Your purchase invoice

How does it work?

• Combined invoices are not switched on yet. When RideAuction turns them on, you may get one purchase invoice per seller for your units of an auction, issued after all its results are in, instead of one per unit. Each unit keeps its own VIN, amounts and share of the tax. Bills of Sale stay one per sale. A sale that finishes later gets its own later invoice. Until then you get one invoice per unit. Your invoices page always shows what was actually issued.
• Your Bill of Sale is a two-page document: page 1 shows both dealerships, the vehicle and VIN, the sale price and the related invoice; page 2 lists the seller declarations and how the document was issued. Anything marked NOT RECORDED was not provided.
• You do not need to select Generate or upload a Bill of Sale. RideAuction prepares and issues it for you once its one-time Bill of Sale setup is approved; if anything is still being set up, RideAuction resolves it and your dealership has no approval action. Find your document: choose Money & documents → Bills of Sale in the sidebar (on mobile, open Menu), then Units you bought → View Bill of Sale. Purchases also has a direct Bill of Sale link for each sale. The document panel shows current status, version history and Download PDF when issued. Being prepared means no final document is issued yet; an issued purchase invoice, verified evidence and approved legal wording are required. Issued versions have a secure Download PDF link for active authorized staff of the buying or selling dealership. Corrected versions remain in history; download the latest issued version. A Bill of Sale is not a payment receipt or permission to collect the unit. RideAuction is the issuing intermediary, not the unit owner. Ownership transfer paperwork stays between dealerships; existing payment and release safeguards still apply. Notifications link to the secure account and contain no document attachment.
• BOS dealer identities come from immutable sale-time evidence, not your current profile. Updating a dealership name or address does not rewrite a sale document. Missing historical identities or a conflicting issued invoice keep preparation blocked. Ask Admin for an evidenced correction; a reviewed successor version preserves the original and its history. Do not create a new dealership account to correct a document.
• If a Bill of Sale fails its integrity check or cannot be read securely, the download is refused. Contact Admin for investigation; do not replace the original or treat an unavailable PDF as proof of payment or release approval. Corrections retain the original history.
• If a document remains unavailable after a service recovery, ask Admin to check its database record and matching private PDF. Do not re-upload a replacement, repeat a purchase or change payment details to recreate it. Recovery does not itself issue a new document or authorize release; use the latest valid issued version when secure access is restored.
• Read the Bill of Sale status on the purchase: Pending preparation means no final PDF yet; Waiting for the purchase invoice needs the issued purchase invoice; Sale evidence needs review or PDF preparation needs attention requires RideAuction investigation. A Bill of Sale that is Being prepared does not offer a download. Document access temporarily disabled means access is intentionally paused, so reloading will not enable it. A temporary status-check failure instead offers Check status again; an expired session offers Sign in again.
• New preparation or issuance may be paused while valid historical PDFs remain available. Issued means the current source and PDF passed verification. Corrected — replaced by a newer version retains the original in history; use the latest valid issued version. Download withheld or Document integrity needs review requires Admin investigation. For a legitimate identity or sale-record correction, contact RideAuction with the recorded error and supporting evidence for an audited correction version; an email or profile edit never rewrites an original. RideAuction does not issue provincial registration or ownership-transfer documents; dealerships handle that paperwork directly.
• Bill of Sale notifications appear in the dealership inbox after valid issuance; email also depends on notification preferences and enabled delivery controls. The Bill of Sale email attaches the issued PDF (the same verified file the download gives you) and lists the reference, both dealerships, the units with VIN or identifier, the agreed price and the sale date; if the file cannot be verified the email says it is not attached and keeps the secure link. Missing email does not prove that the document is missing: check Purchases → the purchase → Wholesale Bill of Sale. Temporary delivery problems retry with a delay; ask Admin to review a persistent failure rather than submitting another purchase or changing payment/release steps. Notices about revoked, superseded or corrupt versions are refused before delivery. Previously received messages cannot be recalled, so always check current availability in your secure account.
• Automatic preparation, new issuance, document access and external notices can be paused separately. Pausing new issuance does not by itself remove authorized access to an existing valid issued PDF. A pending sale or a notification is not proof that a BOS has been issued; review the document history. Missing sale-time identity or issued invoice evidence is never reconstructed from a current profile or estimated taxes.
• Invoice being prepared is not a payment request. Your issued invoice contains its own exact payment deadline and approved instructions. A payment-sent notice does not reduce the balance; the verified receipt recorded by RideAuction does. If payment information cannot be loaded, retry before relying on it.
• The purchase progress strip shows Won → Invoice / Bill of Sale → Payment → Pickup → Done. It updates from recorded events; these are not approval screens. One current next action names who acts. Expand Sale details or Amounts and deductions only when needed. Completion never substitutes for missing BOS, handover or reconciliation evidence.
• After an auction closes, RideAuction prepares and issues your invoices and Bills of Sale; you do not approve or request anything, and you are notified when they are ready. Missing issuer, identity or tax evidence holds only the affected unit, never the rest of the auction. Each issued invoice has its own unique number (RA-year-number) and appears in Purchases and Invoices.
• One invoice can list several units. Open it (or choose Show units on the auction view) to see every unit separately: lot, unit, VIN, price, fees, that unit’s share of each tax and its total. With five units or fewer the units start open; with more they start closed, with a search box (unit, VIN or lot) and Show more, 25 at a time. The totals add the units up; each tax is worked out once on the combined amount and each unit shows its share, so the shares add up to the tax in the totals. Printing or saving as PDF always includes every unit in full, under a file name that carries the invoice number.
• Partly paid means RideAuction has recorded part of the payment for a combined invoice: some of its units are covered and a balance remains. Paid means every unit is covered. Overdue is judged on the invoice’s due date while any unit is still unpaid.
• The payment summary (Purchases → the auction → Open the payment summary) adds up the issued invoices of one auction so you can make one payment: the invoiced total, what is paid, the one amount to pay and the next due date. It is a summary you can print, not a tax invoice; it has no number of its own. Payments are recorded against the invoices it lists, so quote the invoice numbers when you pay.
• Invoices offers paginated purchase and seller-fee lists and downloadable statements. Statements support reconciliation and never replace individual tax invoices. Interrupted invoice processing retries the same work automatically; pay only an issued invoice and do not send another payment because an invoice is still being prepared. Seller proceeds, deductions and payouts remain separate ledger facts.
• You receive one notice per auction for your invoices and one for your Bills of Sale (not one per unit). The invoice notice does not wait for the Bills of Sale. The invoice email attaches each issued invoice as a PDF (up to 10 PDFs, 10 MB per email; any others stay behind the secure link) and lists, in plain text: invoice number, issuer, your dealership, units (lot, unit, VIN), subtotal, fees, each tax, total in Canadian dollars, the due date in Toronto time (48-hour terms for purchase invoices), status and balance, and the payment instructions exactly as printed on the invoice. A PDF is attached only after it passes verification; if it is not attached, the email says so and the secure link opens the invoice. The email shows nothing the invoice itself does not, and Reserve Fee, seller-fee and combined invoices follow the same rule. Check your secure Invoices list, in-app notices and preferences if email is missing. Delivery holds and safe retries apply; provider acceptance does not prove inbox delivery.
• Tax amounts follow the issuer configuration and tax treatment recorded on the issued invoice. RideAuction must confirm applicable treatment with its accountant; this guide does not approve a rate or registration.
• Any resale treatment or exemption must be approved and documented by RideAuction before it is relied on. Do not infer an exemption from this Help article.
• The 48-hour rule: PAYMENT MUST BE RECEIVED IN FULL WITHIN 48 HOURS OF INVOICE ISSUANCE. The 48 hours are consecutive, so weekends and holidays count. The invoice shows the exact deadline as a date and time in Toronto time with the zone (for example Oct 28, 2026, 3:42 PM EDT), in a banner at the top and again beside the total. The clock starts when RideAuction issues the invoice, not when you open the invoice or the email. The rule applies to invoices issued under the updated policy: an invoice issued earlier keeps the payment terms it was issued with and is never rewritten. Seller-fee and Reserve Fee invoices are not on the 48-hour rule.
• Currency and methods: every amount is in Canadian dollars (CAD) only. RideAuction accepts wire transfer, Interac e-Transfer and an approved payment link, as the instructions printed on the invoice say. No payment is taken on this site; Tell us you paid only reports a payment you already made.
• Part payments: you may pay in more than one payment, but a partial payment is not full payment. The whole balance must be received and verified within the 48 hours. The invoice also shows a Payment status “as of” a stated time: the invoice total, the payments received and the remaining balance, in dollars. It changes only when RideAuction records a verified receipt, so a payment you have sent but RideAuction has not recorded is not yet counted.
• What the system enforces: the unit is not released for pickup until the full buyer balance is recorded as received, unless an administrator records a documented payment exception. Overdue labels and reminders go by whole Toronto days, so they can appear up to about a day after the exact deadline; the exact time printed on the invoice is the one to meet.

What do I need to do?

• Check the “Bill to” details and the amounts as soon as the invoice appears.
• Pay the full remaining balance, in CAD, before the exact deadline on the invoice using its instructions, and quote the invoice number; previously recorded receipts reduce what is still due. Do not wait for a reminder.
• If anything is wrong (your dealership’s name, address or province, an amount), contact RideAuction before paying. RideAuction voids the incorrect invoice and issues a corrected one; nothing is changed silently.

What happens next?

When RideAuction records your payment, the invoice shows Paid. Once the retained release safeguards are satisfied, RideAuction authorizes the release: your own staff or transporter collects the unit, or RideAuction delivers it through Live Tracker if you chose RideAuction delivery.