API. To take advantage of the API solution you wil need to raise a professional services request with your account manager so that they can speak with your accounts team or accountant to ensure that your Xero has the necessary settings enabled for the API's to talk to each other.
From within the BidHarvest® back office you can view your seller/vendor cards and mark their statements as settled once you have received payments for the associated lots. This will allow you to capture the payment method and enter the reference which will be sent to the user by email with a link to their my account section where they can view the settlement paperwork. The settled amounts can then be viewed inthe ucton statement summary reports and tax summary reports.
Yes — BidHarvest® ships with tax summary reporting which can manage the auctioneer margin scheme tax calculations, as well as No VAT and VATABLE lot tax amounts. The reports can be run at the auction level or via a date range. They are viewable on screen, as a downloadable CSV file and as a printable or mailable PDF file. The reports are easily run from within the auction manager or auction reporting sections.
Yes. Custom vendor fees can easily be added to receipt lines and will automatically be pulled into statements with any respective VAT accounted for, either as margin scheme or full VAT. They will also be broken out into reports and summary sales and tax statements.
Not an issue. The BidHarvest® system has been designed to provide summary report exports in a standardised CSV format that you can give to your accounts team or accountant to enter into any accounting software system. For clients that want to integrate with enterprise level accounting systems you should raise a professional services request with your account manager when engaging.
Yes. BidHarvest® makes it easy to access summary reports at the auction level simply by opening the auction in the auction manager whereby all three reports, invoice, statement and tax can be viewed, or downloaded as CSV or PDF versions. Furthermore using the reporting tools section, admin users can run the same reports against a date range and output them in the same manner.
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