Best Practices for Payment and Pickup After Your Auction Ends

Who is Responsible for Managing Payment?
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​If Municibid is managing payments:
- Municibid invoices the winning bidder directly and collects payment.
- You will receive a paid receipt via email once the bidder's payment has cleared.
- Do not schedule pickup until you receive the paid receipt.

If your agency is managing payments:
- You are responsible for invoicing the winning bidder and collecting payment.
- Clearly communicate what forms of payment you accept, your payment deadline, and where payment should be sent or delivered.

Contact the Winning Bidder Quickly
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- Send a payment and pickup email within 1 business day of the auction closing.
- Include:
- The total amount due
- Accepted payment methods and deadline
- Contact information for scheduling pickup
- Pickup location and available hours
- A reminder that the item must be paid in full before pickup
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​Pro Tip: Keep a standard email template ready to send to all winning bidders.
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What to Require at Pickup
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To protect your agency and ensure a smooth transaction:
- Require photo ID that matches the winning bidder's account name.
- Require a paid receipt (if Municibid is managing payments, they will have this from us).
- Collect any notarized documents or forms needed for title or ownership transfer.
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​If someone else is picking up:
- Require a signed authorization letter or email from the winning bidder.
- Require a copy of the winning bidder's photo ID.
- Require a copy of the designated pickup person's photo ID.
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​Important:
- Always photocopy the ID of whomever picks up the item (the winning bidder or authorized third party).
- Have the person picking up sign your copy of the paid receipt or a pickup receipt confirming they have picked up the item.
- Keep the photocopy of the ID and the signed pickup receipt on file with the paid invoice for your records.
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Set Clear Pickup Processes
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- Establish standard pickup hours and communicate them clearly.
- Confirm payment has been received and verified before releasing the item.
- Be prepared to assist with loading items if required, or state clearly if bidders must bring help.
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What to Do if You Don't Hear Back
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- If the winning bidder does not respond within 5 business days, click the Report Bidder button on the listing page. This will automatically send a violation notice to the bidder, giving them 2 days to complete the transaction.
- If the bidder still does not pay or respond, Municibid will follow up with you on the next steps.