Migrating an entire auction business to a new platform isn't just a technical challenge – it's an operational transformation that touches every part of the business.
The Situation
The auction house was using multiple disconnected systems:
- One platform for cataloguing
- Another for photography and image management
- Separate tools for invoicing
- Manual processes for shipping coordination
- Spreadsheets everywhere
They needed everything in one place, and Auctionet looked promising. But implementation? That was going to be the real challenge.
Why This Project Mattered
This wasn't just about changing software. They had international teams, complex compliance requirements, and payment processes that spanned multiple countries. Get the migration wrong, and the business could lose months of momentum.
The Implementation Approach
1. Full Operational Takeover
Instead of trying to train existing staff on a new system while they were still running live auctions, I took over the entire Auctionet implementation:
- Cataloguing: created standardized processes for item descriptions and categorization
- Photography: established workflows for consistent, high-quality product images
- Inventory management: set up proper tracking from acquisition to sale
- Shipping coordination: integrated international shipping with customs requirements
2. Team Coordination Across Time Zones
The team was spread across the UK and Vietnam, which meant:
- Creating documentation that worked across language barriers
- Establishing communication protocols for different time zones
- Setting up approval workflows that didn't bottleneck on any single person
3. Compliance and Payments
International auctions mean international regulations. I handled:
- VAT compliance for different countries
- Payment processing integration
- Customs documentation automation
- Fraud prevention protocols
The Numbers That Mattered
First month results:
- 1,000+ items successfully listed and categorized
- £12,000 generated in sales from the new platform
- Zero payment failures or compliance issues
- Seamless coordination between UK and Vietnam teams
What Made This Work
Standardized Processes
Instead of trying to accommodate everyone's preferred way of working, I created one clear process that everyone followed. This eliminated confusion and ensured consistency.
Documenting Everything
When you're working across time zones and languages, assumptions kill projects. I documented every workflow, every approval process, every edge case we encountered.
Gradual Handover
Rather than training everyone at once, I gradually handed over different parts of the process as the team became comfortable with each component.
The Technical Side
Platforms integrated:
- Auctionet as the core auction management system
- Cloud storage for high-resolution photography
- Payment processors for international transactions
- Shipping APIs for automated customs forms
Key automations:
- Automatic invoice generation after sales
- Shipping label creation with customs documentation
- Payment reconciliation across multiple currencies
- Inventory status updates in real-time
Lessons Learned
Process beats technology every time. The platform was only as good as the workflows we built around it. Spending time upfront creating clear, documented processes saved weeks of confusion later.
International coordination requires over-communication. What feels like too much documentation and too many check-ins is actually just enough when you're working across time zones.
Gradual migration reduces risk. Instead of switching everything at once, we migrated one auction at a time. This let us catch and fix issues without shutting down the entire business.
Aftermath
The auction house now runs entirely on Auctionet, with standardized processes that work consistently across all their locations. They can onboard new team members quickly because everything is documented, and they haven't had a single compliance issue since the migration.
Most importantly, they can focus on what they do best – curating and selling interesting items – instead of fighting with technology.
Planning a platform migration? Let’s discuss your requirements.