Charity Auction Software Help Center and Knowledge Base
Find step by step guides, setup instructions, and troubleshooting help for CharityAuctions. Learn how to use online auctions, mobile bidding, checkout, item setup, ticketing, donor management, and more.
Browse 44+ help articles for auction setup, bidding, checkout, and event management
Search the knowledge base or browse by category to find answers for running online, silent, live, and hybrid charity auctions.
Help articles by category
Auctions
How to Change the End Time of Your Auction
Change your auction start or end time through Auction Setup > Bid Schedule. Edit the Bidding Window—all assigned items update automatically. No need to edit items individually.
How to Close Bidding and Finalize Winners
Bidding closes automatically at the scheduled end time, or you can close early via Auction Setup > Bid Schedule > Close Early. Winners and invoices are finalized automatically.
How to Create a New Auction
Create a new auction from your dashboard or while inside an existing auction. Use the auction dropdown to access View All Auctions, then click Create a New Auction.
How to Launch Your Auction and Make It Live
Click Publish Auction in the top right to launch. Bidding opens automatically at the scheduled Bid Start Time. You need at least one item to publish. Schedule is in Auction Setup > Bid Schedule.
How to Share Your Auction With Bidders
Share your auction using the auction URL and built-in promotional tools. Post on social media, email, text, and your website. Use Promote & Links for graphics and templates.
How to Turn On Bidding for Your Auction
Two steps: 1) Publish your auction via the Publish Auction button. 2) Wait for the Bid Start Time—bidding opens automatically. Review or edit in Auction Setup > Bid Schedule.
What Happens When My Auction Ends
When your auction reaches its end time, bidding stops automatically, winners are determined, invoices are created, and notification emails are sent. Learn what happens and what to do next.
Where Can I Find My Auction Share Link
Find your auction share link at the top of the auction dashboard or in Design & Promote > Promote & Links. Copy and share the URL in emails, social media, texts, or your website.
Events
Creating Item Signs and QR Codes
Generate and print QR codes and item display signs from Design & Promote > Promote & Links. Use them for live events to help guests find items and bid from their phones.
Managing Attendees and Event Check-In
Add attendees via ticket sales, manual entry, or import. Assign bidder numbers from Attendee/Tickets > Settings. Check in guests with mobile QR scanning or manual check-in from the list.
Managing Tickets and Tracking Revenue
View ticket sales, purchasers, and revenue from Live Event Features > Ticket Reports. Assign bidder and table numbers, update guest info, and export data for planning.
Why Is the QR Code Not Working When I Take a Picture?
QR codes must be scanned, not photographed. Taking a picture saves an image but does not activate the link. Use your phone's camera to scan the code—a link will appear to tap.
Items
Adding and Managing Sponsors
Add and manage sponsors from Item Management > Sponsor Logos. Upload logo images or enter sponsor names, choose display locations, and organize by sponsorship level.
Adding Auction Items in Bulk
Use the bulk upload in Item Catalog to import many items at once. Download the sample template, fill in your items row by row, then upload. Use Bulk Edit for mass updates after import.
Can I Automate or Bulk Upload Images to My Auction?
CharityAuctions does not support bulk or automated image uploads. Images must be added individually to each item. Learn the fastest way to add photos—using your mobile phone.
How do I add an item to my auction?
Go to Item Management > Item Catalog and click Add Item. Enter item name, description, starting bid, fair market value, category, and optional images.
How to Create Item Categories
Create custom item categories to organize your auction. Assign categories when adding items, and let bidders filter with the Show me dropdown. Control online and printed catalog display.
How to Set Starting Bids and Buy Now Prices
Set a starting bid, add a Buy It Now price, or make an item Buy It Now only. Configure pricing in Item Catalog under Show Advanced Pricing.
How to Upload Images to Auction Items
Add images in Item Management > Item Catalog. Drag and drop or upload from your phone. Up to 10 images per item. Rotate, reorder, and choose the first photo.
Managing Donors and Donor Reports
Record donor information, connect donors to items, and track activity in one place. Add donors when creating items, view them under Manage Donors, and export reports for thank-you letters.
Uploading and Managing Images and Media
Upload images and videos directly to each auction item. CharityAuctions accepts JPG, PNG, GIF, MP4, and MOV. Use your phone to take and upload photos for the easiest workflow.
Using Risk-Free Consignment Items
Add high-value travel packages and experiences with no upfront cost. CharityAuctions.com is the consignment provider, so there is no middleman. No platform fees, no credit card processing fees, and no obligation if items do not sell.
Payments
Can Bidders Pay Right Away?
Yes. Invoices are generated as soon as bidding ends. Bidders receive email and SMS with a payment link and can pay immediately. Most invoices are paid within minutes.
Credit Card Processing in CharityAuctions
CharityAuctions processes credit card payments through built-in, PCI-compliant infrastructure. Bidders pay securely via card, Apple Pay, or Google Pay. No manual payment setup required.
How Do I Set Up Direct Deposit?
Direct deposit is set up during the payout request process—not before your auction. Request a payout from Post Event Tasks > Payouts, complete verification, and enter bank details via Stripe's secure form.
How Payouts Work in CharityAuctions
Request payouts from Post Event Tasks > Payouts. Complete Stripe verification first, then Request Payout. Most payouts complete in 7–14 days. ACH or check available.
How to Issue a Refund to a Bidder
Refunds are processed by CharityAuctions support—not from the admin dashboard. Contact support with auction name, bidder info, invoice number, amount, and reason. Full or partial refunds available.
How to Resend an Invoice to a Winning Bidder
Resend invoices from Post Event Tasks > Invoices. Open the unpaid invoice, scroll to the bottom, click Resend Invoice. Bidders receive a new email and SMS with the payment link.
Managing Invoices and Collecting Payments
Invoices are created and sent to winning bidders automatically after your auction ends. Bidders pay online via the invoice link. Add custom pickup instructions in Auction Setup > Global Settings.
Receiving Auction Payouts
Request your payout from Post Event Tasks > Payouts. Complete verification, enter banking info via Stripe's secure email, and receive funds within 5–7 business days.
Require Immediate Payment for Buy Now Items
Control whether Buy Now purchases require immediate payment or are added to the final invoice. Toggle Instant Buy Now Payment in Auction Setup > Global Settings. Default is ON.
What Payment Methods Are Supported?
CharityAuctions supports all major credit cards, Apple Pay, Google Pay, and ACH bank transfers for donations. All payment methods work on desktop and mobile.
When Will I Receive My Auction Funds?
Funds are not sent automatically when your auction ends. You must request your payout after your event has concluded and bidder payments have been collected.
Why Don't I See Payment Settings in My Account?
The new CharityAuctions platform has no separate Payment Settings section. Payments are built-in and automatic—you only need to request your payout after the auction ends.
Pricing
How Tips Work on the CharityAuctions Free Plan
Optional tips at checkout help keep CharityAuctions free for nonprofits. Bidders can leave a tip, adjust the amount, or select No Tip. Tips never reduce your organization's proceeds.
What Is the Difference Between the Free Plan and the Organization Paid Plan?
CharityAuctions offers two pricing options: the Free Plan (no upfront platform fee, optional bidder tips) and the Organization Paid Plan (5% platform fee, predictable pricing). Both include the same auction features.
Reporting
Auction Reports and Data Exports
Find all auction reports and exports under Post Event Tasks > Download Reports. Export to Excel or PDF, view Report Analytics for a performance summary, and download bidder and donor data.
How to Export Bidder and Payment Reports
Download bidder and payment reports from Post Event Tasks > Download Reports. Export bidder lists, payment summaries, item sales, and more in spreadsheet format.
How to See All Bidders on an Item
View all bidders and bid history for each item in Post Event Tasks > Auction Analytics > Bid History. See every bid, timestamp, and the winning bidder.
Setup
Can I Change Font Colors in My Auction?
Yes. Change font colors from Design & Promote > Design Event Page. Use theme colors, accent colors, or custom hex codes to match your organization's branding.
Customizing Your Auction Design
Customize your auction's appearance from Design & Promote > Design Event Page. Change theme colors, add your branding, and upload a custom banner image.
Getting Started with CharityAuctions
Learn how to create your first charity auction in CharityAuctions. Step-by-step setup for items, bidding, and checkout.
How to Add or Edit Auction Administrators
Invite team members from Auction Setup > Invite Team. Enter name, email, and role. Unlimited admins at no extra cost. View, manage, or remove team members anytime.
Previewing and Testing Your Auction
Every new auction starts in Test Mode. Preview your auction as bidders will see it, add up to 5 items, place test bids, and check all settings before going live.