How to View, Pay and Send Invoices/Receipts

This article is a one-stop shop for how to view & pay an invoice and send receipts via website, App and iPad. This also includes an example invoice and how to make offline payments, apply a credit/discount and charge bidders for shipping.

Article Index

To skip ahead, click on a section title below

  1. How to View & Pay an Invoice
    1. Pay Invoice through Auction Manager
    2. Pay Invoice through Phone (App)
    3. Pay an Invoice Offline (external payment)
    4. Pay Invoice through iPad
    5. Paying an Invoice using a Credit or Discount
    6. How to Charge a Bidder for Shipping
  2. Sending an Invoice: Email, Text or Print Invoice/Receipt
  3. Sample Invoice


    How to View & Pay an Invoice

    Handbid uses the terms "invoices" & "receipts" interchangeably. Prior to an account being paid, it is an invoice and after payment is made it is a receipt.  

    Invoice/Receipts are automatically generated as purchases are made by your bidders.  A purchase is any "For Sale item" or "Direct Donation" or "Buy-it-Now" purchase made during an auction or any winning items after the auction closes. 

    If your bidders have only made donations or purchased items, they can view their invoice and pay it at any time.  When the auction closes, any items that a bidder wins will be marked as sold and converted to a purchase. These will then be added to the same invoice. To see invoices anytime, select the Invoice/Receipts tab on the left navigation in the auction manager.

    NOTE: If you used the integrated Handbid credit card system, you have 30 days from the day your auction closes to collect funds.

    You can record offline transactions collected by your Credit Card System, Cash, Check, etc longer than 30 days. 

    Pay Invoice/Receipt in Auction Manager

    1. Select the Invoice/Receipts tab on the left navigation of the Auction Manager
    2. Select an individual Invoice/Receipt from the list (detailed information will be displayed on the right side of the screen)

                                         

    3. Click Pay Now button. 

                                       
    4. On the payment window, you'll have a couple of options for collecting payment.

      • Card on File (Processes through Handbid's payment processor)
      • External Card (Credit card payments made through external processor: PayPal, Square, etc)
      • Amount by Cash (for all cash payments)
      • Check Payment (For all check payments at event or mailed in)
        • Check Number (important for recording purposes)
      If you are using the Handbid card on file, use the Cards on File section on the left, otherwise you can record if someone paid by cash or check or your own third-party credit card vendor on the right.

    5. Click on the Process button on the lower right to make payment. Note, if you do not want to send a receipt for this payment, be sure to off-click the "Email Receipt Upon Payment" checkbox at the very bottom of the window.
      1. If you need to add a new credit card to the bidder's account, click on the blue credit card icon next to the "Credit Card on File" title.
                                            Screen Shot 2020-12-18 at 4.52.24 PM 
                                            
    6. Once you complete the payment, your invoice will now be displayed as PAID IN FULL in the auction manager and on your mobile receipt. 
    7. A receipt will automatically be sent to the email address on the account. 
      1. If you need to update the email address or send it to another email address, you can click the envelope icon, then update the email address in the field that appears.

                                                 

     

    Pay Invoice/Receipt on Phone (App)

    The Bidder can either ADD A CREDIT CARD or if they have a card on file they can choose to MAKE A PAYMENT button at the bottom of their Invoice/Receipt.  They can select this button to authorize Handbid to charge their credit card on file.

                                               

    If you add an item to a bidders invoice/receipt (live auction item, paddle raise, etc.) after the auction has closed, the bidder will receive an updated invoice directly through the app.  They can pay additional charges by selecting the MAKE A PAYMENT button again. 

    How to Pay an Invoice Offline

    Sometimes you may have a few invoices that were paid outside of Handbid.  Perhaps the bidder wrote you a check or paid in advance.  In those cases where you want to zero out the invoice and mark it paid, you can do that by applying an OFFLINE payment method. 

    Here are the steps:

    1.    Find the UnPaid Invoice

    Go to the auction, fundraiser or event in question and look for the unpaid invoice.  The best way to do this is to navigate to the Invoices / Receipts and click on the NOT PAID filter. 

                               

     

    2.    Click on PAY NOW

    Once the invoice loads, then click on the PAY NOW button to apply a payment.  

                               

     

    3.    Apply an external payment

    Use any of the payment methods on the right side of the screen to process an external payment (a payment that was made to you outside of Handbid).

                                   

     

    Once the payment window appears, select the type of External Payment you wish to apply.  If your user paid with multiple methods, then you can spread the balance across those methods here. If your user paid with multiple checks, you will want to go through this process for each check.

    • External Card
      If you processed the user's payment using a different credit card system than Handbid, then apply that amount here.  If you expect Handbid to charge the user's card DO NOT apply a payment here. Instead, you would apply it on the left hand side under "Cards on File".   Any charges listed here will not be charged to a user's card on file. 
    • Amount by Cash
      If the user paid by cash, you can enter in that amount here.
    • Check Payment
      If the user paid by check, enter the amount of the check here and in the next box, indicate the check number (your accountants usually appreciate that). You will need to apply each check payment separately if a user paid with multiple checks.  Each time, Handbid will deduct the check from the balance.  So in those cases, enter in a check, then click process.  The balance will reduce and then you can enter in the next check. 
    • Apply a Credited Amount or Apply a Discounted Amount
      Credits and discounts can be used by you to reduce the cost of an item or a balance due.  What you consider a credit vs. a discount is entirely up to you.  Some organizations give out bidding credits based on tickets sold and users are allowed to apply those credits at checkout.  Also, some organizations will discount an item (perhaps it was damaged) and apply those discounts here. 
    • Once you are done applying payments, your user's invoice balance will be reduced by the amount paid.  If the amount paid is equal to the balance due, your user's invoice will be marked "PAID IN FULL".

     

    How to View/Pay an Invoice on an iPad

    The Handbid iPad app supports the ability to add a bidder credit card.  


    Follow these instructions to add a bidder credit card using the iPad application: 

    1. Select the My Bids icon from the top right corner.

           

    2. Enter the bidder paddle number and select submit.

                                     

    3. Click the green View Invoice button at the bottom of the screen.

                                     

    4. Select the Invoice and ADD CREDIT CARD or MAKE A PAYMENT

                                               

     

    Paying an Invoice using a Credit or Discount

    In Handbid you have the ability to add a discounted or credited amount to a purchasers invoice. 

    When you pay an invoice in Handbid you will want to go to:

    1. Click the Invoices/Receipts tab on the left-hand menu.



    2. Search the bidder's name using the search bar at the top.
    3. Once the bidder's name appears, click on the name to open the invoice window.
    4. Click on the PAY NOW button, then the window will display a break down of payment options. View the images below for a breakdown of that process.

                                         
    5. On the payment option window, the last two options are: Apply a Credited Amount and Apply a Discount Amount

                                               
    6. Once you enter the amount of either the credited or discounted amount, click in the white/blank area on the left side of the screen to unhighlight the payment field, then click the green PROCESS button.

                                           

                                           


    How to Charge a Bidder for Shipping

    The best way to manage shipping in Handbid is to create a "For Sale" item that is titled, "Shipping Fee".  Depending on how you want to charge for shipping, this item could be a flat rate (e.g. $20) or it could be a $1 item that you then could apply in multiples to cover an exact shipping cost. 

    FLAT-RATE SHIPPING
    For example, if you decide that you want to charge a flat shipping rate of $20 for any bidder, you could create a shipping fee with a price of $20. 

    • If you don't want bidders to see or buy this item do not assign it to a category and it will not be visible to bidders in the apps or on the web. 

    VARIABLE RATE SHIPPING
    However, if you want to change the price of shipping based on the invoice and the bidder (and the destination), then create a For Sale item that is $1 (sorry, no decimals).  Then you can charge for shipping in any quantity (multiples of $1). 


    ADDING SHIPPING TO AN INVOICE
    To add shipping fees to an invoice, click on the Shopping Cart icon on the bidder's invoice and add in the shipping fee. Confirm the quantity and price and then Handbid will add it as a charge on their invoice.

                                     

    Sending an Invoice: Email, Text or Print Invoice/Receipt

    As the auction manager, you have the ability to email or text an invoice/receipt link to a bidder or if necessary to print an invoice/receipt. Your winning bidders will also be taken to the invoice screen at the end of an auction.


    To work with invoices in the left-hand navigation click on INVOICES/RECEIPTS

    You can search here for a name or bid number. Filter the receipts by all, paid, or not paid. You also have some information here showing the item count, totals, and if the bidder has a card on file. 

    Print Multiple Invoice/Receipts

    1. Make sure your auction shows the CLOSED status in the upper right hand corner
    2. Select all receipts, paid receipts, or not paid receipts
    3. Select the Print Receipts icon
    4. Your Invoice/Receipts will be displayed in the browser and can be send to a print or pdf file using your computers print function. 

                                                                

     

    Email, Text or Print Individual Invoice/Receipt

    1. By default an email receipt will be sent when it is paid
    2. You may also elect an individual Invoice/Receipt to be texted or emailed to a bidder or printed
    3. Select the email receipt, text receipt, or print receipt icons from the top of the invoice detail screen

                                                         

     Send a bidder their invoice or receipt.

    Important Information

    By default an invoice is emailed to the bidder once the invoice is PAID IN FULL. You can choose to not send an email if you uncheck the checkbox at the bottom of the payment screen. Use the directions below to resend an invoice via email, send an invoice link via text or sent the invoice to a different email address.

     

    You can send a bidder their invoice or receipt from the Auction manager by clicking on the Email or Text button on the receipt. Here are the steps:

    1. Open the Auction Manager for your Auction
    2. Click on Invoices/Receipts from the Left-Hand menu
    3. Find the bidder's receipt
    4. Click on it to open it. 
    5. From there, you can send an email by clicking on the email icon in the top right
    6. Confirm the email and then hit send.
    7. You can send a text by clicking on the phone icon.  

                                                                 

     

    SAMPLE: Invoice

    By default, invoices are emailed to the bidder once an invoice is PAID IN FULL.  Below is a sample of what the bidder invoice looks like: 

    Please make sure you add text to the "Notes for Receipt" in your Auction settings