InvoiceFlow – Auction Quick Guide
System Link: Open this link to access the InvoiceFlow dashboard.
What this tool is for
InvoiceFlow is used by the auction team to notify partner agents that contracts have exchanged and invite them to submit their invoice through the secure portal.
The team should use Exchange Confirmation when a sale has exchanged and the partner agent needs to be prompted to send their invoice.
When to use it
Use Exchange Confirmation once the property has exchanged and you are ready to request the invoice from the partner agent.
Do not use it before exchange.
How to send an invoice request
From the left-hand menu, click Exchange Confirmation under Tools.
Complete the form:
1. Partner Agent Email
Enter the main email address of the partner agent who should receive the request.
2. Additional Email (CC)
Add a second email address if someone else also needs a copy. This is optional.
3. Property Address
Enter the full property address.
4. Purchase Price
Enter the agreed purchase price.
5. Buyer Information
Enter useful buyer details, for example:
buyer name
first-time buyer / investor / cash buyer
anything relevant to the transaction
6. Invoice Amount Due
Enter the amount the partner agent should invoice for.
7. Team
Select the correct auction team from the dropdown.
Once complete, click Send Exchange Confirmation.
What happens next
The partner agent receives a branded email confirming that contracts have been exchanged.
That email includes:
the property details
exchange information
a secure link to submit their invoice
the team reference
The email is sent in your name.
Where to check what has been sent
Click Sent Confirmations in the left-hand menu.
Here you can:
view previously sent confirmations
search by property address
search by recipient email
filter by team
Use this page if you want to confirm whether a request has already been sent.
Before you send
Double-check:
the partner agent email address is correct
the property address is complete
the invoice amount is correct
the correct team is selected
Common mistakes to avoid
Sending before exchange
Only send the request after contracts have officially exchanged.
Wrong email address
If the email is wrong, the partner agent will not receive the submission link.
Wrong team selected
This can affect reporting and internal tracking.
Incorrect invoice amount
Always check the figure before sending.
Simple process summary
Open Exchange Confirmation
Enter partner agent details
Add property, buyer, and pricing details
Select the correct team
Click Send Exchange Confirmation
Check Sent Confirmations if needed