Who is Responsible for Managing Payment?
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
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.
Pro Tip: Keep a standard email template ready to send to all winning bidders.
What to Require at Pickup
To protect your agency and ensure a smooth transaction:Require a photo ID that matches the winning bidder's account name.
Require a paid receipt (if Municibid is managing payments, they will have this from Municibid).
Collect any notarized documents or forms needed for title or ownership transfer.
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.
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 are in receipt of the item.
Keep the photocopy of the ID and the signed pickup receipt on file with the paid invoice for your records.
4. Set Clear Pickup Processes
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.
5. What to Do if You Don't Hear Back
If the winning bidder does not respond within 5 business days, click the "Report Bidder" button 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.