Supply Pipeline

The Supply group is where your team manages stock before it goes on sale. A lead is a person or business who might consign items to you. A lead's pieces are logged as items, which move through stages such as received, valued and catalogued. When an item is ready, you start a listing draft from it and submit it for approval; once approved it is managed as a normal listing. The Supply Workstack pulls all of this together into one list of what needs doing next.

Before you start

• Supply is a plan feature. If it is not on your plan, the Supply screens explain that instead of showing data. Ask your account owner to add it, or contact Hammerd support. Valuation features are licensed separately.
• Permissions. You need the supply operations permission, which the Admin role has. Anyone without it will not see the Supply screens described here. See Team members and roles.
• Submission rules. Your account may require a valuation (guide pricing) or at least one photo before an item can be submitted for approval. These rules are set by Hammerd support, not in the admin panel, and are shown on the Supply Scorecard under What must be complete to submit.

How a lead becomes a listing

1. A lead arrives, either from the public "Sell with us" form on your storefront or because a team member adds it with New lead.
2. You contact the lead, log tasks, and move it from New to Contacted.
3. You log the pieces they want to consign as items, either when creating the lead or later with Create item.
4. Each item moves through its stages: Expected, Received, Valuation, Approved, Catalogued.
5. From Valuation onwards, you use Start listing draft to create a linked listing in draft.
6. When the item is Catalogued and the listing meets every requirement, you use Submit for approval.
7. A reviewer approves the listing (or requests changes) in the usual listing approval flow. See Listings and collections.
8. Once approved or live, the item is managed as a listing, and later stages (Live, Sold, Paid, or Lost) track what happened to it.

Supply Workstack

Supply → Supply Workstack is the starting point. It shows:

• What to review first: headline counts such as the triage backlog and items in submission or approval.
• Needs attention: queues that need action before routine work, such as the listing draft backlog, items blocked for submission, items with changes requested, and items pending approval. Click Review to open the matching queue.
• My work: tasks assigned to you, with Overdue, Due today, Open total and Done this week counts and a table of your open tasks.
• Item workflow queues: a tile for each step of the submission workflow (Draft / handoff, Blocked, Ready to send for review, In review, Changes to fix, Approved or live). Click a tile to open Supply Items filtered to that step.

The header has Leads, Scorecard and Refresh. Opening a Supply "Overview" link elsewhere in the admin panel also brings you here.

Supply Leads

Supply → Supply Leads is the lead pipeline. Each row shows the Lead with their contact details, Owner, stage, Expected items (the forecast entered on the lead), Items logged, Last Contact, Converted (set when the first item is logged) and Updated. If seller agreements are part of your plan and you can view them, an Agreement column shows the lead's agreement status.

Filters include Source (for example Sell with us for public enquiries), CRM (My leads, Unassigned, Overdue task, Due today) and stage.

Adding a lead

1. Click New lead.
2. Enter the Lead name, and optionally Email (optional), Phone (optional) and Lead notes (optional).
3. Under Items to consign, log at least one item with a title, Category, Description and Condition summary. You can add Photos & videos (optional): images up to 20 MB and videos up to 100 MB, up to 10 files per item. Use Add another item for more.
4. Submit. The lead is created at New, assigned to you, and its items are created at Expected.

Working a lead

Click a row to edit the lead, or use the row menu:

• Edit lead: change contact details and notes.
• Assign owner: choose which team member owns the lead.
• Add task: schedule a follow up. Choose a Type (Callback, Email, Query or Other), a due time and notes.
• Complete task: mark one of the lead's open tasks as done.
• Advance stage: move the lead forward, for example from New to Contacted.
• Create item: log another item for the lead. Set the Catalogue (the part of your marketplace it will sell in, which drives commission) and, for catalogues that need one, a Custody track. Mark lead as contacted is on by default.
• Issue seller agreement: send the consignor a seller agreement for some or all of their items. This appears only if your role can issue agreements and the lead has items not yet covered by an agreement. See Seller agreements.

Capturing email with Gmail

If Gmail lead capture is switched on for your account, the Supply Leads page shows a banner inviting you to Connect your Gmail. Once connected, your email correspondence with leads and consignors appears against them automatically. Access is read only and nothing is sent on your behalf. The switch is Enable Gmail lead capture in Settings → Business Settings, on the Commerce tab, under Supply Leads. See Gmail connection for the details.

Supply Items

Supply → Supply Items is the processing queue for every consigned item. Each row shows the Item, its Owner, its Workflow step, any linked Listing and when it was Updated. You can filter by owner, stage and Catalogue & review step, and use New item to add an item directly, choosing its Lead, Category, Catalogue and Owner.

Item stages

• Expected: the consignor has told you about it.
• Received: you have the item.
• Valuation: it is being valued.
• Approved: you have agreed to take it.
• Catalogued: it is described and ready to submit.
• Live: its listing is live.
• Sold and Paid: it has sold and the proceeds have been paid.
• Lost: it will not be sold through you.

Your account may not use every stage.

Workflow steps

The Workflow column shows where the item is in getting to a listing:

• Needs draft or handoff: no listing draft yet.
• Blocked: something required for submission is missing.
• Ready to submit: every requirement is met.
• Pending approval: with a reviewer.
• Changes requested: the reviewer sent it back.
• Approved or live: the item is now managed as a listing.

The tiles on the Supply Workstack use shorter names for the same steps.

Row actions

Open the More actions menu on an item:

• Open listing: shown once a listing exists.
• Assign owner: or select several items and assign an owner in bulk.
• Start listing draft: shown when the item is at Valuation, Approved or Catalogued and has no listing yet. Confirm the title, Category, Catalogue, any Category fields, the sale type and prices (Starting bid, Reserve price and Buy now price, or Fixed price), start time, Duration and description. You must tick the acknowledgement that, if the seller does not already have an account, Babylon will email them to create one and complete onboarding.
• Assign authentication mark: shown when the listing's catalogue grants an authentication mark. Set the Authentication tier and Signatory. See Marketplace tiers and authentication schemes.
• Advance stage: move the item to a later stage.
• Complete task: close one of the item's open tasks.
• View requirements: shown when something is blocking submission. It opens Outstanding requirements, listing each missing item and how to fix it.
• Submit for approval: shown when submission is the next step. It is disabled, with a tooltip, until every requirement is met.

What blocks submission

An item cannot be submitted until it is Catalogued, has a linked listing draft that was started from the item, and that listing has a title, description and category. If your account requires them, it also needs guide pricing and at least one photo.

The requirement messages for guide pricing and photos refer to an "Update valuation" action. That action is not currently available in the item queue. Add photos on the listing itself; if an item is blocked only on guide pricing, contact Hammerd support.

Items Pipeline

From Supply Items, click Board view to see the same items arranged in stage columns (Table view takes you back). Drag a card between columns to change its stage. Each column shows up to 25 items; use the table for filtering, bulk actions and the submission workflow. Babylon remembers whether you last used the board or the table.

Supply Scorecard

Click Scorecard in the Supply Workstack header. Choose a KPI period and click Apply to see supply performance, including Leads by stage, Items by stock stage, Listings (supply-linked) by state, Lead aging (days since update), the Item workflow queues, and a Pipeline commission forecast compared with your Monthly seller commission target, showing the Gap to target. The Period and setup section shows which submission rules apply to your account under What must be complete to submit.

Common questions

I cannot see the Supply group

Your role does not include the supply operations permission. Ask an Admin to check your role.

The Supply screens say Supply is not part of my plan

Supply has not been switched on for your account. Contact your account owner or Hammerd support.

Start listing draft is missing

The item must be at Valuation, Approved or Catalogued and must not already have a listing. Use Advance stage first, or Open listing if a draft already exists.

Submit for approval is greyed out

Hover over it, or use View requirements, to see what is missing. The item must be Catalogued before it can be submitted.