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Overview of Handbid's Reporting System

This article is a reporting one-stop shop and will provide you with a deep-dive on each report type, how to export reports and an instructional video to better understand Handbid's reporting system.

 

Below is a video and instructions that provide an overview of Handbid's reporting system and various reports. The Article Index below will allow you to skip ahead for more information on specific reports. 

 


Article Index

To skip ahead, click on a section.

  1. Overview Video
  2. How to Access to Reports on Handbid
  3. Ticketing and Registration Reports
    1. Guest List
    2. Ticket Purchase
    3. Ticket Summary
  4. Bidder Reports
    1. Bidder Summary
    2. Bidder Purchase Summary
    3. Top Bidders by Bids
    4. Messages
    5. Top Bidders by Revenue
  5. Item Reports
    1. Top Silent by Bids
    2. Item Summary
    3. Top Silent by Revenue
    4. Live Auction
    5. Category Performance
    6. Donor Summary
    7. Bid History
  6. Revenue/Receipts
    1. Purchase Summary
    2. Revenue Summary
  7. Exporting Data and Reports
    1. Export Item Information

    2. Export Bidder Information

    3. Export Invoice/Receipt Summary

    4. What is a CSV?

 Overview Video:

 

How to Access Reports on Handbid

Handbid reporting can be accessed from the left-hand menu of the Auction Dashboard. Once you click on the REPORTS tab, it will reveal the following subsections:

  • Ticketing / Registration
  • Bidders
  • Items
  • Revenue / Receipts
  • CRM Exports
                               

 

Each of these sections (except CRM exports) has a Summary report that will appear on the page as well as individual reports.  On most pages, you will have the option of either downloading the data in a spreadsheet format or as a PDF. 

                             

 

Ticketing and Registration Reports

Guest List Report

The Guest List report will show you a list of all guests with the following fields:

  • Checked In - A Yes (Y) or No (N) status on whether this guest has been checked in
  • Bidder - A Yes (Y) or No (N) status on whether this guest has registered as a bidder.  If this is a "Y" then you will also see a "Green" paddle ID next to their name to reflect their bidder paddle number. 
  • Last Name, First Name, Email, Phone, Address - contact information on this guest.  Only Last and First name are required in the Handbid guest list.  Address is located farther back in the table. 
  • Status - this is related to ticket status.  Each ticket can have a set status placed on it. This will appear here.  
  • Ticket - the ticket purchased for this guest.  
  • Sponsor - The name of the sponsor or ticket purchaser.  By default the purchaser of the ticket is the sponsor but this can be changed for any guest or collection of guests. 
  • Level - Handbid sets this level.  The guest is either a sponsor (purchased a ticket) or a guest (invited by someone who purchased a ticket).
  • Company - this is the company attached to this guest (this can be edited by the manager)

 

Ticket Purchases Report

The ticket purchases report will show all ticket purchases by date and allow you to filter those that are paid or not paid.   

The report defaults to PAID for "Today".  So if you open up this page and see no data, it's likely that you need to either adjust the date to: Last 7 days, Last 30 days, or All Time; or, you need to also look for "Not Paid" tickets. 

Not paid tickets would be purchases that were entered through the backend manager and were not immediately processed through the Credit Card system.  Instead, they would have been added to an invoice that had not yet been processed. 

 

Ticket Summary Report

The ticket summary report shows the revenue performance of your ticket sales.   There are a variety of charts on this page and we will break each of them down for you. 

  • Ticket Sales Summary
    The ticket sales summary is at the top and shows total tickets, sold, total revenue, as well as a donut chart showing the number of tickets sold as a % of total tickets available. 
    This ratio will depend on whether you have set a limited quantity of tickets. If you have not set a limit on the number of tickets that can be sold in your ticket settings, then this donut chart will always show 100%. 

         

 

  • Revenue by Ticket by Date

    Just below the summary is a chart showing revenue by ticket by date (show in the graphic above).  This can give you a good visual on when ticket sales for particular types of tickets peaked.  Just a note of caution, though, if you have a lot of ticket types, this chart can get busy.

  • Ticket Status

    Next is a table showing the status of each ticket in your event.  For each ticket, Handbid will show you its current price, the number sold, its status, and when sales on this ticket are expected to end.

                   

  • Discount Codes Used

    In the graphic above, you will see a chart just below Ticket Status called Discount Codes Used.  This chart will show each ticket and the unique discount codes applied to them.  It will also total up for each combination the total amount of discount applied to the ticket revenue.

  • Generate a PDF Report

    To pull a printable report of all of this information in a PDF format, click on the icon (example of it below) that appears just above the report at the top right. 

Bidder Reports

Bidder Summary Report

The Bidder summary report will show you an overall status of your bidders with regard to participation, devices used and bids placed. 

You can access the Bidder Summary report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Bidders / Bidder Summary".  The report will generate in the main window.

There are a number of charts in this report that we will discuss below:

  • Total bids and bidders
    These two numbers are found at the top right.  In the graphic below, you see that this auction had 5 bidders who placed 58 total bids. 

  • Device Breakdown

    Handbid tracks bids and bidders by device and provides the breakdown here for you.  The number in the middle shows the percentage of bidders that used the "most used" interface. In this example, most of the bidders bid from the Handbid web interface (mobile and/or desktop).

  • Bids by Device

    In addition to showing bidders by device, Handbid will show you where the bids were coming from.  Again in this example (graphic above), 40% of the total bids were placed from a web interface.  Just below the donut charts is a timeline view of bids placed by device.  This can be fun to view to see the devices used by each bidder. 

                               

  • Top Bidders by Revenue & Bids

    The next chart shows the top bidders based on the revenue they generated or the number of bids they placed. 

  • Bid History

    The final charts in the report show total bids by various timelines:  Last Day, Last Hour and Total Event. Please note, the last hour chart can be tricky to get right if your auction has opened and closed and then opened again.  

     

Bidder Purchase Summary Report

This report will show each bidder and their revenue breakdown - Silent, Live, Purchases, Donations and Tickets.  
You can access the Bidder Summary report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Bidders > Bidder Summary".  The report will generate in the main window.

In addition, the report will show the total value received by the bidder in exchange for their purchases or contributions and the net contribution.  The total value received would be the total fair market value of any winning auction item plus the total amount of value received for any purchases.  

The net contribution subtracts this total value received from the bidder's purchase total in the event.
         

 

Top Bidders by Bids Report

You can access the Bidder Summary report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Bidders > Top Bidders by Bids".  The report will generate in the main window. This report will show the top bidders in your auction ranked by the total number of bids that they placed.  

Bidder Messages Report

You can access the Bidder Summary report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Bidders > Messages".  The report will generate in the main window. This report will show the messages sent during the event.  You can select to filter these by Type or Bidder.   

  • Filter Messages "By Type"
    The default for this report is to show messages by Type, Broadcast.  In this format, you will see all of the broadcast messages sent to your bidders during the auction.
    The following message formats are available to view by Type:
    • Broadcast - show all broadcast messages sent
    • OutBid - show all outbid messages sent to bidders when they were outbid
    • Was Winning - show all "You are already winning" messages to bidders who try to outbid themselves. 
    • Winning - show all "You are winning" this item messages sent to bidders
    • Purchase - this will show all messages related to  "purchases" and "donations" 
    • Receipt - this will show the "you have an invoice" messages sent to bidders

  • Filter Messages "By Bidder"
    If you want to see messages sent to a specific bidder, you can change "By Type" in the filter above the report to "By Bidder".  Then you can select your bidder and view all messages sent to that bidder during the auction.

Top Bidders by Revenue Report

You can access the Bidder Summary report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Bidders > Top Bidders".  The report will generate in the main window. This report will show the top bidders in your auction ranked by the total revenue generated by that bidder.

 

Item Reports

Top Silent by Bids Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Items > Top Silent by Bids".  The report will generate in the main window. This report is a break down of the top silent auction items by the number of bids they received. In this report, the items name, the item's category, the number of bids, starting price, ending price and percentage gained are all displayed.

The percentage gained is going to show the percentage that the item gained from the starting price to the ending price.

Item Summary Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Items > Item Summary".  The report will generate in the main window. This report shows you revenue performance, the status of the items and bids by item type.

  • Item Summary
    The item summary is at the top and shows the item type breakdown, item completion and the bids-by-type charts.
    • Item Type Breakdown - The item type breakdown is a pie chart that shows you the number of different item types you have in your auction and the total number of item per type (live, silent, appeals, tickets and for sale items).
    • Item Completion - The item completion is a donut chart that shows you the percentage of items in your auction that are complete. The items in your auction are marked complete based on the item having an image, a description, is in a category and is not hidden from your bidders.
    • Bids by type - The bids by type is a donut chart that breaks down all of the bids on the individual item types. This will show the bids and purchases on all appeal items, for sale items, ticket items, live auction items and silent auction items.
                     
  • Item Revenue
    Item revenue is going to summarize the revenue for the silent auction, the live auction and the auction net revenue.
    • Silent Auction Revenue - This donut chart is going to show the total silent auction revenue against the FMV of the silent auction items. Below you will see the breakdown of the total starting price, ending price, cost and total FMV of the silent auction items that were bid on in your auction.
    • Live Auction Revenue - This donut chart is going to show the total live auction revenue against the FMV of the live auction items. Below you will see the breakdown of the total starting price, ending price, cost and the total FMV of the live auction items that were bid on.
    • Net Revenue - This donut chart is going to show the total amount of money raised in the silent and live auctions against the total FMV of the items bid on. Below you can see all the starting prices(select view all to see all starting prices) and the total item cost.

                       
  • Item Issues
    Under item issues, you will see a list of items that have issues. This includes items that are missing a description, items that are missing an image, items that are marked hidden and items that are not in a category. This auction items status check or health check will ensure your items are in good shape.


  • Item Cost Summary
    Item cost summary is going to break down the cost, FMV, starting price, ending price and the percentage of the FMV the item sold for.

Top Silent by Revenue Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Items > Top Silent by Revenue".  The report will generate in the main window. This report is going to break down the top silent auction items by revenue and will show the item name, the category, the number of bids on the item, starting price, ending price and the percentage gained on the item. The items in the report will be ordered by the items with the highest ending prices.

 

Live Auction Reports

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Items > Live".  The report will generate in the main window.  In the live report, you will see the live auction item's name, the sale price, the FMV and the percentage of the FMV.

 

Category Performance Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Items > Category".  The report will generate in the main window.  This report shows a useful breakdown of each category and how it performed.  The key fields to review here are total bids, bids / item and % of FMV generated. This will give you an idea of which types of items were most popular in your silent auction. 

Properly interpreting this report can give you valuable insights into your auction and help you determine how to improve it for following years.  To explain this, lets us an example from a previous Handbid auction (image below)

It may be hard to read, so we have also included the image to this report as a downloadable file. 

In this auction there were 12 categories, with 2 of them being forSale/appeals (Donations and Wine Wall).  We can ignore those 2.  In fact Wine Wall was not even run through Handbid based upon it being all zeroes.

For the rest, we see some interesting results. 

  1. With regard to total bids and bids/item.  Experiences and Entertainment (5.9 bids/item) and Food & Wine (8 bids/item) were clearly the most popular.
  2. As a % of FMV, it is also evident that both of these categories did well. In fact, Food and Wine generated 105% of FMV (which is great for a silent auction).  Similarly, you can see that Family Fun did not perform as well in this area.  
  3. Finally, you can see that Photography and Art did the worst as a % of FMV.  

So what can we conclude from these numbers?

Regarding Photography and Art, very little. It is not surprising that the category did poorly as a % of FMV.  Often times, donors of these items place a high Fair Market Value (FMV) on them making it difficult for them to perform well in silent auctions.  Unless the auction is filled with art targeted at the artist's fans, we don't think you should worry too much about this.

Regarding the rest, it is clear (at least to us), that this crowd was more interested in dining out and travel and less interested in family passes to local museums and the zoo.  We would assume this crowd was older and their children were mostly grown or moved out.  They were in a stage of life where they could afford to travel, dine out, and drink finer wines...  

The reason we bring this up is that it informs all of us about the types of items that will do well with this crowd. In future years, we would recommend less local family items and more wine, food, dining out, travel, and experiences items.  In fact, that is exactly what we recommended here. 

 

Donor Summary Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Items > Donor Summary".  The report will generate in the main window.  The first step is to select a donor.  If you have setup a contact record for each donor, then their information will be combined into a single report. If you have just loaded your donor's name into the donor field of an item, its likely they will show up in this report more than once (trying to merge those together would result in the risk of error, so we have not done that). 

Once you have selected a donor, Handbid will show you each of the items that donor donated and how they performed. It will list bids, starting price, ending price and fair market value (FMV).  

 

The best way to view this data is to actually generate a PDF report. This is the icon just above the list that looks like a photo.  Clicking on this will generate a PDF report showing the same information but also some summary information included total revenue generated and total bids.

An example of this report is below: 

                     

Bid History Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Items > Bid History".  The report will generate in the main window. While the auction manager shows the bid history on each item, it is often easier at the end of the auction to pull that information from this report. Moreover, you can download this information here in a spreadsheet format, or print it as a PDF.

This report allows you to view the bid history by category or by item.  

If you select a category but not an item, you can then generate a PDF report that will show the bid history for each item in that category.

If you select both a category and an item, you can generate a PDF of the item's bid history. However, Handbid will also populate the screen below with that item's bid history detail. This will allow you to download that data visible as a spreadsheet. 

Note, you can only download item level data as a spreadsheet. There is no option to download every item into a single spreadsheet download. 

An example of the report is below:

 

Revenue/Receipts Reports

Purchase Summary Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Revenue/Receipts > Purchases".  The report will generate in the main window. This is probably one of the most popular and useful reports in the system.  This report will show you every item that was sold (silent, live, forSale, donations, tickets), who purchased it, how much, and payment status. 

There are a lot of columns in this report so it is often more useful to just download this report and provide it to your accounting team for import into your accounting system or CRM. 

It can be used, however, as a tracking mechanism for a bidder's purchases.  Please note that only items that were sold will show up here. In other words, any item that was not purchased or had no bids on it will not appear in this report.  

 

Revenue Summary Report

You can access this report by going to the left-hand menu of the Auction Dashboard, then click the REPORTING tab, then select "Revenue/Receipts > Summary".  The report will generate in the main window.  This report will show a summary of the revenue generated at the event.  An example of the top portion of this report is below:

                                 


The report provides the following:

  • Revenue Breakdown
    This is a pie chart and a breakdown of revenue across Handbid's main item categories: Silent, Live, ForSale, Appeals (Donations) and Tickets.  
  • Money Collected

    This is a status of how much money has been collected vs. uncollected.  Remember, in order to adhere to credit card policies and minimize disputes, Handbid does not auto-charge any clients for auction purchases.  Thus, bidders either pay their invoices directly on their phone or they must pay at checkout.  This chart here will show you process against collections. 

  • Collections Breakdown

    This will show you a breakdown of the collected funds based on type.  This includes both online (Handbid CC or Stripe Connect) payments or offline (Check, External CC, Cash, or Discount).   In addition, Handbid will show you the amount of refunds processed. 

  • Premiums and Tax Breakdown

    Just below the charts is a breakdown of revenue vs. premiums and tax.  If this chart gives you a headache, or you simply don't understand it, just show it to your accountant and they will be able to help break it down for you. If you have no premiums or tax in your auction, then there will be a lot of zeroes in this report.

 

Exporting Data and Reports

Do you want to find out the contact information for your guests, who won which item, see a list of what your bidders bought or get a list of invoices and see who has or has not paid?  You can export the data directly from Handbid. 

There are report/export buttons at the top of the Item List, the Bidders List and the Invoices List.  

Export Item Information 

There are three exports you can access.  They are:

  • Item Summary Report - this will pull a list of items and summary information including number of bids, winning bidder, FMV, etc.  We use this to verify the information prior to opening an auction and also after an auction has closed to pull some quick stats (total bids, revenue vs. FMV, etc.)
  • Item Detail Report - This report will pull ALL information about an item. Use this to export the data to another system or store it outside of Handbid
  • Item Purchase Report  -   This is a handy report to pull AFTER an auction closes. It will list all items purchased, sorted by the bidder's name.  Want to know everything that John Smith bought so you can get a runner to retrieve it?  This report would be a good way of quickly accessing that information.

How Do I Get There?

  1. Click on the ITEMS section on the left hand side
  2. You can choose ALL or a specific category 
  3. Click on one of the types of reports (icons) on the top of the list of items

 

Export Bidder Information 

Get a list of all of your bidders, their total bids, and the amount of money they spent. You can pull that data down from the bidder's list.  

  1. Click on the PEOPLE section on the left hand side
  2. Click on export one of the two icon on the top

 

Export Invoice/Receipt Summary 

We have a summary report available in the auction manager that shows what is collected and uncollected. You can get a list of all invoices and see the balance due on them by bidder through this export. Click on the Invoice/Report and it will download a CSV with the information. 

  1. Choose the INVOICES/RECEIPTS section on the left hand side
  2. Select either ALL, NOT PAID or PAID
  3. Click on export icon on the top

 

WHAT IS A CSV? 

A CSV is a comma-separated-value format.  This is a text file which can easily be opened in a spreadsheet application to view the information. If you have Microsoft Excel or Apple Numbers, it can read this file format and organize your report into columns and rows for you to review and manipulate. 

If you do not have either of these software packages, we recommend using Google Sheets as a free online spreadsheet tool. You can import CSV files into that application to review. 

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