Auction Monitor¶
Last Updated: February 2026
The Auction Monitor is a Scott Recycling custom module for tracking and managing auction listings across multiple platforms. It handles the full workflow from watching a listing through bid approval, bidding, and recording results. Built-in alerts notify watchers as auctions approach their end time, and vehicle listings get VIN decoding and market valuation tools.
What Auction Monitor Does¶
- Track listings across 8+ auction platforms (eBay, GovDeals, Copart, IAAI, Facebook Marketplace, etc.)
- Categorize items by type (Vehicles, Heavy Equipment, Electronics, Scrap Metal, etc.)
- Bid approval workflow — Submit recommended bids for manager approval before bidding
- Automated alerts — Get notified at 24h, 4h, 1h, and 15min before auction ends
- Vehicle valuation — Decode VINs and look up Kelly Blue Book market values
- Track results — Record wins, losses, and final prices
Navigation¶
Auction Monitor
├── Listings (all auction listings — kanban/list/calendar)
└── Configuration (managers only)
├── Platforms (auction sites)
├── Categories (item classifications)
├── Alert Rules (notification timing)
├── Alert Log (history of sent alerts)
└── Settings (API keys, SMS config)
Listings¶
Listings are the core records — each one represents a single item on an auction platform.
Listing States¶
| State | Color | Meaning |
|---|---|---|
| Watching | Blue | Monitoring the listing, no bid submitted |
| Pending Approval | Yellow | Bid recommendation submitted, awaiting manager review |
| Bidding | Yellow | Manager approved, actively bidding |
| Won | Green | Auction won |
| Lost | Red | Outbid or lost |
| Expired | Red | Auction ended without recording a result |
| Passed | Gray | Intentionally skipped |
Creating a Listing¶
- Go to Auction Monitor > Listings
- Click New
- Fill in the key fields:
| Field | Description | Example |
|---|---|---|
| Name | Item description | "2019 Ford F-150 XLT 4x4" |
| Platform | Which auction site | GovDeals |
| Category | Item type | Vehicles > Trucks |
| External ID | Lot/item number on the platform | "LOT-28451" |
| URL | Direct link to the listing | https://govdeals.com/... |
| Location | Where the item is located | "Knoxville, TN" |
| Auction End | When the auction closes (required) | 03/15/2026 2:00 PM |
- Add pricing info:
| Field | Description |
|---|---|
| Starting Price | Opening bid amount |
| Current Price | Current highest bid (update as bidding progresses) |
| Buyer Premium % | Platform's buyer premium (default: 10%) |
| Estimated Total | Auto-calculated: current price + buyer premium |
- Assign people:
| Field | Description |
|---|---|
| Assigned To | Person responsible for this listing |
| Watchers | Users who should receive alerts |
- Click Save
Bid Approval Workflow¶
Watching → [Submit for Approval] → Pending Approval → [Approve] → Bidding → [Won/Lost]
[Reject] → Watching
Submitting for Approval¶
- Set the Recommended Max Bid on the listing (your suggested maximum)
- Click Submit for Approval
- All managers receive an email notification and an activity to review
- The listing moves to Pending Approval
Approving or Rejecting (Managers)¶
- Open the listing (or find the activity in your inbox)
- Review the recommended bid and market data
- Optionally set Our Max Bid (the approved limit — if left blank, it defaults to the recommended amount)
- Click Approve Bid or Reject
- Approve: Listing moves to Bidding, approval is logged with your name and timestamp
- Reject: Listing returns to Watching, recommended bid resets to zero
Recording Results¶
Once bidding ends:
- Click Won — Enter the final price and result notes
- Click Lost — Add notes about why (outbid, etc.)
- Click Pass — If you decided not to bid
Vehicle Features¶
When a listing is categorized under Vehicles (or any subcategory), a Vehicle Details tab appears.
VIN Decode¶
- Enter the VIN (17 characters)
- Click Decode VIN
- Odoo calls the NHTSA API to auto-fill: Year, Make, Model, Trim
Market Valuation (KBB)¶
- After VIN decode (or manually enter year/make/model)
- Click Look Up on KBB
- Odoo fetches market value estimates from Kelly Blue Book
- Fields populated: Market Value Low, Average, and High
- The Value vs. Bid field shows the difference between market value and estimated total:
- Green = market value exceeds your bid (good deal)
- Red = you'd be paying over market value
Vehicle Fields¶
| Field | Description |
|---|---|
| VIN | Vehicle Identification Number |
| Year / Make / Model / Trim | Vehicle details (auto-filled from VIN decode) |
| Mileage | Odometer reading |
| Condition | Excellent, Good, Fair, or Poor |
| Valuation Source | Where the valuation came from (e.g., "KBB") |
| Valuation Date | When the valuation was obtained |
Automated Alerts¶
The system automatically sends notifications as auctions approach their end time.
Default Alert Rules¶
| Rule | When | How |
|---|---|---|
| 24 Hours Before | 24 hours before auction end | Chatter message + email to watchers |
| 4 Hours Before | 4 hours before auction end | Chatter message + email to watchers |
| 1 Hour Before | 1 hour before auction end | Chatter message + email to watchers |
| 15 Minutes Before | 15 minutes before auction end | Chatter message + email to watchers |
Alerts are sent to the Assigned User and all Watchers on the listing. Each alert is logged in the Alert Log for audit purposes.
Alert Timing
The alert cron job runs every 30 minutes. Alerts may arrive slightly before the configured time window, but never after.
Auto-Expiration¶
A daily cron job marks any listing in Watching, Pending Approval, or Bidding state as Expired if the auction end time has passed.
Platforms¶
Pre-configured auction platforms:
| Platform | Type | Website |
|---|---|---|
| eBay | API | ebay.com |
| GovDeals | Manual | govdeals.com |
| Copart | Manual | copart.com |
| IAAI | Manual | iaai.com |
| Facebook Marketplace | Manual | facebook.com/marketplace |
| Ritchie Bros | Manual | rbauction.com |
| PublicSurplus | publicsurplus.com | |
| AuctionZip | Manual | auctionzip.com |
Managers can add new platforms from Configuration > Platforms.
Categories¶
Items are organized in a hierarchy:
| Category | Subcategories |
|---|---|
| Vehicles | Cars, Trucks, Fleet Vehicles |
| Heavy Equipment | Loaders, Excavators, Forklifts |
| Electronics / E-Waste | — |
| Scrap Metal | — |
| Industrial Equipment | — |
| Office Equipment | — |
| Other | — |
Managers can add/edit categories from Configuration > Categories.
Views¶
| View | Best For |
|---|---|
| Kanban | Visual workflow — cards grouped by state with pricing and countdown |
| List | Sorting and comparing — see all listings with value-vs-bid coloring |
| Calendar | Timeline — see auction end dates on a monthly calendar |
| Form | Full details — pricing, vehicle info, notes, chatter |
Tips¶
Add Yourself as a Watcher
Make sure you're in the Watchers list on any listing you care about. That's what triggers the automated alerts.
Use the Value vs. Bid Field
For vehicle listings, always decode the VIN and look up KBB before submitting for approval. The value-vs-bid number gives managers quick data to make approval decisions.
Update Current Price Before Auction Ends
The current price doesn't auto-update from the auction platform. Check the listing URL and update the price manually as the auction progresses.
Use the Calendar View for Planning
Switch to calendar view to see which auctions are ending soon. This helps you prioritize which listings need attention today.
Security¶
| Group | Access |
|---|---|
| Auction User | View all listings, create/edit listings, submit for approval. Cannot delete listings or manage configuration. |
| Auction Manager | Full access including bid approval/rejection, set Our Max Bid, manage platforms/categories/alert rules/settings. |