This guide provides auction companies with the steps necessary to import Proxibid sale results into BidWrangler, allowing you to generate invoices using your established BidWrangler invoicing and payment system. This workflow requires specific configuration and editing of the Proxibid export data to ensure successful invoice generation.

To ensure a successful import and proper invoice generation, specific preparations must be completed in advance:

1. External Paddle Numbers: Make sure that the paddle number range from Proxibid will account for the Proxibid winning bidders' numbers. This range should be after your BidWrangler online paddle numbers {Online Starting Paddle Number}. This can be done when setting up the sale in BidWrangler via the "External Paddle Numbers Range (Start)" and "External Paddle Numbers Range (End)" fields.

2. Confirm Items Exist in BidWrangler: All items sold in Proxibid must already exist within the corresponding BidWrangler auction. The Sale Results Import does not create new items, and simply updates what each lot sold for and to whom.

3. Decide How to Clerk Items in BidWrangler During the Sale: When clerking items in BidWrangler that are sold through Proxibid, decide how you want to record them initially. You can sell them to “the Floor” (with or without a paddle number), assign them to a temporary “House” or “Online Bidder” account, or mark them as “No Sale.” The best approach depends on your company’s workflow and specific needs. Any of these options will work, as the import process will later update the final sale details. If you’re unsure which method fits your setup, reach out to helpdesk@bidwrangler.com for guidance.

4. Invoice Setup: Before creating invoices, ensure that your essential invoicing settings—Invoice Settings, Buyers Premiums, Buyers Fees, and Tax Rates—are configured. These settings can be found under the INVOICING AND PAYMENTS menu in the Admin Portal. These settings should be assigned to the specific auction (and linked auction group if applicable).

After the auction closes, you will export the winning bidder data as a .CSV file from Proxibid and edit it so it matches the BidWrangler import requirements.

1. Export Results from Proxibid: Export the sale data from Proxibid that includes each lot sold online, the winning bidder’s information, and the hammer prices. Use the Winning Bidders Report export file, as it contains all the details needed for import into BidWrangler.

2. Edit/Clean up the File: Proxibid’s export often includes incompatible fields and so you must clean up the data to match the required format. It is recommended to duplicate the original export first, and then edit the copy, deleting unnecessary columns, and editing so that it follows our import requirements. Use the Sales Results Template attached to this article as a reference {scroll to the bottom of this page}.

At a minimum, each record in your CSV file must contain the following information:

• Lot identifier

• First name

• Last name

• Hammer price (bid amount - do not include "

  quot;)

• Paddle number (must be unique)

If the bidder is online , you must also include:

• Email (must be unique)

• Online paddle number (must be unique)

The table below outlines each available field for the Sales Results Import in greater detail, along with requirements and examples for proper formatting:

If you include any part of the bidder's address, the full address must be filled in correctly. For instance, an address with only the street address and city would not be accepted. It must include street, city, state, postal code, and country code (e.g., "US" for the United States) under the "Bidder country" column. The country code is often missed as it in not present in many other auction platforms' exports. If the address appears inaccurate or incomplete, you may consider leaving it out entirely to avoid import errors.

The paddle numbers being imported should be in the range configured in your External Paddle Numbers Range Start and End.

The Sales Results Import feature is located in the Admin Portal.

1. Go to the Sale Results Import menu (located near the very bottom left of the left-hand side menu under the Imports category).

2. Click “Create”.

3. Complete the following steps:

   • Select the auction.

   • Choose one buyer’s premium (only one can be applied per import).

   • Upload the edited CSV file.

   • Confirm column mappings look correct (you can choose not to map fields that you don't need).

   • Check "Override buyers premium" if the assigned buyer's premium needs to override what's assigned in the auction settings.

Here is video walkthrough of the import process, starting with a brief demonstration of how this auction has no sale history or registered bidders prior to the import:

Once the import completes successfully, the sale results will automatically update each item’s status in BidWrangler. Any bidders who did not previously exist in BidWrangler will be created as new users and registrations. If Automatic Invoice Generation is enabled for your company or this auction, you’ll find the newly created invoices on the Invoices page.

To address a variety of potential errors you may receive after your import and for other troubleshooting, please review the section below.