Step 1: Sync Lot Data & Generate Settlements
Go to Auction Day > Dashboard.
Click the Lot Stats tab (below the HiBid info).
On the right-hand side, select Batch Clerk.
This imports the HiBid results and automatically creates bidder settlements.
Step 2: Process Payments
At the top of your screen, go to the Settlement tab.
For buyers paying with cash or check, check the Cash Buyer box (so their card is not charged).
Click Batch Process Credit Cards.
Choose Global Payments as the method.
Click Queue to begin processing.
⚠️ If a card fails:
It may be due to insufficient funds or a block from the card issuer.
Offer a payment link or request cash/check as backup.
Step 3: Add Shipping or Buyer Charges (if needed)
Now that you have collected the majority of payments in the sale, you can take your time adding the proper shipping fees for each invoice. For each buyer who requires shipping:
Click View Settlement (right-hand side).
Scroll to the bottom and select Add Buyer Auction Charge.
From the Account dropdown, choose Shipping and Handling or Miscellaneous.
Enter the amount and description (e.g., “Shipping and Handling”).
Click Add Charge.
Repeat for all buyers needing shipping.
Step 3a: (Optional) Pay with HiBid Credit Card on File
After you add a shipping fee to a buyer’s invoice, you can either send a pay link (Step 4) or charge their card on file for the extra shipping fees.
For added shipping or special fees:
Click View Settlement.
Select Add Receipt at the top.
Choose Global Payments as the payment type.
(Optional) Add a note (e.g., “Shipping Fee”).
Check Email Receipt if you want it sent automatically.
Click Pay with HiBid Credit Card on File.
Once the balance shows $0.00, you can:
Send the settlement individually via Email Settlement To:, or
Include it in a batch email.
Step 4: Send Payable Invoice Links
Now that you have added the shipping charges to all invoices, you can send payable invoice links to buyers who owe shipping or had cards decline during batch processing.
Click Print/Email in the top-right corner.
In the popup, choose:
Email Settlements and Create Invoices to Selected
Then, Email Settlements
Note: When emailing, do not delete or change the HTML Code in the Body. These fields contain codes that link bidders directly to their settlement. However, you can include spacing before and after the specific HTML coding and add any additional wording you choose.
Step 5: Send Invoices to Paid Buyers (If Applicable)
If you have buyers who did not need shipping added to their invoice and have a $0 balance from batch processing, you can send them their Paid invoices with the steps below:
Click the search icon in the search bar.
In the popup, choose:
Balance
Change the filters to “Is” and the value as “0”
Click Add
Click Done
This will bring up all bidders that have a $0 balance and fully paid
Navigate to Print/Email
Click Email Settlements to Selected
Email Settlements
You’re done! Your auction is now closed, payments are processed, and buyers have received their settlements.