What This Step Does
Clicking Email Invoices will:
Send invoice emails to all bidders with generated invoices
Include both paid and unpaid invoices
Use your system’s configured outbound email settings
In Auction Flex 360, use the Settlement tab and Print/Email button for bulk or individual emailing of invoices
In Auction Flex, navigate to 'Download Auction from HiBid' and select 'Email invoices', or use 'Checkout Customers > Advanced' > 'Email All Invoices with Filter and Sort'
This step ensures bidders receive a copy of their invoice automatically, regardless of payment status.
Before You Begin
Make sure your email system is properly configured:
Confirm that your email settings are updated to the latest software version, including platform-specific options (e.g., using 'Listener' for PDF generation).
Go to Settings and Options → Email
You’ll need to confirm:
Outbound email credentials (SMTP or email provider)
Your sender address and reply-to email
Templates (if applicable)
When to Use This
After invoices have been created and reviewed
After payments have been processed (optional)
To resend updated or corrected invoices
You can email invoices in bulk or individually from the Auction Check-Out screen or the Maintain Invoices section. For Auction Flex 360, navigate to the Settlement tab and use the Print/Email button to send invoices. For Auction Flex, use either the 'Download Auction from HiBid' option or navigate to 'Checkout Customers > Advanced' and select 'Email All Invoices with Filter and Sort'.
If a Buyer Does Not Receive Their Invoice
If a buyer reports they haven’t received their invoice after the auction closes:
Note: This issue is not related to Auction Flex. Each auctioneer integrates their own email service with Auction Flex, so any delivery problems are typically due to their email provider settings or filtering, not a system issue on our side.
Ask them to check their junk, spam, or deleted folders. Invoices can sometimes be filtered by their email provider.
Have them search their inbox using keywords like “invoice”, "settlement" or the auctioneer’s name in case it’s buried among other emails.
Ask them to verify the email address on their bidder account — sometimes the wrong address or a typo prevents delivery.
Recommend contacting their email provider to see if the auctioneer’s domain or email address was flagged or blocked.
If needed, the auctioneer can resend the invoice directly from Auction Flex or directly from their own email provider to ensure it’s re-sent correctly.
Tips
Unpaid invoices can include Pay Now links if supported by your payment processor (e.g., Global Payments)
You can resend individual invoices at any time from the invoice screen
Use invoice filters to target only unpaid or specific buyer types
If you encounter issues with emailing invoices, verify your email settings and update them as needed to address compatibility problems with software updates.