Buying Equipment at Auction: What Every Bidder Needs to Know

Whether you're new to online auctions or an old hand, sometimes a little clarity is needed. From the intricacies of bidding strategy to the nitty-gritty of post-auction details, we've put together this comprehensive guide to address all your queries. By providing clear answers to common questions, we aim to make your bidding experience smoother and more enjoyable.

• Registration, Profile Settings, & Notifications
• Understanding Online Auctions
• Bidding Mechanics & Strategy
• Auction Costs, Taxes, & Payments
• Pickup, Shipping, & Removal
• Inspections, Condition, & Risk
• Buyer Experience & Trust

Registration, Profile Settings, & Notifications

How do I register in an online equipment auction?

To bid with Grafe Auction, you first need to create a free account, verify your contact information, and register for the auction event you’re interested in. Once registered, you can place bids and track lots online in real time.

To create an account, simply visit the account registration page or click the person icon in the top right corner of the page. If you are on your mobile device, the person icon is at the bottom of the page.

Learn more: How to Create an Account With Grafe Auction

I created a new account, and it was declined. Why?

Our system automatically flags new accounts when the phone number, email, or address matches an existing suspended account. This is a security measure, not a permanent block. Contact us, and we'll review the situation. In many cases, we can get you back up and running quickly.

How do I make changes to my profile?

Once you log into your account, click the person icon in the upper right section of the screen (on desktop), or the bottom right of the screen (on mobile), and select “Profile”.

From there, you can:

• Upload an avatar/image
• Change your name, company name, email address, and contact information
• Change your password

Then select “Update Profile” in the top right corner of the screen to save your changes.

Note: You will have to verify your address, email, and phone number if you make changes to this section.

How do I verify my account information?

Email verification:

• When you created your account, you were sent an email with a link to click to verify your email address.
• If you haven't previously confirmed your email address, you can request a new confirmation email through your profile settings.
• If you do not see the email confirmation, you may find the Where's My Email Confirmation page helpful.

Phone number verification:

• Visit your profile and click the 'verify phone number' button (located in the upper right corner of your profile).
• You will be asked to provide the 6-digit code via a phone call from our automated service or a text message.

Identity verification:

• You will be asked to upload a photo of your government-issued photo ID and a selfie through our secure partner, Stripe.
• Stripe asks for your consent before collecting and using your biometric information. They'll only use your verification data in accordance with the permissions you grant before starting the verification process, and based on their Privacy Policy.

Learn more: How to Verify Your Account

What does "Verify phone" mean? Do I need to call you?

No phone call is required for verification. "Verify phone" means confirming your phone number via SMS code. This confirms you have access to the phone number on file.

Follow these steps to verify your phone:

1. Add your phone number to your profile
2. Click the "Verify phone" button in the bottom right corner
3. Enter the code texted to your phone

I completed ID verification, but still can't bid. Why?

ID verification (submitting photos of your license and a selfie) is just one of four required registration steps.

You also need to:

1. Verify your email address
2. Complete your profile with phone number and full mailing address
3. Verify your phone number by clicking the "Verify phone" button and entering the SMS code

Check your account dashboard to see which steps are still pending. All steps must be completed before you can place bids.

How do I set up notifications?

Once you register for a bidding account, navigate to the “Notifications” tab. From there, you can select the frequency and type of notifications you would like to receive.

Types of notifications include:

• Outbid Notifications
• Event Reminders
• In-Ring Reminders
• Won Item Notifications

How do I get notified about items selling?

You will need to select “Watch this item” from the auction event page for the specific item you are interested in bidding on in order to receive updates, such as in-ring reminders. An in-ring reminder will allow you to determine how long before an item you are watching enters the bidding ring and send you a notification based on your preferences.

For example, if you have specified “5 Items” and are watching Lot 15 in an event, you will receive a notification just after Lot 10 has sold.

Why do I get outbid notifications after the item is already sold?

In competitive auctions, the final minutes often see rapid bidding activity. By the time an outbid notification reaches you, and you click through, the auction may have already closed. This isn't a delay in our system. It's the nature of real-time auction competition.

The solution: Use max bidding. Set the highest amount you're willing to pay upfront, and the system automatically bids on your behalf up to that limit. You don't need to be watching at the exact moment the auction closes. Max bidding competes for you.

Why am I not receiving text notifications?

If you are not receiving text notifications:

1. Verify that you have a number listed in the “Mobile Phone” section of your profile.
2. If there isn't a phone number listed, the system will not be able to send you texts.

Why am I not receiving emails from Grafe Auction?

If you are not receiving password resets, invoices, or email notifications, there are a few things that may cause this:

1. You previously reported our emails as spam. This blocks all email delivery on our end, including password resets and invoices. Contact us, and we can update your settings to restore transactional email delivery.
2. Your email provider is filtering us. Check your spam or junk folder. If you find our emails there, mark them as "not spam" or add info@grafeauction.com as a safe sender.
3. Your email address is wrong in our system. Contact us, and we'll verify what's on file.

If you're still not receiving emails after checking these, give us a call, and we'll help troubleshoot from our end.

How do I find out about upcoming auctions or specific items?

There are two ways to stay in the loop:

1. Sign up for our mailing list: Add your email to our mailing list to get a Monday morning email that contains the next two weeks of auctions.
2. Set up keyword notifications: Create an account, go to your notification settings, and add keywords for specific items or categories (e.g., "refrigerator, freezer"). You'll then get an alert whenever new items matching those keywords are added to an auction catalog.

You can also browse current auctions anytime at grafeauction.com.

I’m having trouble with the Grafe Auction website. Can you help?

Yes. Please contact us right away to provide details about the issue you're experiencing. Our technical team will look into it and get back to you as soon as we can.

Understanding Online Auctions

How does an online auction work?

Our online auctions have many similarities to in-person auctions:

• Items enter the ring on a lot-by-lot basis, starting at lot one, and cycling through until all lots have been sold.
• Live bids are placed on each lot, and bidders can increase their bid once their item has entered the ring.

How online auctions differ from in-person auctions:

• You can look at the auction event page in advance of the auction’s closing date and place bids. However, you are still able to be out-bid when the auction starts closing.
• Buyers can set a “maximum bid” in advance of the auction so that they don’t have to keep as close an eye on their watched items.

Learn more: 5 Things to Expect at Your First Online Auction

Where are the items located?

This varies by event. Each auction event page will list the address of the business where the items are located, and more information on where they are located, if necessary. The equipment location is also listed in the “Removal, Shipping Information and Special Terms” document available on the auction event page.

How do I find specific types of equipment?

Use the auction filtering tools on our platform to search by category, location, or specific auction. Your account dashboard also helps track auctions you're interested in.

What does "as is, where is" mean?

This is standard auction terminology, meaning items are sold in their current condition and location. Buyers should inspect items when possible before bidding. We provide descriptions, but it's on you to verify the condition before you bid.

What does “event begins closing” mean?

“Event Begins Closing” means the first lot item enters the ring at that designated time. Once the timer reaches zero, the bidding for that item will close, deeming it sold, and the next item will enter the ring. This continues until all items have gone through the ring.

When do online auctions end?

Online auctions end once all lot items have gone through the ring. We sell in numerical order at an average pace of 75 lots per hour. For example, if you are interested in lot 300, it will be approximately 4 hours before we get to the item.

Why did similar items all sell for the same price?

When an auction has multiple units of the same equipment, they often sell at similar prices. This is normal market behavior. The same group of buyers is competing on each lot, and buyers who miss one lot typically bid more aggressively on the next. The result is prices that converge around what the market is willing to pay for that item at that time.

Someone else used my account to place bids. Am I still responsible?

Yes. Per our User Agreement (Section 7), you are solely responsible for all activity under your account, including bids placed by others using your login credentials. If someone uses your login to bid, those bids are considered yours. We recommend keeping your login information secure and never sharing your password with anyone. If you believe your account has been compromised by an unknown party, contact us immediately.

What happens to items that don't sell?

Items that don’t sell are disposed of either through resale or recycling.

Where can I learn more about how auctions work?

Our Bidder Guide is a comprehensive resource for understanding auction processes, platform features, and best practices for bidding.

Bidding Mechanics & Strategy

Do I need to be a company or have a representative to bid?

No. Anyone can register and bid on our auctions. Individuals, businesses, resellers, contractors, and nonprofits all participate. Just create a free account, and you're ready to browse and bid.

First-time bidder? We recommend checking out these 10 tips for online auction success.

Why can’t I bid?

There are a few reasons why you may be unable to bid. These include:

• An incomplete profile: See How do I make changes to my profile?
• An unverified account: See How do I verify my account information?
• Unpaid invoices: See How long do I have to pay after winning an auction, and what happens if I’m late?

Learn more: Why Can’t I Bid?

What is max bidding (auto-bid) and how does it work?

Max bidding is a powerful feature that allows you to set the highest amount you're willing to pay for an auction item and automatically bids on your behalf—only up to that amount. This helps you secure items without constantly monitoring the auction.

Once set, our system incrementally bids on the item up to your maximum amount, while keeping your maximum confidential from other bidders. The auto-bid system will only bid as much as needed to stay in the lead. If someone outbids you, you'll receive a notification immediately (be sure to check your notification settings to confirm this feature is selected).

Learn more: Understanding Max Bidding: A Complete Guide

How do I change my maximum bid?

To change your maximum bid, first go to the item that you currently have a maximum bid on. Next, select the “or enter maximum bid” option below the orange “Bid Now” button. You will then see an option appear that says “Retract your max bid.” Select that option to remove your current max bid, and you will be able to enter a new maximum bid on the item.

How do bid extensions work?

Lots close sequentially. If a bid is placed near the scheduled close time, the closing clock extends to allow fair competition. This prevents last-second bidding and gives all bidders a chance to respond.

For example, if the event begins closing at 10:00 am, Lot 1 will be up for bidding. If that item receives an active bid within 20 seconds while it is closing, the timer will reset to 20 seconds and keep resetting every time a bid is placed.

How do I see items I’ve bid on?

From your bidding account, you can see items you bid on by visiting your dashboard and navigating to the “Items I’ve Bid On” tab.

How do I see my watched items?

From your bidding account, you can see items or lots you are watching by visiting your dashboard and navigating to the “Watched Items” tab.

How do I retract a bid after placing it?

To retract a bid, go to the lot you want to retract your bid from. A quick way to get to the lot is by going to the “Filter By” option above the first lot in the sale and select “My Bids.” This will show you every lot you’ve bid on in the event.

• Once at the lot you want to retract your bid from, click the “Retract your bid” option below the orange “Bid Now” button.
• You are allowed 12 retractions per event. Once you’ve passed that limit, when you click the “Retract your bid” option, you will be asked to submit a reason for your retraction. Our team will need to review and approve before the bid can be retracted.
• If you have a max bid placed but have decided you only want the item at your current high bid, select the “or enter maximum bid” option below the orange “Bid Now” button.
• You will then see an option appear that says “Retract your max bid.” Select that option to remove your current max bid.
• This will only remove your maximum bid but will retain your current high bid on the item.

Can I cancel my bid after the auction closes?

No. Once a lot closes, that's a binding sale (UCC § 2-328). Bid retraction is only allowed while the auction is still open. Once the lot is declared sold, the winning bid is final and cannot be withdrawn. This is standard across the auction industry. If you have concerns about a completed purchase, please contact us to discuss your options.

I won multiple items, but only wanted one. Can I reject some of my winnings?

No. Each lot is an independent auction, and each winning bid creates its own binding contract. There's no way to decline or reject individual wins after the auction closes. If you're bidding on multiple similar items and only need one, keep track of your active bids and retract the ones you don't need before the auction ends. You can retract a bid through the website or by calling us while the auction is still open.

Tip: If you're watching several lots and your budget only covers one, use max bidding on your top choice first. Only bid on backup lots if you're prepared to pay for all of them.

Auction Costs, Taxes, & Payments

Are sales taxes always charged?

Every auction sale is subject to state and local sales tax unless otherwise noted. If you have a tax exemption certificate from your state, see below.

Learn more: Sales Tax and Tax Exemption at Grafe Auction: A Guide

How do I claim a tax exemption?

Buyers are responsible for ensuring their tax-exempt documentation is submitted and approved in advance. Email your state tax exemption certificate to info@grafeauction.com. We'll charge sales tax unless you send us a valid certificate before invoicing.

Why is the sales tax rate higher (or lower) than what I expected?

Sales tax is based on the auction's location, not where you're bidding from. For example, if you're in Michigan (6%) bidding on an auction in Illinois (10.25%), you'll see the Illinois tax rate. Each auction page lists the applicable tax rate at the top. If your business qualifies for a tax exemption, see above.

How does a buyer’s premium work?

A buyer’s premium is an additional percentage added to the winning bid price. Your total cost includes the hammer price, buyer’s premium, and all applicable state and local taxes. The buyer’s premium rate is listed in each auction’s terms.

What fees should I expect?

Most auctions include a buyer's premium (a percentage added to your winning bid) and applicable sales tax. Some auctions also have load-out fees for on-site removal assistance. All fees are listed in the auction terms at the top of each event page. If anything seems unclear, contact us before you bid.

Are there any hidden fees?

No. All auction-related fees are disclosed upfront in the auction terms. Buyers should budget separately for removal, rigging, freight, and any other third-party services, which are not included in the purchase price.

What is the load-out fee?

Some auctions have an individual load-out fee for onsite removal assistance. This is charged by the onsite removal team, who are independent contractors—not Grafe Auction employees. The fee and contact information for the onsite team are listed at the top of the auction page under "Removal, Shipping, and Special Terms" and at the bottom of your invoice.

If you're sending a driver or third party to pick up, make sure they know about any on-site fees before they arrive. You can always log in and review your invoice or the auction page for the full terms, or call us at 800-328-5920.

How do I pay my online auction invoice?

At the conclusion of the auction, we will email you an invoice. The invoice will include a link to make payment through our secure gateway. 

Once you pay the invoice, we will email you a paid receipt. You will need to present this invoice to remove any of your purchases.

What payment methods does Grafe Auction accept for winning bids?

We accept credit cards (Visa or MasterCard) and ACH bank transfers through our secure payment gateway. Wire transfer is an option for large purchases (just give us a call to set it up). On-site cash payments are not accepted.

Important: ACH payments take up to 4 business days to clear. Items will not be released for removal until the ACH payment has settled. For immediate removal access after the auction, credit card payment is recommended.

Is it safe to enter payment information on Grafe Auction’s website?

Yes. Grafe Auction uses secure payment processing and industry-standard safeguards to protect bidder information. Payments may be flagged for review to prevent fraud, which helps protect both buyers and sellers.

How long do I have to pay after winning an auction, and what happens if I’m late?

You must pay your invoice by 12 pm the day after the auction closes. Failure to do so may result in the forfeiture of your purchases and their resale to other customers. Repeated missed payments may also lead to your bidding account being suspended.

Can I pay with multiple credit cards or ACH payments?

Yes. When you are making a payment, you are able to adjust the amount you are paying toward your invoice. You can then choose the amount you want to pay with each card or ACH payment.

What does it mean if my payment is flagged for review?

This means your payment has been flagged for a manual review by our team. You do not need to attempt payment again, as it has already been approved by your card provider. Once our team reviews the payment, they will process it, and you will receive an email with your paid-in-full invoice. If there is an issue with your payment, our team will reach out to you directly.

My account was suspended. What happened?

Accounts are typically suspended due to non-payment for won items. Payment is due by noon the day after the auction. If payment has not been received by the third day, the system automatically disables the bidder's account. Contact us to resolve any outstanding balance and restore your account access.

If your account is suspended but your invoice shows a $0 balance (for example, after a refund or seller-retained items), the suspension may not have been automatically lifted. Contact us, and we'll restore your account right away.

Pickup, Shipping, & Removal

How do I find removal information?

Removal information is listed in the “Removal, Shipping Information and Special Terms” document available at the top of the auction event page. It will also be listed at the bottom of your invoice, which you will receive by email once the sale is complete.

How do I schedule my removal appointment?

To schedule a removal appointment, there are a few options:

1. When we email your invoice at the end of the sale, click on the “View and pay invoice” button in the email, and it will take you to a digital copy of your invoice.
2. In the top right corner of that page, you will see a menu option that says “Removal Appointments.” You can schedule your appointment from there.
3. If you are logged into our website, hover your mouse over the person icon in the top right corner to pull up the menu. On mobile, click the three horizontal lines in the top right corner to open the menu. From there, select the option that says “Removal appointments.”
4. If you are on your profile page or dashboard, “Removal Appointments” will be an option along the secondary light grey menu bar.

Note: You are not able to schedule a removal appointment until you have an active invoice for that event. Once you have won your first item, an invoice is created for you, and you can use the second or third option to make your appointment early. Otherwise, you can use any of the options once the sale ends and you’ve been emailed your invoice.

How long do I have to remove my items?

You will have several days following the close of the auction to remove your equipment. The actual number of days varies based on the type of auction.

For example, you will have:

• 2-3 days for most restaurant auctions
• 5-7 days for most supermarket and grocery store auctions
• 7-10 days for most industrial auctions

Removal timeline is noted in the “Removal, Shipping Information and Special Terms” document at the top of the auction event page. This timeline will detail the dates and hours during which you can schedule your removal appointment.

What happens if I miss my pickup window? What happens to items that aren't picked up?

Pickup deadlines are firm. Buyers must schedule and complete removal within the stated timeframe. Items not removed by the conclusion of the stated removal timeline will be considered abandoned and resold or disposed of at the seller’s discretion. You may also get charged a disposal fee.

Do buyers typically need licensed trades to disconnect restaurant or refrigeration equipment?

In many cases, yes. Equipment connected to gas, hardwired electrical, plumbing, or refrigeration systems often requires licensed professionals to disconnect safely and legally. Buyers are responsible for confirming requirements and arranging qualified trades as needed. Removal instructions are always listed in the auction terms.

Is there someone to help load my items?

No. Once the item closes, transfer of ownership occurs, and the item becomes the sole responsibility of the buyer, even though the item may not have been paid for yet.

We recommend that you bring a second person with you to remove your property. There is a third-party contractor (who is not an employee of Grafe Auction) at each auction removal that can be hired to assist with loading items. Their information can be found by clicking “Removal, Shipping, and Special Terms” at the top of an auction event’s page.

Can someone else pick up my items for me?

Yes. If you can't pick up your items personally, you can authorize someone else to do it on your behalf.

The person picking up must bring:

1. Written authorization from you stating they're picking up your items (a simple note or email works)
2. A copy of your ID (photo or photocopy)
3. Their own ID

This allows our removal team to verify the authorization and release your items. If you're picking up items for multiple bidders (e.g., a spouse or business partner), bring authorization and ID copies for each account.

What should I bring to an auction pickup?

We recommend you bring proper vehicles, tools, labor, and documentation. Some items require licensed trades or professional rigging. Always review removal requirements before arriving.

Learn more: Post-Auction Success: Managing and Transporting Your New Assets

Does Grafe Auction offer shipping?

Shipping and/or preparation of items for shipment is not automatically available for purchases. If you would like your purchases shipped and/or prepared for shipment, it is your responsibility to do so and complete them within the removal timeline.

You may be able to hire the on-site removal contact (who is a third party and not an employee of Grafe) to do so for you. However, this is not guaranteed and is solely at their discretion. We recommend that you arrange shipping and/or preparation of items for the shipment before bidding.

If you require trucking, we recommend Andy Ronemus with Unishippers or Bryan Barnes with MyFreightWorld, who frequently provide trucking services at our auctions.

What happens if a seller doesn't deliver my item?

If a seller fails or refuses to deliver an item after you've paid in full, Grafe Auction will either work with the seller to arrange delivery (cure) or provide a full refund of your purchase price, buyer's premium, and taxes (rescind). Contact us right away if you encounter this situation.

What should buyers budget for rigging, removal, and freight?

Costs vary by equipment size, weight, and site access. Buyers should obtain quotes from licensed riggers or carriers before bidding to avoid surprises.

Inspections, Condition, & Risk

Are auction items sold “as-is,” and is there any return policy?

Yes. All items are sold “as-is, where-is” with no warranties or returns. Buyers are responsible for reviewing descriptions, photos, and inspection opportunities before bidding.

How do inspections or previews work before bidding?

When available, inspection dates and times are listed on the auction event page. Previews allow buyers to assess condition in person and are strongly encouraged for higher-value equipment.

How do I evaluate equipment condition if I can’t inspect in person?

Review photos carefully, read descriptions closely, and note whether items are listed as tested, untested, or removed from service. Buyers should price risk accordingly when bidding on untested equipment.

I bought a computer/laptop, and it's locked to an organization. What can I do?

Corporate electronics (e.g., Dell, HP, Lenovo, etc.) sold in liquidation and bankruptcy auctions often have organization enrollment locks from the previous owner's IT management system (e.g., Microsoft Autopilot, Intune, or similar). This means the device was managed by the company's IT department and still needs to be released from their admin portal before it can be used.

All items at auction are sold “as-is,” and lot descriptions don't guarantee that electronics will be unlocked, wiped, or functional. If you're bidding on corporate electronics, keep in mind that organization locks are common and should factor into your bidding decisions.

That said, here are your options:

1. Contact the device manufacturer (e.g., Dell support) with your auction invoice as proof of purchase. They can sometimes remove the enrollment lock on their end.
2. Contact us to let us know. In some cases, we can reach out to the seller to request that they release the device from their management portal, though this isn't always possible (especially in bankruptcy liquidations where the original company may no longer be in operation).

What should I inspect when buying used restaurant or grocery equipment at auction?

Key factors to inspect include condition, completeness, power requirements, refrigerant type, and whether components are sold individually or as a system. Review lot descriptions carefully and inspect in person when possible. Items listed as untested should be bid accordingly, factoring in potential repairs or servicing.

Why are coolers and compressors sold as separate lots?

Commercial refrigeration in grocery and supermarket settings uses remote rack systems. The display cases don't have built-in compressors. Instead, a centralized compressor rack (typically on the roof or in a machine room) pumps refrigerant to all cases through shared piping. Since these are separate systems with different buyer pools, we lot them individually to maximize value for our sellers.

What should I know about NSF compliance and EPA refrigerant rules when buying used foodservice equipment?

NSF certification may be required by local health departments. Buyers should confirm whether the equipment retains its NSF label and meets current code requirements before installation.EPA regulations govern refrigerant handling, recovery, and reuse. Buyers may need licensed technicians for removal and reinstallation. Compliance costs should be included in total budget planning.

What should I inspect when buying a used forklift at auction?

Buyers should check operating hours, mast condition, hydraulic leaks, tires, and power source (battery condition or propane system). Photos and inspection opportunities help identify wear, but buyers should budget for maintenance based on age and usage.

How do I evaluate used pallet racking and shelving for safety and completeness?

Review lot descriptions to confirm quantities of uprights, beams, braces, and hardware. Check photos for damage, rust, or bent components. Buyers should ensure racking meets local safety codes before reuse.

How do I verify power requirements for industrial equipment from auction listings?

Power requirements are typically listed in the item description or visible on equipment nameplates in photos. Buyers should confirm voltage, phase, and amperage compatibility with their facility before bidding.

Buyer Experience & Trust

How long has Grafe Auction been in business?

Grafe Auction was established in 1959. That's over 65 years of serving commercial and industrial equipment buyers!

Is Grafe Auction legit for buyers, and what do reviews say?

Yes. Grafe Auction is a professional, full-service commercial auction company with decades of experience. Buyers consistently cite clear communication, accurate listings, and organized pickups.

Learn more: Read our buyer reviews on Google

How transparent are item descriptions and photos according to buyers?

Buyers consistently report that Grafe Auction provides clear descriptions, multiple photos, and upfront condition notes such as “tested,” “untested,” or “removed from service.” While items are sold as-is, transparency helps buyers assess risk and bid confidently.

I noticed an error in a listing. What should I do?

If you notice a wrong description, duplicate lot, or other perceived inaccuracy, please let us know! Use our contact form or email info@grafeauction.com with the auction name and lot numbers. We'll investigate and correct the issue, if necessary. Accurate listings matter to us, and we appreciate bidders who take the time to flag these.

How does Grafe Auction compare to other auction companies?

Grafe Auction stands out for its full-service approach, strong Midwest presence, and deep experience in grocery, foodservice, and commercial equipment. Unlike platform-only marketplaces, Grafe manages auctions end to end—including onsite coordination, compliance, and structured removals—which many buyers prefer for complex assets.

How does Grafe Auction handle buyer issues or disputes?

Issues are handled promptly and professionally. Buyers should contact Grafe Auction directly with questions or concerns—our team works to resolve issues efficiently and transparently.

Thank you for taking the time to go through our buyer FAQs. We hope these answers have clarified any uncertainties you may have had about our auction process. Whether you're starting out or just need a quick refresher, we're always here to support you every step of the way. If your question hasn’t been addressed, please don't hesitate to reach out to our dedicated team. Happy bidding!