Auction Operations
Manage the Complete Auction Process in One System
Auction Suite One provides auction houses with the operational tools required to manage an auction from initial preparation through to results, invoicing and post-sale administration.
Auction information is connected directly with customer, inventory and financial records, allowing teams to work from a consistent set of data throughout the auction cycle. Lot preparation, bidding instructions, auction-day processing, results and follow-up activities can all be managed within the same system.
This reduces duplication of work, improves accuracy and provides clear oversight of each auction at every stage.
Pre-Auction Management
Effective auction preparation depends on accurate information, clear responsibilities and the ability to identify outstanding work before a catalogue is finalised.
Auction Suite One provides a structured working environment for preparing an auction and reviewing its readiness for sale.
Lot Management
Articles allocated to an auction can be transferred into the auction automatically, providing the basis for the lotting process.
The system also identifies articles that have not yet been cleared for sale, helping prevent items from being included in an auction before the necessary approvals or information are in place.
Lotting and Sale Order
Lots can be organised using categories, subcategories and other selected criteria.
A visual ordering screen provides an overview of the auction sequence and allows users to review and adjust the running order efficiently. This is particularly useful when balancing categories or restructuring a sale before publication.
Auction Readiness Checks
Built-in error and warning checks help teams identify incomplete or inconsistent information before the auction takes place.
Checks can include, among other areas:
- Missing catalogue descriptions
- Missing images
- Outstanding condition reports
- Missing or incorrect reserves
- Estimate discrepancies
- Incomplete article or auction information
This provides a systematic review process and reduces reliance on manual checking.
Vendor Pre-Sale Communication
Pre-sale advice and other auction documentation can be produced for vendors using information already held within Auction Suite One.
Depending on the processes used by the auction house, documentation can be printed or distributed electronically.
Pre-Auction Statistics
Auction teams can review key information before the sale, including:
- Number of lots
- Number of vendors
- Registered commission bids
- Highest absentee bids
- Other auction and bidding statistics
This information provides management and auctioneers with a clearer picture of the auction before bidding begins.
Telephone Bids and Condition Report Requests
Telephone bidding requests and condition report enquiries can be managed alongside the relevant lots.
Telephone bids can be allocated to staff before the auction, while condition report requests can be recorded and monitored to help ensure customer enquiries are handled consistently.
Auction Day Management
During the auction, Auction Suite One provides auctioneers and administrative staff with the information required to process bidding and results efficiently.
Bidder Paddle Printing
Bidder paddles can be produced directly from registered buyer information.
Paddle layouts can be adapted to the auction house’s requirements and may include additional information such as buyer photographs where these are recorded and used as part of the auction house’s procedures.
Auctioneer Book
Auction Suite One can produce a detailed Auctioneer Book containing the information required by the auctioneer during the sale.
Depending on configuration, this can include:
- Lot information
- Estimates and reserves
- Commission bids
- Telephone bidding information
- Break-even information
- Other operational notes and instructions
Providing this information in a consistent format helps the auctioneer work from the same records maintained by the wider auction team.
Auction Result Entry
Auction results can be entered through a simplified auction processing screen designed for efficient result recording.
Hammer prices, buyer details and relevant lot outcomes can be recorded as the auction progresses, allowing the system to update the associated auction and financial information.
Live Auction Statistics
Operational statistics can be monitored throughout the sale, including:
- Registered bidder numbers
- Hammer total
- Commission bid totals
- Fees generated
- Auction progress
This gives auction management an up-to-date view of performance while the auction is taking place.
Post-Auction Management
Once the auction has concluded, Auction Suite One supports the administrative work required to complete the sale and manage both sold and unsold articles.
Buyer and Vendor Communication
Auction results, invoices and other post-sale information can be produced using information already recorded within the system and distributed electronically.
Collections and Dispatch
Collection documentation can be produced for sold and unsold articles, helping staff manage the release, collection or return of property.
This provides a clear operational record and assists auction houses in managing items remaining on site after a sale.
Payment Reminders
Payment reminders can be issued to customers with outstanding balances.
This can reduce repetitive administration while maintaining a consistent approach to overdue accounts.
Commission and Telephone Bids
Structured Management of Absentee and Telephone Bidding
Auction Suite One provides dedicated functionality for recording, managing and processing commission and telephone bids.
Bidding instructions received through supported website integrations can be transferred directly into Auction Suite One. Bids received by telephone, email, in person or through other channels can also be entered manually by authorised staff.
Keeping this information within the auction record creates a consistent source of bidding instructions for both the auction administration team and the auctioneer.
Commission Bids
Registered commission bids can be associated directly with the relevant lot and included within the Auctioneer Book.
This helps ensure bidding instructions are available during the sale and creates a historical record of bidder interest after the auction has concluded.
Stored bidding information can also support subsequent customer relationship and marketing activities where appropriate.
Telephone Bid Allocation
Telephone bids can be assigned to individual members of staff before the auction.
The allocation process can take account of the timing and sequence of lots, helping avoid situations where a staff member is responsible for telephone bids on lots expected to be offered at the same time or in very close succession.
Telephone Bid Sheets
Working documents can be produced for each staff member showing the telephone bids allocated to them.
These can include:
- Lot details
- Bidder information
- Telephone numbers
- Covering bids
- Notes and instructions
This gives each team member a clear working list for the auction and provides a consistent process for managing higher volumes of telephone bidding.
Introduction Commission
Managing Referral and Introduction Commission Arrangements
Auction Suite One provides functionality for auction houses that operate referral or introduction commission arrangements with third parties.
Commission structures can be recorded within the system and incorporated into the relevant auction and financial processes.
Flexible Commission Structures
Introduction commission can be calculated using different commercial arrangements, including rates based on:
- Introduced Vendor commission
- Hammer price
This allows the system to accommodate different referral agreements without requiring separate manual calculations.
Break-Even Calculations
Where introduction commission applies, the associated cost can be included in break-even calculations.
This provides a more complete view of the financial position of an article before or during the auction and helps ensure additional referral costs are taken into account when assessing profitability.
Commission Expiry
Introduction commission arrangements can include expiry rules linked to consignment dates.
This enables qualifying commissions to be applied or removed in accordance with the agreed period, reducing the need to monitor arrangements manually.
Introduction Commission Reporting
Built-in filtering functionality provides oversight of referral arrangements and outstanding amounts.
Available filtering can produce visibility to include:
- Unpaid Introduction Commission
- Vendors with Introduction Commission
- Introduction Commission invoice creation
Droit de Suite / Artist's Resale Right
Integrated Management of Artist's Resale Right
Where Artist’s Resale Right (ARR), also known as Droit de Suite, applies to a transaction, Auction Suite One provides functionality to calculate and record the relevant royalty as part of the auction process.
Rather than maintaining separate calculations outside the auction system, applicable charges can be calculated using the configured ARR rules and incorporated into the relevant transaction records.
Automated Royalty Calculations
Auction Suite One can apply the appropriate sliding-scale calculation to eligible articles based on the applicable thresholds and hammer price.
This reduces the need for separate spreadsheet calculations and helps maintain a consistent approach across qualifying sales.
Invoice Integration
Calculated ARR charges can be added directly to the relevant invoice.
Because the calculation forms part of the auction transaction, staff do not need to re-enter the amount separately during invoicing.
Buyer and Seller Fee Configuration
Auction houses can configure how ARR charges are treated within their own business processes, including whether the applicable cost is assigned to the buyer or seller where permitted by the relevant rules and terms of business.
ARR Ledger and Claim Management
An integrated ARR ledger provides a record of applicable transactions and royalties.
The system can also assist with identifying potential duplicate claims from collecting organisations such as DACS or ACS, providing staff with additional information when reviewing royalty claims and payments.
Advanced Fees Module
Configurable Buyer and Vendor Fee Management
The Advanced Fees Module provides additional functionality for auction houses with more complex buyer and vendor charging structures.
Fees can be configured according to the auction house’s commercial requirements and applied automatically to the appropriate auction transactions.
Buyer and Vendor Charges
Different fees can be maintained for buyers and vendors and applied according to the relevant transaction, customer or auction conditions.
This provides a consistent method of calculating charges across auctions and reduces the need for manual invoice adjustments.
VAT Treatment
The module can determine the VAT treatment of applicable charges using relevant customer information, including location and VAT status.
This information can then be used when calculating fees for invoices and self-billed invoices.
Automated Invoice Application
Configured charges are applied automatically to the appropriate financial documents, including:
- Buyer invoices
- Vendor self-billed invoices
This reduces repeated manual calculations and ensures that the same fee rules are applied consistently.
Connected Operational and Financial Processing
Because fee calculation is integrated with the wider Auction Suite One workflow, operational auction information flows directly into invoicing and accounting.
This provides auction and finance teams with a consistent record of how charges have been calculated and applied.
One Workflow from Auction Preparation to Completion
Auction Suite One brings together the operational processes required before, during and after an auction.
From lot preparation, readiness checks and bidding instructions through to auction results, collections, fees and post-sale administration, information remains connected within the same system.
For auction houses managing multiple departments, specialist sales or high volumes of lots and bidders, this provides a structured and consistent way to manage each auction while maintaining visibility across the wider business.
*Website-related functionality is dependent on the auction house’s website provider and the integrations implemented.
