The Complete Auction Catalog Workflow: From Consignment to Hammer

The Full Auction Lifecycle

Running an auction involves dozens of steps between receiving consignments and closing the books. Estimint streamlines the catalog-building portion — from intake to export — so you can focus on marketing and selling.

This guide walks through the complete workflow.

Phase 1: Consignment Intake

Create the Consignor

If this is a new consignor, add them in Consignors with their name, code, email, phone, and any commission rate agreements. Returning consignors are already in your system.

Create an Estimate

Go to Estimates > New Estimate and select the consignor. Give the estimate a name (e.g., "Johnson Estate - Feb 2026") and start adding items.

Document Items with Quick Add

Open Quick Add and select the estimate as your destination. For each item:

1. Take 1 to 5 photos
2. Add optional notes ("signed," "set of 4," "needs repair")
3. Click Add & Next

The AI processes items in the background while you keep photographing. A skilled operator can process hundreds of items per hour — we've personally done 100 items in 20 minutes.

Review AI Output

As items complete processing, review the titles, descriptions, and values. Edit anything that needs correction. The AI handles 80-90% of the work — you handle the exceptions.

Send the Estimate

When all items are processed and reviewed, click Share on the estimate to send it to the consignor. They'll receive an email with a link to view all items, values, and commission calculations.

The consignor can approve, request changes, or decline directly through the link.

Phase 2: Building the Catalog

Receive Approved Items

After the consignor approves, use the Receive Items action on the estimate. This transitions items from "prospective" to "received" status and optionally adds them to a catalog.

Create the Auction Catalog

Go to Catalogs > New Catalog and name it (e.g., "February Fine Art Auction"). Add the auction date, type (live, online, timed, or hybrid), and buyer's premium percentage.

Add Items to the Catalog

Open the catalog and click Add Items. Select from received items in your inventory. Items automatically get sequential lot numbers when added to a draft catalog.

Organize Lots

In draft mode, drag and drop to reorder lots. The lot numbers update automatically. Group related items together — all paintings in one section, all furniture in another.

Add Sub-Lots (Optional)

If you receive additional items from a consignor after the initial catalog is built, you can insert them as sub-lots (e.g., 100A, 100B) rather than renumbering the entire catalog.

Phase 3: Finalize and Export

Lock the Catalog

When the catalog order is finalized, click Lock Catalog. This freezes lot numbers so they won't change if items are added or removed.

After locking:

• New items can only be added as sub-lots
• Items can be withdrawn (lot number is burned, not reused)
• Drag-and-drop reordering is disabled

Print Labels

From the locked catalog, print Avery 5160 labels with QR codes and lot numbers. Apply labels to physical items for tracking on auction day.

Export to Platform

Go to Export, select the catalog and your auction platform (AuctionFlex, Proxibid, LiveAuctioneers, BidWrangler, or generic CSV). Configure field mapping, validate the catalog, and download the CSV.

Upload the CSV to your auction platform and upload images separately (or use bulk image export if you're an Auction Pro user).

Phase 4: Post-Sale

Record Results

After the auction, update sold statuses on items. For items that sold, record the hammer price and platform. For items that didn't sell, they remain in your inventory for the next auction.

Withdraw Unsold Lots

Items that were passed or didn't meet reserve can be withdrawn from the catalog. Their lot numbers are burned, maintaining the catalog's integrity for record-keeping.

Settle with Consignors

Use consignor records and sold prices to calculate commission and prepare settlement statements. All data is in Estimint — no cross-referencing spreadsheets needed.

Time Savings

Here's a rough comparison for a 200-lot auction:

The majority of your remaining time is spent reviewing AI output and making corrections — not writing from scratch.