This article provides steps for checking out guests/bidders and processing their payment.
Once you close your auction and are ready to begin check-out, you can shift your attention from managing your auction, to managing invoices. Invoices are records of all purchases and won items for your bidders. To access invoices and begin check-out, you will use the "INVOICES" tab on the left side of your Auction Manager menu. When processing payments, whether you use our credit card system, or are using external methods to accept payment, you'll want to utilize this function to ensure invoices are paid and guests receive items they've won/purchased.
Processing Payments through Stripe (Third-party payment processor for Handbid)
If you've elected to use the Handbid Credit Card processor, you'll focus on the left side of the invoice payment screen.
Once your auction is closed, invoices will be generated and anyone that has won or purchased items will show up in your invoices list. You can either view "ALL", "UNPAID" or "PAID" invoices. Given that you need to collect payment, you'll primarily focus on the UNPAID invoices.
Next, click on the name of a person with an unpaid invoice to begin the process of checking them out or making a payment. You'll be able to charge a card if a guest has one on file, add a credit card, as well as select other payment methods such as cash or check. For a quick and easy way overview invoices, you may want to search all invoices and use the bidder number to determine what has been paid, owed, or what items the bidder has won.
NOTE: If you are running cards through the Handbid system, you will place the amount due on the LEFT SIDE of the payment screen, the right side labeled "External Card" is only if you have elected to not use our system, and are using something like Square or Paypal.
Once you've selected a guests name, you'll notice that you're able to view the total balance due in the pink box on the left, as well as the items that were won or purchased in the panel below. After selecting a guests name, click the blue PAY NOW button on the right side of the screen to open up the payment window.
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)
As a reminder, the left side of the screen is connected to the payment processor that is integrated with your Handbid site (Stripe). You will use that field for credit cards that are on file, while all of the payment fields on the right side of the screen are only used to collect payment EXTERNAL from the Handbid system.
NOTE: Clicking in a box will auto-fill the amount to equal the balance due. To get the "Process" button on the bottom right of the screen to turn green, you must click your mouse in white space on the page (see below)
External Payments: Cash, Check, other payment processors & credit cards
If using an external credit card processor (PayPal, Square, Venmo, Organizations personal credit card processor), or accepting payment by cash or check, you will click in the corresponding box on the RIGHT SIDE of the payment screen. Then, click out of the box and then select the green "Process" button. Once payment is submitted successfully, the invoice will be marked as "Paid in Full" and a receipt will be emailed to the address provided when the bidder account was created.
TIP: we recommend having 1-2+ people working your checkout line, in addition to people at laptops, as these people can show guests how to pay on their phones, and/or process payment via iPad. The goal here is a speedy checkout, which will ultimately leave a great impression with your guests.
Having a segmented check out may be beneficial to you as well. One check-out line would assist guests who still need to make a payment and redeem their item(s), while the other line is for guests who have paid on their phone and simply need to receive their item(s). This not only entices the bidders to use the mobile app and streamline check-out, but also pay and review their invoice prior to check-out.