The ReVend OS Wiki.
Everything you need to know about running an ITAD operation on ReVend OS —
written with the same care we'd give a Blancco certificate, and considerably more humor than your current user manual.
Getting Started
New here? The onboarding tour and the header compass — the platform’s built-in way of teaching the platform.
The Onboarding Tour and the Header Compass
How a new tenant goes from “where do I click first” to “I know what each module is for” without watching a Loom video — and why the compass icon stays in the header for the months after.
Universal Search & Keyboard Shortcuts: Find It Before You Mutter
How the command palette, record search, scanner bridge and shortcut help turn navigation into muscle memory.
Dashboard
The widget grid every user lands on — 75 widgets, 9 role presets, drag-and-resize, save multiple layouts.
Dashboard: 75 Widgets, 9 Role Presets, One Grid You Drag Around
How the widget library works, what the role presets contain, and why the dashboard isn’t one fixed page anymore.
Saved Layouts: One Dashboard Per Job, All Yours
How named dashboard layouts work, how ReVend OS opens them, and how cloning, renaming, deleting, and shared visibility behave.
Companies
Your clients, your buyers, your recyclers — and the CRM that actually understands the difference.
Companies: The CRM That Knows What ITAD Is
Everything you need to know about managing companies in ReVend OS — and why we built a CRM instead of telling you to use Salesforce.
Addresses: Because "Somewhere in Rotterdam" Is Not a Shipping Instruction
How addresses work in ReVend OS, why a company can have five of them, and what happens when you ship to the wrong one.
Contracts: Where the Money Gets Decided
Service contracts, pricing models, SLAs, and why "we'll figure it out later" is the most expensive sentence in ITAD.
The Financial View: Know Your Clients Before They Know You
Revenue tracking, deal history, and open orders — all on the company card, all without opening a spreadsheet.
Contacts
The humans behind the VAT numbers. Managing the people who actually pick up the phone.
Contacts: The People Behind the Pallets
Managing contact persons in ReVend OS — because companies don't send you emails, people do.
Notes, Calls, and the Art of Not Forgetting
Entity notes, communication logging, and why your memory is not a CRM feature.
Social Media Fields: Your Contacts Exist Outside Email
LinkedIn, WhatsApp, X, Xing, and the other places where ITAD deals actually happen.
Finding the Right Person at the Right Company
Search, filter, sort, and the subtle art of remembering which Jan works at which company.
Core Operations
Receiving sessions, auto-grade, demanufacturing — the warehouse brain, with rooms.
Receiving Sessions: Schrödinger’s Pallet Is Not a Storage Strategy
Why receiving is a session with a beginning, an end, and a signed handoff — instead of a vibe.
Auto-Grade: A Button, Not a Memo
How the auto-grade engine combines defects into an A-R grade — and what the tester still has to confirm.
Demanufacturing: When the Whole Is Worth Less Than the Parts
Component-batch creation, harvest metadata, and the sellable-quality gate that decides what makes it back to market.
Inbound Orders: The Manifest That Doesn’t Lie
Five inbound order types, the manifest, and the photo-report that ends "did this Dell have a dent when it arrived" arguments.
Testing & Defects: 44 Codes, 17 Zones, 4 Severities
How structured defect tracking replaces "minor cosmetic" with codes the buyer in Munich and the supplier in Copenhagen agree on.
Grading: Four Dimensions, One Letter
Functional, Cosmetic, Battery, Data — and how the platform combines them into the overall A–R grade your buyer actually sees.
Inventory & Pipeline: Two Views of the Same Stock
The inventory list, the pipeline view, and the saved-views bar that remembers your filters.
Warehouses → Zones → Racks → Positions
A four-level topology that means an asset has an actual address, not "Building C, somewhere."
Pallets: Move, Merge, Split — Without Losing the Audit Trail
Seven pallet types, the movement history, and why "the pallet I built yesterday is now two pallets" is a normal Tuesday.
Cycle Counts: Inventory Accuracy as a Cadence
Plan the count, walk the rack, mark variances, post the reconciliation — instead of an annual panic.
Outbound Orders: From Pick List to Bill of Lading
Five outbound types, the documents the system generates, and the deep-revert when an order needs to come back.
Collections: Schedule → Confirm → Drive → Deliver → Inbound
The pickup workflow that ends with an inbound order creating itself, with the client and contract already filled in.
Contracts & Pricing Models: Six Ways to Get Paid
Per-unit, per-kilo, revenue-share, fixed-purchase, hybrid, and the lease-return chargeback engine.
Service Codes & ITAD Matching: When “Certified Erasure” Means One Thing
The shared catalog of service codes, how Coverage uses them to route trade-in requests, and why “default-on” for compliance and security is the right starting point.
Parent-Child Assets: When A Docking Station Belongs To The Laptop
The relationship model, the cycle-guard, and how selling the parent resolves the children — for the day a docking station shipped with the laptop and you don’t want to lose track.
Testing Productivity: Throughput Without Guesswork
How the testing productivity view shows queue health, operator pace, bottlenecks and the difference between busy and effective.
Market Trading
Verified listings, deal rooms, intent matching — and the trust profile that makes B2B trading less of a leap of faith.
Trust Profile: A Reputation You Can Actually Audit
The six-component trust score - and why "we vibe with this seller" stopped being a procurement strategy.
Listings & Market Inventory: From Verified to Visible
How an asset goes from inventory to a published listing — and the four states the row can be in.
Batch Builder: Don’t Publish Half a Batch at 2AM
A four-step wizard that ends with a coherent batch on the market — instead of three pallets published and the fourth still in draft.
Deal Rooms: Where Negotiations Happen With Receipts
Structured offer-counter-offer flow with the original listing pinned, the trust profiles visible, and the realtime feed that updates without refreshing.
Intent Matching: Buy and Sell Intents That Actually Find Each Other
How the platform suggests matches between active buy intents and live listings — without spamming everyone with everything.
Intent Governance: When Bot-Like Intent Patterns Get Throttled
Computed scores from deal-history patterns, tenant thresholds, and the admin override for legitimate bulk buyers.
Watchlist & Favorites: Two Different Reminders
A watchlist tracks specific lots and listings; favorites track sellers and buyers. Both ping you when something changes.
Market Analytics: Cycle Times, Top Categories, Reserve-Met Rates
The data that tells you when to publish, what to publish, and at what price — without an external BI tool.
Channel Exclusivity: A Batch Is on Auction or Market — Never Both
The atomic guard that prevents double-publishing, and why it matters when buyers see the same lot in two places.
The Sellable Layer: Not Every Asset Is Ready to Sell
A separate layer over Core inventory with a Quality Score, plus a home for the non-core stuff like spares and accessories.
Auction Platform
How auctions stay honest: anti-gaming detection, three-strikes auto-ban, channel-exclusivity guards.
Anti-Gaming and Three Strikes: How the Auction Fights Back
Rapid-bid bursts, retraction patterns, deposit timeouts — and the trigger that auto-blocklists serial offenders.
Auction Formats and Lots: How a Lot Becomes a Live Auction
English ascending auctions are live today; the other formats are roadmap engines, not buttons hiding behind a curtain.
Anti-Sniping: The Five-Minute Extension That Saves €7,000 Per Auction
How a bid in the final five minutes extends the timer, why the rule is configurable, and what bidders see.
Bidding: Verification, Deposits, and Why a Bid Can Be Rejected
Bidder verification, deposit-to-bid mechanics, and the placeBid checks that catch the worst patterns at submission.
Auction Settlement Cron: What Happens at the Stroke of the Bell
How the end-of-auction cron picks the winner, captures the deposit, transfers Core inventory, and writes the settlement row in bounded batches.
No-Sale Auto-Relist: When the Reserve Isn’t Met, the Lot Goes to Market
Why a failed auction doesn’t mean a back-of-the-warehouse return — and how the channel-exclusivity guard handles the channel switch atomically.
Auction Watchlist & Alerts: Track Without Bidding
Watch a lot, get pings on outbids, reserve-met events, and final-window entry — without committing to bid.
Escrow & Finance
Seven steps from deal agreed to money in the bank, with disputes that resolve on evidence instead of email volume.
Escrow: Seven Steps from "Deal Agreed" to "Money in the Bank"
How the H-keten holds funds, gates shipping, accepts delivery, and resolves disputes — without anyone trusting anyone.
Escrow Disputes: File, Evidence Timeline, Resolve
How a buyer or seller files a dispute, how evidence stays separated by party, and how compliance records the decision and settlement impact.
Escrow Fees Engine: Atomic Splits on Every Transition
How seller payout, platform fee, and buyer refund get computed and snapshotted on every release, refund, or split — without race conditions.
Settlements Page: KPIs, Monthly Summary, CSV Export for Finance
The H8 settlements view with volume, fee revenue, dispute rate, and a per-row export for the month-end close.
Evidence Bundle: Every Escrow Event in One ZIP
How H9 packages the immutable event log, the deposit reference, the inspection record, and the settlement breakdown for the audit moment.
Escrow Policies: Where the Auto-Release Window Lives
The H7 admin page where fee structures, dispute windows, and auto-release timers are configured — and why those policies should be set once, not per deal.
Escrow Auto-Release: When The Inspection Clock Runs Out
How the cron-driven auto-release works, what stops it, and why it exists alongside the four-eyes manual confirmation rather than instead of it.
Four-Eyes Escrow: Two Operators For The Deposit Step
Why confirming a buyer’s wire as received needs a second pair of eyes, what the proposer/approver split looks like, and how the audit row reads after a confirmed deposit.
Trade-In
The customer-facing pickup-request portal, the bid round, and how an awarded bid becomes a tracked relationship in the operator’s CRM.
The Trade-In Module: How A Pickup Request Becomes A Pickup
The customer-facing portal, the bid round, the award flow, and the Core handoff - the lifecycle of a single trade-in pickup from publish to proof.
Rich Per-PC Intake: Why “340 Laptops” Is Not A Manifest
How the trade-in intake captures device-level detail at request time — manufacturer, model, condition, serials, data-on-board — and what that does for bid accuracy and operational predictability.
Disposition Preferences: Tell Us What You Want Done
How disposition_preference rides through the request lifecycle, what the customer can pick (resale / recycle / donate / shred), and why persisting it through to award means the ITAD knows upfront what to do with what they cannot resell.
Awarded ITAD Identity Reveal & CRM Clone
Why bidder identity stays masked during the bid round, when it reveals to the customer, and what the one-click clone-to-CRM does on the awarded ITAD’s side.
Sourcing Workspace
How ITAD teams find pickup demand, bid on it, win it, and hand the work to Core without retyping the whole planet.
Sourcing Inbox & Coverage: Only Bid on Work You Can Actually Do
How pickup requests reach eligible ITADs through geography, services, certifications and visibility rules.
Sourcing Bids, Defaults & Bid History: Quote Once, Reuse the Boring Bits
How structured bids, tenant defaults, validity windows and bid history keep pickup quoting fast without making it sloppy.
Won, Lost & Analytics: Sourcing Feedback Without Spying on Competitors
How won pickups, lost outcomes and performance KPIs help bidders improve without leaking another ITAD’s playbook.
Pickup Calendar & Core Handoff: From Won Bid to Warehouse Work
How the sourcing calendar, collection link and inbound order keep the commercial promise attached to the physical pickup.
Compliance
Certifications, service codes, mass-balance reports, evidence packages — the paperwork that makes audits boring, and the vocabulary that lets bidders price for what the request actually requires.
The Certifications Catalog: Why R2v3 and B Corp Live in the Same List
How the certifications catalog works, why it covers the niche ones too, and what verified status actually does.
Mass-Balance Reports: R2v3’s Favorite Spreadsheet, Generated
How tonnage in equals tonnage out (plus accountable losses), with a period picker and a fallback to order-shipped when settlements lag.
ESG Reports: CO₂ Avoided, Materials Recovered, Devices Reused
How the platform tracks per-device environmental impact, where the assumptions come from, and how the report rolls up for stakeholder communication.
Evidence Packages: When the Auditor Wants the Bundle, Not the Trail
The contract-scope and batch-scope evidence bundles that include erasure certs, photos, audit-tool reports, and the chain-of-custody log.
Audit Trail: Who Did What, When, and Why You Can Trust the Answer
How append-only events, tenant-scoped reads and a tamper-evident hash chain turn "I think" into evidence.
Compliance & Security Steps on Intake: Asking the Awkward Questions Up Front
The two intake steps that capture compliance and security requirements before a request goes live, why they exist before the bid round, and how they map to service codes.
Sourcing: Reading V3+V4 Compliance & Security Requirements Inline
Why the bidder sees the request’s compliance and security picks on the bid detail itself, instead of having to navigate elsewhere to figure out what they’re bidding on.
Scanner & Mobile
Five modes for five jobs, with a camera fallback for the days Safari has opinions.
The Scanner: Five Modes for Five Jobs
Receiving, Lookup, Warehouse, Testing, Outbound — and why the camera fallback exists for Safari.
Mobile Photo Capture: A QR Code, A Phone, A Set of Photos
How the QR-scan flow lets the warehouse take photos with a phone, attached directly to the asset, with thumbnails generated at upload.
Rack Position Labels: Print, Stick, Scan
The print template, the Code128 encoding, the position-resolution logic — and why generic label sheets work fine.
Install To Home Screen: ReVend OS As A PWA
Why the warehouse tablet behaves better when the app installs to the home screen, what the manifest and icon configure, and the small win that adds up across a shift.
Documents & Evidence
Where the PDFs live, how the templates work per outbound type, and why "Certificates 2025 FINAL (2)" is no longer a folder name.
Documents: Where the PDFs Actually Live
The documents store, polymorphic linking, storage quotas, and why evidence belongs on records instead of in folder names.
Document Templates: Different Boilerplate for Different Outbound Types
How the J5 templates system surfaces a different BOL for a sale versus an internal transfer, without copy-pasting from last month.
Erasure Certificates: Per-Drive, Per-Standard, Per-Auditor
Why a certificate per drive matters, how the platform tracks NIST 800-88 fields, and what flows into the evidence bundle.
BOL, Pick List, Packing Slip, Loading Report: The Outbound Document Set
What each document is for, who reads it, and how the platform generates them all from the same outbound order.
Photos Library: A Tenant-Wide Album
How /general/photos surfaces every asset photo across the warehouse, with the multi-entity links that make defect-discovery possible.
External Recycling Certificates: Proof from the Downstream Partner
How recycler certificates attach to outbound work, assets and evidence packages without pretending the PDF is magic.
Workflows & Automation
How contracts wire to workflows wire to asset stages — and what happens automatically when a stage completes.
The Workflow Engine: Contracts → Workflows → Asset Stages
How the platform wires a contract to a workflow to the asset’s stages, and what happens when a stage completes.
Stages, Substages, and What “Done” Means
How a stage is defined, what marks it complete, and which artefacts it produces.
The Pipeline View: Sortable, Retest-Capable, Visible
How the pipeline page surfaces stuck assets, the retest action that sends an asset back without losing the audit trail, and the SLA badges that flag aging work.
Saved Views: Filters That Survive Monday Morning
How saved views keep inventory, inbound, outbound, collections, finance and other worklists from becoming filter-reset theatre.
Finance & Settlements
Settlements that calculate themselves from contract pricing, multi-currency snapshots, Mollie-backed payouts, and customer-visible invoices — the math that used to live in a spreadsheet, and the rails that move actual money.
Settlements: How the Math Calculates Itself
Six pricing models, chargeback engines, and why the settlement should land in the finance queue with the work already done.
Invoices: VAT, Credit Notes, and the Period Lock
How the platform handles VAT rates per jurisdiction, credit-note workflows, and the lock that prevents accidental edits to closed periods.
Multi-Currency: 147 Currencies, Daily Rates, Snapshot Per Transaction
How the platform handles currency conversion, where the rates come from, and why historical transactions don’t silently re-translate.
Exchange Rates: Where the Numbers Come From
The H/refresh-rates cron, the override mechanism for known-bad rates, and the variance alerting that catches rate-feed problems before they affect settlements.
Mollie Subscription Billing: The SaaS Bill, Not the Pallet Money
Where ReVend subscription billing will live, what /settings/billing already shows, and why pickup, Market, Auction and escrow money deliberately stay out of Mollie.
Margin Insight: Profit Is Not a Vibe
How actual, committed and estimated margin combine finance, sales, pickup, outbound and cost data into one uncomfortable but useful view.
Notifications & Realtime
The bell, the morning digest, the realtime feed in the deal room — and the preferences that prevent twelve pings about one deal.
The Notifications Bell and the Morning Digest
How the bell counts up, what triggers a notification, and why the digest exists to roll twelve pings about one deal into one readable summary.
Realtime in the Deal Room (and Elsewhere)
How Supabase Realtime pushes changes to deal rooms, inventory lists, and the notifications bell — without polling.
Notification Preferences: Choose What Wakes You Up
Per-event-type tuning, per-channel selection, and the digest as the default for low-urgency activity.
Support & Reliability
Tickets, attachments, storage limits, health status, and the parts of the platform that keep quiet days quiet.
Support Tickets & Attachments: Give Support the Clues, Not a Novel
How tenant tickets, platform-created tickets, replies and attachments keep troubleshooting attached to the right organization.
Platform Health & Public Status: Green Means Something
How readiness checks, the admin health cockpit, job runs and public status keep incidents from becoming folklore.
Storage Quotas & Upload Limits: Evidence Needs a Meter
How tenant storage, warning notifications and upload blocking keep documents and photos from becoming a silent bill.
API & Integrations
API keys, scopes, webhooks, OpenAPI, imports, and the integration surfaces for teams whose ERP is not moving out tomorrow.
Public API & OpenAPI: A Contract, Not a Polite CSV Export
How the /v1 API exposes assets, orders, documents, listings, auctions, events and more for teams with real integration needs.
API Keys, Scopes & Quotas: Sharp Tools Need Labels
How scoped keys, rate limits, IP allowlists, monthly quota and rotation keep integrations useful without becoming skeleton keys.
Webhooks, Events & Retries: The Platform Knocks Again, Politely
How event subscriptions, signing secrets, delivery history, retry and replay make outbound integrations observable.
Import Center & API/ERP Bridge: Bring Data In Without Bringing Chaos
How CSV, API push, import jobs and ERP setup fit together for teams that already have systems.
Settings & Admin
Platform-only Admin, tenant Settings, role layers, configurable reference data, and the support toolbox platform staff can use when something goes sideways.
Roles & Permissions: Two Layers, Seven Org Roles
Platform roles, tenant roles, and why module access is not decided by whoever last edited their profile name.
Platform Admin vs. Org Admin: Why the Distinction Matters
Admin is platform-only; tenant profile and team management live in Settings.
Service Catalog, Fault Codes, Grading Rules: Tenant-Configurable Reference Data
Where the 35 ITAD services live, how the 44 fault codes are extended, and why the grading rules sit in tenant settings.
Organization Settings: Profile, Billing, Storage, Integrations
The tenant-level settings that affect documents, packages, limits, billing context and the parts of setup that should not hide inside a module.
Master Items: The Stock Catalog Behind Every Listing
Why a tenant-managed catalog beats free-text product names, how master items wire to assets, and where they show up in the receiving grid and the listings flow.
Locations: Drawing the Warehouse Floor Plan
Where warehouses, zones, racks, and pallet types are configured — and why moving racks around in the database matches moving them on the floor.
Drivers & Fleet: The Catalogs Behind Collections
How drivers and vehicles live as their own catalogs, what fields matter for collection assignment, and why "the truck" needs more metadata than a license plate.
Workflows Editor: The Tenant View of the Engine
How /settings/core/workflows lets a tenant pick presets, override stages, and toggle auto-generation rules — without writing code.
Price Sheets: Per-Buyer Pricing Without Free-Text Discounts
How to define repeat-buyer discount tiers, regional pricing, and category-specific overrides — and where the price sheet attaches to a deal.
Testing Templates & Grading Rules: What the Tester Sees
How test checklists and grading rule overrides work per tenant, and where the platform defaults live for new orgs.
Audit Tools: Where the Erasure-Tool Configurations Live
How tenants configure Blancco sync and keep other audit-tool configurations ready without implying they import yet.
Tags: One Taxonomy Across Companies, Contacts, Documents
How one tag catalog works across companies, contacts, and documents without turning the UI into a color lottery.
The Admin Toolbox: Force-Complete, Impersonation, Stuck-Flow Fixes
Buttons with audit, reasons, and tight blast radius for stuck escrows, force-completers, stranded signups, and read-only impersonation.
Trade-In Account Impersonation: Investigating From The Customer’s Side
How impersonation scopes to the trade-in customer surface specifically, why it lives on its own M020 detail page, and what scoping the profile and notifications to the impersonated company prevents.
Packages, Entitlements & Add-ons: The Plan Is Not a Sticker
How packages, modules, features, limits and future add-ons fit together without hardcoding commercial logic into the app.