Top software for sending invoices after auctions
Oct 26, 2023
Streamlining Auction Invoicing: Essential Tools for Resellers
Efficient invoicing after auctions is fundamental for keeping cash flow steady and maintaining trust with buyers. For resellers, automating the process of creating and sending invoices to winning bidders saves time, reduces errors, and centralizes order management—especially when tied to up-to-date inventory. In this article, we'll review top tools that automate post-auction invoicing and help centralize your sales and inventory tracking. We'll focus on actionable solutions, best practices, and unique features that matter to resellers.
Why Automate Auction Invoicing?
Manually creating invoices for each winning bidder is tedious and error-prone. Auction resellers often juggle dozens—or hundreds—of lots per event, so automating invoice generation:
Saves time by eliminating repetitive data entry
Reduces errors such as missed lots or incorrect totals
Improves buyer experience with prompt, professional communication
Centralizes records for better order and inventory tracking
Centralizing invoicing with inventory management also ensures you don't accidentally double-sell items or lose track of payment status. Now, let's look at leading tools that can automate this process for resellers.
Top Tools for Auction Invoicing Automation
1. Gavelbase
Gavelbase is purpose-built for auction resellers who need a unified workflow from cataloging lots to sending invoices. Its core advantage is the deep integration of auction inventory with invoicing, making order tracking seamless. You can:
Automatically generate and email invoices to winning bidders as soon as the auction ends
Customize invoice templates with your branding and terms
Track payments and outstanding balances in a single dashboard
Sync invoices with your inventory, so sold lots are instantly marked as unavailable
Export invoices or payment records for accounting
By centralizing auction data and invoicing, Gavelbase reduces friction and administrative overhead, promoting a smoother post-auction workflow. Learn more here.
2. QuickBooks Online with Custom Integrations
If you’re already using QuickBooks Online for your business, you can automate invoice creation by integrating auction data via CSV imports or third-party connectors. While not auction-specific, QuickBooks offers:
Automated invoice generation based on imported winner and lot data
Customizable invoice templates
Automatic payment reminders
Comprehensive reporting for accounting
However, you’ll need to connect your auction sales data, either manually or through tools like Zapier, Make, or custom scripts. The key limitation: inventory and sales aren’t automatically linked to your auction platform unless you build the bridge yourself.
3. Wave Accounting
Wave is a free, user-friendly option for smaller resellers. While it doesn’t natively integrate with auction platforms, you can upload CSVs of winning bidders and lots, then use Wave’s batch invoicing features to quickly send out invoices. Highlights include:
No monthly fees for invoicing and payment tracking
Customizable invoice emails
Automatic payment reminders
Basic inventory support via manual item entry
Wave is best for resellers who don’t mind a bit of manual data management and are looking for a free, professional solution.
4. Xero
Xero is a cloud-based accounting system popular with e-commerce businesses. It can automate invoice creation using imported auction data and offers:
Template-based, automated invoicing
Inventory tracking and product management
Payment and overdue reminders
API and integrations for custom workflow automation
Like QuickBooks, Xero requires you to connect your auction data, but it’s a robust option if you want end-to-end financial management beyond invoicing.
5. Google Sheets + Apps Script
For tech-savvy resellers, Google Apps Script lets you build custom workflows using Google Sheets as your central hub. You can:
Import auction results into a sheet
Automatically generate and email invoices using Apps Script
Track payment status with simple formulas and conditional formatting
This DIY approach is flexible and free, but requires setup and scripting skills. It’s ideal for resellers with unique needs or those comfortable with spreadsheets.
Best Practices for Centralizing Invoicing and Inventory
Choose a tool that integrates inventory and invoicing. This minimizes the risk of double-selling and ensures accurate order tracking.
Automate wherever possible. From invoice generation to payment reminders, automation saves time and reduces manual errors.
Customize your invoice templates. Include clear terms, payment instructions, and branding for a professional buyer experience.
Set up triggers for key events. For example, send invoices immediately after auction close, and follow up with reminders for unpaid invoices.
Regularly reconcile sales and inventory. Use reporting features to match payments with shipped items, ensuring nothing slips through the cracks.
Additional Resources
If you want to dig deeper into invoice automation and inventory management, check out these helpful guides:
Conclusion
Automating the invoicing process after auctions is a game-changer for resellers. By centralizing invoicing with inventory, you streamline operations, reduce costly mistakes, and create a better experience for your buyers. Whether you choose a dedicated auction tool like Gavelbase, a robust accounting platform, or a custom spreadsheet solution, the key is to integrate your invoicing with real-time inventory data and automate as much as possible. This focus on efficiency will keep your business agile, accurate, and ready for your next successful auction.