Internal System Release Notes November 3rd 2025

*Internal* System Release Notes November 3rd, 2025

These updates will be live on production for customers on Monday, November 3rd.

Admin UI Updates Relating to Invoicing

Tax Codes Creation and Segments

When creating tax rates, you now have the ability to include multiple tax codes within a single tax rate. This enhancement ensures that when clients download tax reports (coming soon), each tax code appears in its own separate column, making reconciliation and reporting much easier.

For example, you can now apply a state tax along with multiple county or municipal taxes (e.g., Wake County Tax and Municipal Tax), all within one combined rate.

Site Settings- Auction Default Tax Rate

In your SITE settings for Accounting, you can now choose a DEFAULT tax rate to be applied to your auction when it is initially created. This will automatically get applied to your auctions when you create a new Auction.
Previously, this did NOT exist, so you were required to set your tax rate for EACH individual auction from NOT SET to a valid setting (see below for how it used to look in the Accounting Section of a given auction).

The reason behind this change is that NextLot will now have AUTO generating invoices for auctions as lots close and are sold. No longer will you have to go into the invoicing area and GENERATE invoices. The invoices will AUTOMATICALLY be created as lots are sold (for webcast auctions) or close (in timed auctions). Since this generation of invoices is automatic, the auction has to have a pre-defined Tax Rate; otherwise, the invoices would not generate properly (more to come on this later). The only function you have to perform to begin the automatic generation of the invoices is to go to the auction Clerking Grid and then the invoices will begin to generate.

In addition to this, when setting up your auction, you still have an option to choose a particular setting for the taxation on the buyer's premium on the auction as a whole. You can still choose from the options of the buyer's premium: taxable always, Taxable when the Lot is Taxable, AND Not Taxable. This will result in lots automatically being taxed at the chosen rate, and then the BP being charged tax accordingly.

When you set how your buyer's premium will be taxed for a particular auciton, it will AUTOMATICALLY set the buyer's premium for EVERY lot to match the tax setting chosen for the hammer prices. Once this setting is applied, you can then dive into individual lots and make changes to your tax rate on the buyer's premium or the lots themselves.

Once your options are chosen, you can then make adjustments at the LOT level. Once you make a manual change on a lot, it is SAVED so that if you go back into the auction as a whole and need to change your auction's tax settings, any lots where the tax rate was set manually for that lot's hammer price or Buyer's Premium will remain unchanged. See Below:

Individual Auction Settings: 

Lot Fees are now updatable as a single line item in the Lots Accounting Tab

Previously, the Lot invoice fees were a component of the full lot editing modal (see below)

Lot fees now have their own dedicated column within the Lots Accounting Page, complete with a separate editing modal. While you can still only upload up to two fees per lot through the bulk lot importer (see the spreadsheet limitation below), there is no limit to the number of fees you can add directly within the UI.

Example of the Lot Fee Modal:

Option to set buyer's premium for a Singular lot to a Particular Tax Rate (regardless of the tax rate of the lot hammer price)

There will be times in which the purchase price of the lot will need to be charged 1 particular tax rate while the Buyer's Premium will need to be charged a different tax rate. This is now an option within the individual Lot Edit modal (1st image below) and within the bulk lot Import Spreadsheet.

The buyer premium Tax Rate Code (optional) field in the spreadsheet has REPLACED the previous field of Buyer Premium taxable. Now, instead of the buyer premium tax rate code being forced to be the SAME as the lot itself, it can be now, any of the tax codes within your site or Exempt.

Changes to Auction Rings/Linking Auctions Together

NextLot no longer uses specific Auction Ring Codes to group auctions. Instead, auctions are now linked by designating one as the PRIMARY auction. Once an auction has sellers or bidders checked in, it should always be used as the primary auction.

If you attempt to link two auctions that both already have sellers or bidders checked in, an error may occur due to conflicts (for example, Seller #100 in Auction A may not be the same as Seller #100 in Auction B).

When creating a new auction, you’ll now see a dropdown menu that allows you to link it to an existing auction. If the selected auction already has sellers and bidders checked in, they will automatically be copied over.

If you choose to make self-primary (the first option on the list), then this auction will NOT be associated with any of the other auctions and will not be connected in any way. If you DO connect it (as shown below), it will AUTOMATICALLY check in the sellers and bidders from the other sale into this particular one.

In the above example, you will see we have 2 sellers and 1 bidder checked into the auction Ring 1 Test. If we want to add a 2nd ring to this auction can go and click Create a New Auction and then choose Ring 1 Test as the primary auction, and it will automatically copy over the 2 sellers from this auction and the 1 bidder and add them to the new auction. It is important to note that for the online bidders, they must still accept the terms for the other ring before being able to participate online.

You can ALSO create a linked auction directly from a primary auction by going into that auction and clicking on the Split Ring button in the UI.

This will bring to the creation of a new auction page (using the Same auction TYPE, meaning webcast to webcast, timed to timed, etc) with the primary auction already chosen in the UI for you and a prompt to add the auction name.

Once you have created a split ring auction (or make any auction a secondary auction to a primary auction), you will notice that when you navigate to the accounting section of the non-primary auction, the settings are all disabled, and you are prompted to make any needed changes in the Primary Auction's accounting section.

Another important note about splitting rings is that whatever bidder approval option you choose from the primary, it WILL be carried across to the secondary auction. This means that if you have chosen Auto Approval, it will ALREADY be selected when you click to split the auction (see this in the above video at the 14-15 second mark).

What this means is that all settings for taxes, seller commissions, and invoicing settings ring-wise are controlled by the Primary Auction. However, you are still able to adjust the taxes on a lot-by-lot basis within the Catalog UI on the admin.

Invoicing and Clerking Grid Updates 

Clerking Grid Updates

Within the clerking grid, several key changes have been made:

• Accessing the clerking grid helps to generate invoices for the closed lots. On the right-hand side of the screen, you’ll now see a blue dollar sign inside a document icon.

  • This indicates that the lot is on an invoice and that invoice is available to view.

    
    

  • Clicking this icon will take you directly to the generated invoice, just as before.

• You can now edit details directly within the clerking grid by either:

  • Clicking the “Edit” button within the columns, or

  • Clicking directly on the bid price or bidder field.

• When editing, a modal window will appear where you can modify:

  • Sold status

  • Bid price

  • Bidder/paddle number

  • Floor Paddle Hint (to be detailed in future SettleUp releases)

(See video below for demonstration.)

Accounting Tab Updates

When you navigate to the Accounting tab in your navigation bar, you’ll notice some major layout changes:

• The sidebar options such as “Auctions,” “Bidders,” and “Bidder Invoices” have been removed.

• Invoices now generate automatically once the auction is completed — no need to manually generate them.

• On the right-hand side, under “Bidder Invoices,” you’ll see a blue “Show” button.

  • Clicking this button displays all invoices for that auction — filtering by auction is no longer needed.

    

Available Filters

You can now filter invoices by:

• Bidder (searching by bidder #, bidder email, bidder name or bidder phone #)

• Payment Status:

  • Settled – Payment received, no outstanding balance

  • Payment Outstanding – Payment still needed

  • Refund Pending – Refund required (e.g., overpayment, double charge, etc- more on this to come in future releases)

    

Bulk Actions & Downloads

• Bulk Emailing: 

  To bulk email invoices, navigate to the “Send Email” button outlined in green. A pop-up modal will appear, allowing you to choose whether to send invoices for that particular auction with a “Payment Outstanding” or “Settled” status.

  You’ll also see an option labeled “Skip when another email was already sent after” with a dropdown menu (1, 2, 5, or 10 days). Selecting a timeframe prevents duplicate emails from being sent too frequently. For example, if Jane Smith has an outstanding invoice from four days ago and another from yesterday, and you select “EOD ~2 Day”, only the older invoice will be resent, while the recent one will be skipped.

  
  

• Downloading: The Download button (outlined in green) still allows you to:

  • Download all invoices as individual PDFs, or

  • Download the invoice report (a summary of the primary auction's invoices, including the following data points: Invoice #, Primary Auction, Bidder #, Bidder Full Name, Bidder Email, Tax Exempt Status, Invoice Gross Total Due, Invoice Tax, Invoice Balance Due, Invoice Total Paid Amount, Invoice Status, Payment Restricted, Invoice Notes).

    

• Bulk Charging:

  • You can now bulk charge invoices without filtering by payment status — the system automatically detects which invoices are unpaid and which ones have cards attached to them.

  • After bulk charging, you’ll see a blue notification: “Invoices are scheduled for merchant-initiated card charges.”

  • A successful payment will change the “# / Created” column to green and update the status to Settled.

  • Within the invoice, you’ll see “Paid in Full” and a $0.00 balance due.

    
    

Invoice Page Enhancements

New Layout Elements

• Auction Paddle # appears on the left, relating to the bidder # the bidder has for that particular auction. Language was changed from bidder # to paddle # to accommodate the upcoming addition on onsite bidder clerking.

  

• A new Payment button appears between “Settings” and “Print”:

  • Gray = all invoices are settled

  • Blue = one or more invoices remain outstanding

• Additional columns now break down:

  • Sales Tax

  • Buyer’s Premium Tax

  • Lot Fees (for clearer total pricing)

Hovering over “BP Tax” will show the tax rate applied.

Editing Invoices

• You can now add invoice fees at the top-right of the itemized invoice.

• The edit (pencil and paper) icon lets you:

  • Adjust selling price or other lot details, or

  • Jump back to the clerking grid to edit directly.

• The checklist icon (“Add/Edit Lot Fees”) allows you to:

  • Edit applied fees (e.g., update tax rate)

  • Add or delete lot fees as needed

    
    

At the bottom of the invoice, the Invoice Summary provides a clear breakdown of:

• Total amount

• Payments recorded

• Remaining balance

  
  

 Payment Functionality

Clicking the blue “Payment” button allows you to:

• Pay for the currently selected invoice (auto-selected), and/or

• Select additional outstanding invoices belonging to that bidder to make a combined payment.

• Payment types accepted are: Cash, Check, Wire Transfer, ACH, Card

You also have the ability to record partial payments. When a partial payment is made, the invoicing system automatically updates the invoice to reflect the payment received and the remaining balance due. The invoice status will remain “Payment Outstanding” until the full balance is paid.

Additionally, you can use the Notes feature to record important payment details, such as:
“Buyer will return on November 3rd to pay remaining balance in cash.”

 Bidder Accounting Overview

Below “Send via Email,” you’ll now see a Bidder Accounting Overview box displaying:

• Total outstanding balance

• Number of unpaid invoices

• Pending refunds

Clicking this box opens a detailed view showing:

• The bidder’s 20 most recent invoices

• Payment history (including auctioneer-initiated payments)
  From here, you can also add payments directly toward any outstanding invoices

  
  

 PDF Invoice Updates

The only notable change to the PDF version of invoices is that the Notes section is now visible to the bidder — it is no longer private to the admin.

Bidder Button in Navigation Bar 

There have also been several updates to the Bidders tab located at the top of the navigation bar. On the right-hand side, you’ll now see two new buttons:

• A blue button with a paper icon, which takes you directly to the bidder’s profile.

• A white button outlined in blue with a dollar sign, which opens the bidder’s Accounting Overview (this can also be accessed from their invoice, as explained earlier).

From the Accounting Overview, you can view all outstanding and settled invoices, make payments toward any outstanding invoices, review previous payments, and see a record of CardPointe transactions.