What “payment collection” means
“Collecting payments” is the process of turning winning bids, donations, and ticket sales into settled funds, issuing receipts, and reconciling records so your organization can be paid out quickly and accurately.
Payment methods you can use
1) Online payments (recommended)
- Cards (credit/debit), Apple Pay, Google Pay
- Instant confirmations, automatic receipts, reduced manual work
- Processing fees apply only to online transactions
- Optional “bidder covers platform fee” toggle can shift some platform costs to the payer
2) Offline payments
- Cash or check accepted outside the platform
- No card processing fee is charged
- You must mark invoices as paid (offline) to reflect reality
- You still owe platform fees on total funds raised, including money collected offline
How fees work (plain-English)
- Platform fee: A fixed % applied to the total amount raised (online + offline).
- Processing fee: Only for online transactions (cards/wallets).
- Bidder-covered fees: At checkout, bidders may opt to cover some/all platform and/or processing fees.
- Offline gap: If you take cash/check, there’s no way to collect fees from the bidder automatically—any uncovered platform fee becomes the admin’s responsibility.
Example math
- Total raised: $25,000 (Online: $18,000; Offline: $7,000)
- Platform fee (3%): $750 on the full $25,000
- Processing fee (e.g., ~3%+…): applied only to $18,000
- If bidders covered $220 of platform fees at online checkout, the admin owes $750 – $220 = $530 (plus processing on online payments).
Pro tip: In your Payout Summary, include a line for “Amount Covered by Bidder” so admins immediately see what portion of fees is already paid vs. still owed.
The standard collection workflow
- Enable payment methods
Turn on cards + wallets. Decide whether to allow bidder fee-cover. - Close items & generate invoices
When the auction ends (or popcorn bidding stops), invoices are created/updated. - Collect online payments first
Send automatic pay now links via email/text. Encourage mobile checkout. - Record offline payments
When you receive cash/check, open the invoice and select Mark as paid (offline) with a note (check #, date). - Reconcile
- Review your Payout Summary:
- Total Raised
- Platform Fees (total)
- Amount Covered by Bidder
- Platform Fees Owed by Admin (usually due to offline)
- Online Processing Fees
- Net to Organization (payout)
- Match totals against your bank deposits and offline logs.
- Review your Payout Summary:
- Payout
Funds collected online are disbursed per your payout schedule—minus applicable fees. Offline money is already in your hands. - Receipts & acknowledgments
- Online payers receive automated receipts
- For offline, print/email a receipt from the invoice screen
Best practices for fewer headaches
- Promote “Pay Now” immediately: Shorten time to payment with post-event emails/SMS.
- Use bidder fee-cover: Offsets expenses and simplifies admin reconciliation.
- Name an “Offline Desk”: One person logs cash/check, verifies amounts, and marks invoices.
- Require proof for “offline”: Ask staff to enter check # / cash envelope ID in the invoice note.
- Audit the “Unpaid / Not Marked” list: Follow up daily until all invoices are resolved.
- Export reports for finance: Keep CSVs of invoices, payouts, fee details, and offline notes.
- Announce policies in advance: Let bidders know accepted payment types and deadlines.
Troubleshooting
- Bidder says they paid but invoice shows unpaid
→ Search their invoice, check for duplicate profiles, confirm last 4 digits/time stamp; if cash/check, mark paid (offline) with a note. - Large gap between platform fees and bidder-covered amount
→ You likely have significant offline collection. The difference is owed by the admin. - Dispute/chargeback
→ Provide invoice, item description, event proof, and delivery/fulfillment evidence. - Refunds/voids
→ Issue through the platform so records, receipts, and payouts stay accurate.
Related guides
- How to Set Up an Online Auction
- Online Bidding Features
- Auction Set-Up Checklist
- Trust & Safety
- Auction Promotion Social Media Toolkit
Frequently Asked Questions
Which payment methods can bidders use online?
Credit/debit cards and digital wallets like Apple Pay or Google Pay. These post instantly and trigger automatic receipts.
Do platform fees apply to offline payments?
Yes. Platform fees apply to the total amount raised (online + offline). If a bidder doesn’t cover them at checkout, the admin is responsible for the remainder.
Are card processing fees charged on offline payments?
No. Processing fees apply only to payments collected online through the platform. Cash/check do not incur card fees.
How do I record a cash or check payment properly?
Open the invoice, select “Mark as paid (offline),” and add a note such as check number or cash envelope ID for audit trails.
Can bidders choose to cover fees at checkout?
Yes. If enabled, bidders can opt to cover some or all platform/processing fees. Any remaining platform fee is billed to the admin, especially for offline payments.
What if a bidder doesn’t pay their invoice online?
Send the “Pay Now” link via email/SMS, or arrange cash/check and mark it as paid (offline). Use the Unpaid/Not Marked list to follow up.
How do payouts work for my organization?
Online funds are paid out per your schedule minus applicable fees. Offline funds are already in your possession; reconcile them in your reports.
What’s the best way to reconcile totals after the event?
Compare your Payout Summary, invoice exports, and bank deposits. Ensure the “Amount Covered by Bidder” and offline notes match your records.
How do refunds and disputes affect payouts and fees?
Process refunds through the platform so records stay accurate. For disputes, provide invoice details and fulfillment proof to resolve quickly.
How can I reduce unpaid invoices after closing?
Enable instant checkout, send same-day reminders, allow wallets (Apple/Google Pay), and set a clear payment deadline in your event rules.
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