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. You work leads and their items together on the Supply Intake, and the Supply Workstack pulls everything 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. The view supply operations permission is enough to look, and the supply API follows suit: with only that permission, an integration can read leads, items, valuations, tasks, consignors (without bank details) and the scorecard, and cannot change anything.
• 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. If a seller uses the form again within 90 days of their last activity, the new item joins their existing lead instead of opening a second one.
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 (only for pieces you take in), 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 All items filtered to that step.

The header has Supply Intake, Scorecard and Refresh. Clicking a task in My work opens its lead on the Supply Intake. Opening a Supply "Overview" link elsewhere in the admin panel also brings you here.

Supply Intake

Supply → Supply Intake is where you receive leads and process their items, on one screen. The list of leads is on the left; pick one and the lead opens on the right with every item it brought in. On a phone you see one side at a time, with All leads to go back.

Finding a lead

• Search sellers and items matches a lead's name, email or phone, and also the title or reference of any of its items. When a lead is listed because one of its items matched, the row says Matched: and names the item. Items that match but are not linked to any lead are counted under the list, with a link to All items.
• Leads are listed like an inbox, newest received first. Use Sort to switch to Last activity, which puts the leads the seller most recently did something on at the top.
• A dot and a bold name mark a lead with new activity: the seller has done something you haven't seen yet, such as sending another item, emailing you, or signing or declining an agreement. Opening the lead clears the mark for you; your colleagues keep theirs until they open it. Changes made by staff never set the mark.
• The quick filters are Needs attention, Mine, Unassigned, New, Contacted, All and Archived. Needs attention shows leads with a task due today or overdue (on the lead or any of its items), leads with an item waiting for its listing draft, a draft waiting to be submitted or sent back by the reviewer, and new leads nobody has picked up yet.
• Each row shows the lead's contact details, how many items it has, its owner, and tags such as New, Task overdue, 1 needs a draft, 2 to submit, 1 changes requested, 1 in review or 2 expected.
• Press j and k to move down and up the list, opening each lead as you go.

The address in your browser includes the open lead, so you can bookmark it or send the link to a colleague. A lead you create with New lead opens straight away.

The lead

The top of the right-hand side shows the lead's contact details, stage, owner, where the lead came from and when it arrived. If seller agreements are part of your plan and you can view them, it also shows the lead's agreement status. Open tasks and the lead's notes are listed underneath.

To change the lead's stage, click its stage badge (for example New) and choose Move to Contacted. The button beside it is Create item, and the More lead actions menu next to it has Edit lead, Assign owner, Add task, Complete task, Merge into another lead…, Archive lead and Issue a document outside a pack. Other enquiries from this seller lists any other leads from the same consignor or email address.

If Gmail lead capture is on and your role can manage settings or view payouts, a Correspondence section shows the latest emails captured with this seller.

Merging and archiving leads

Merge into another lead… is for a seller who has written in more than once. Pick the lead to keep: the seller's other enquiries are listed first, and you can search for any lead. Everything on the current lead (items, valuation cases, tasks, captured emails) moves across, notes are combined, and the current lead closes. Its history is kept, and old links to it open the kept lead. If the two leads belong to different seller records, you choose which one the merged lead should use. The other record stays on file, and items already tied to it keep that link, so their signed agreements still cover them.

Archive lead takes a lead and its items off the Supply Intake, All items, the board, the Workstack and the Scorecard. Nothing is deleted: listings, agreements, valuations, tasks and emails are all kept. Find archived leads with the Archived filter and use Restore lead to bring one back.

Items and their next step

Each item shows its stage and, once it is past intake, where it is in getting to a listing (see Workflow steps). Every item has one button for its next step; everything else is in its More actions menu, and clicking the item's title opens Edit item.

• Mark received: for an Expected piece that you take into your own custody. It moves the item to Received.
• Start valuation: for an Expected piece that stays with the seller (its Custody track is seller custody, or your account does not physically take pieces in), and for a Received piece. It moves the item to Valuation, or opens Start valuation (a new valuation case) if valuation is part of your plan. Pieces that stay with the seller are tagged With seller.
• Update valuation: the item has a valuation case that is still open.
• Send proposal: only if your account sends seller packs. The valuation is approved and no proposal has gone out yet. See Valuation and the range rationale, and for a step-by-step walkthrough see Seller packs.
• Send to seller: only if your account sends seller packs. The listing draft is ready, so the seller can check it, confirm it and sign their statement.
• Not opened yet, Seller last looked 2 hours ago or Seller gone quiet: call them: only if your account sends seller packs. A pack is with the seller and there is nothing for you to do until they act, or you phone them.
• Start listing draft: the item is ready for its listing draft.
• Fix 1 requirement (or Fix 3 requirements): something is blocking submission. It opens the list of what is missing and how to fix each one.
• Submit for approval: every requirement is met.
• See requested changes: the reviewer sent the listing back.
• With reviewer: nothing to do until the reviewer approves or asks for changes.
• Open listing: the item is approved, live or finished.

A lead shows up to 50 items. If it has more, use the link above its items to see them all in All items.

Adding a lead

1. Click New lead at the top of the lead list.
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.

Lead actions

• 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.
• 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 a document outside a pack: in the More lead actions menu. Sends the consignor a seller agreement for some or all of their items on its own, without a pack. It warns that the seller gets a separate email and signing link and the pack flow will not know about it. 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 and your role can manage settings or view payouts, the Supply Intake shows a banner inviting you to Connect your Gmail. Once connected, your email correspondence with leads and consignors appears against them automatically, in each lead's Correspondence section. 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.

All items

Click All items at the top of the Supply Intake for a table of every consigned item across every lead, for filtering and bulk work. Day to day, work items from their lead on the Supply Intake. When you reach it from a lead with more than 50 items, it shows only that lead's items, with Back to lead and Show all items at the top. 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.

A Lost item has left this workflow, so it shows no step.

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

Item actions

These are in the More actions menu on an item, in All items and on the Supply Intake:

• Open listing: shown once a listing exists.
• Open lead on Supply Intake: shown in All items when the item belongs to a lead.
• Mark received or Start valuation: shown while the item is Expected or Received, as described under Items and their next step.
• 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.
• Send proposal and Send to seller: shown only if your account sends seller packs and you have the issue agreements permission. Each is disabled, with a tooltip naming the first thing missing, until the pack can be sent.

Valuation and the range rationale

Start valuation and Update valuation both have a Why this range box. The seller reads it, on their proposal page, under the guide range. Explain how you reached the range, and do not quote your internal valuation. It is kept apart from Notes for the valuer, which the seller never sees.

Update valuation also has Approve valuation for people with the manage supply operations permission, while the valuation is still open. Enter the guide range and the Reserve, then switch it on. Babylon records them as the figures agreed with the seller and marks the valuation approved. The same figures are what the seller agreement prints as the reserve, and a proposal cannot be sent without them.

Send proposal (seller packs only) opens with Why this range filled in from the valuation, for a last edit. What you leave there is what the seller sees, and it is saved back to the valuation. If the box is empty, a warning says the seller will see the guide range with no explanation. You can still send it, for instance after you have spoken to them. If the same seller has other items that are ready, they are listed and ticked, so one proposal covers them all. Sending replaces any earlier proposal still open for the same items.

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.

If your account requires guide pricing or photos, use Update valuation on the item (valuation must be part of your plan) to set guide pricing and add reference photos, or add photos on the listing itself.

Supply Board

Open Supply → Supply Board (or click Board view in All items) to see every item arranged by what it is waiting on (Table view takes you back). Each item sits in the first column it has not cleared, and its card says why:

• Expected, Received and Valuation follow the item's stage. Received only appears if your account takes lots into custody.
• Draft listing approved holds items still waiting for a listing to be drafted, submitted, approved and to go live. A scheduled listing is here, marked as approved.
• Live holds every item whose listing is live, whatever its stage says.

If your account uses seller agreements (see Seller agreements), three more columns follow the seller's packs, between Valuation and Draft listing approved. Without seller agreements, items go from Valuation to Draft listing approved to Live.

• Proposal with seller holds items whose proposal is out. The card says whether the seller has opened it, or has gone quiet after three reminders, so you can call them.
• Cataloguing holds items whose proposal the seller accepted, until the listing draft has gone to them. It is your move.
• Listing with seller holds items whose listing the seller is checking and confirming. The card says if they asked for a correction.

A document issued outside a pack still shows. An unsigned seller agreement holds the item in Proposal with seller, and an attestation still in flight holds it in Listing with seller. Each card links to the document. The card buttons are Send proposal where a valuation is approved and Send to seller where a draft is ready. A button that cannot be used yet is replaced by the reason. A lot the seller declined moves to Lost, which is not a column. Its reason is shown on its card on the Supply Intake.

Each card has a button for the next move, and it opens its form on the board, so you do not have to leave:

• Expected and Valuation: Mark received, Start valuation or Update valuation.
• Proposal with seller, Cataloguing and Listing with seller: Send proposal or Send to seller when it is your move. Where a document was issued outside a pack, the button is Open seller agreement, where you can chase it, void it or override it.
• Draft listing approved: Start listing draft, Fix requirements, Submit for approval, or With reviewer when it is out of your hands.
• Live: Open listing.

Click anywhere else on the card to edit the item. To change an item's stage, use Advance stage or the item's edit form. 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.