Client records & history

One record, the whole relationship

A collector can be a buyer in one sale, a consignor in the next and the heir to a collection a few years later. Selloff keeps all of it on a single contact record: prospect, client or supplier, active or inactive, recognisable at a glance by the colour of the record header. A prospect becomes a client automatically as soon as they bid, consign, receive an invoice or are linked to an opportunity.

The record holds the details an auction house actually needs: title and salutation, company and VAT number, language for documents, several phone numbers, additional addresses for invoices or shipments, identity document and bank details, a contact source and remarks. Tags in grey, orange or red flag important clients or payment issues where no one can miss them.

Every interaction in one activity feed

Staff log calls, meetings, notes and documents; Selloff adds the rest itself: every email sent with its content, invoices printed, PDF letters, logins to your website or live bidding, lots viewed online. Emails from your own mailbox can be filed too, by forwarding them to the contact's inbound address. See email tracking.

Auction, consignment and accounting data side by side

Sections of the record show the contact's receipts and consignments, appraisals, cases where they act as representative or broker, collecting areas with amounts bid and spent, opportunities and campaigns, bidder numbers and sales still to invoice, invoices and account balances per branch and currency, shipments and shipping preferences. Special conditions set a contact-specific buyer's premium and a default purchase limit for their bidder registrations, and website login details control access to your online account pages.

Keeping the database clean

Merge duplicates while choosing which activities to keep, print an address label, copy the address, or generate a PDF letter from a template in one click, which is filed on the record automatically.