MachineryTrader and AuctionTime Dealer Equipment Shipping Guide

The Dealer Logistics Challenge

Active used equipment dealers on MachineryTrader and AuctionTime typically manage a continuous flow of inbound and outbound equipment moves. Unlike one-time shippers, dealers need a logistics partner who understands their business rhythm:

• Inbound moves: Purchasing units at auction or from other dealers and moving them to your lot for inspection, reconditioning, and resale
• Outbound moves: Delivering sold units to buyers across the country, often on tight timelines driven by buyer expectations
• Dealer-to-dealer transfers: Moving units between your own locations or trading units with other dealers
• Export moves: Shipping units to port for international buyers — a growing segment for dealers with overseas customer bases

Inbound Moves: Buying at Auction and Moving to Your Lot

When you win equipment at Ritchie Bros, IronPlanet, Purple Wave, or AuctionTime, the clock starts immediately. Most auction platforms require equipment removal within 5 to 10 business days of the sale. Missing this window means storage fees — and on a busy auction yard, those fees add up fast.

What to Do Immediately After Winning

1. Confirm the removal deadline with the auction house
2. Provide your carrier with the machine's year, make, model, serial number, dimensions, and operating weight
3. Sign and submit an Agent Release Authorization if a third-party carrier is picking up on your behalf
4. Confirm whether the machine is operable (drives, steers, brakes) — non-operable units require different loading equipment and may cost more to move
5. Book transport immediately — do not wait until day 4 of a 5-day removal window

Outbound Moves: Delivering to Buyers

When a unit sells on MachineryTrader or AuctionTime, the buyer's experience with delivery reflects directly on your dealership's reputation. Key considerations:

Provide Accurate Machine Specs

Your carrier needs the exact operating weight and dimensions (length, width, height) to select the right trailer and determine permit requirements. Inaccurate specs lead to wrong trailer assignments, permit delays, and unhappy buyers. Pull the specs from the manufacturer's data plate, not from memory or listing descriptions.

Set Realistic Delivery Timelines

Heavy equipment moves are not same-day services. A realistic timeline from booking to delivery:

• Local/regional (under 300 miles): 2 to 4 days
• Mid-range (300 to 800 miles): 3 to 6 days
• Long-haul (800+ miles): 5 to 10 days

Permit processing, carrier scheduling, and loading/unloading all add time beyond pure drive time. Communicate these timelines to buyers upfront to manage expectations.

Confirm Delivery Site Access

Before scheduling delivery, confirm the buyer's site has adequate access for the trailer type being used. RGN and lowboy trailers need at least 100 to 120 feet of straight approach. Soft ground, low overhead clearances, and narrow gates can all prevent delivery — and a failed delivery attempt means additional charges.

Multi-Unit Moves: Maximizing Efficiency

Dealers moving multiple units between locations can significantly reduce per-unit shipping costs by consolidating loads:

• Double-load flatbeds: Two compact machines (skid steers, mini excavators) can often share a single flatbed or step deck, cutting per-unit cost roughly in half
• RGN with tag trailer: Some carriers can pull a tag trailer behind an RGN, allowing two mid-size machines to move together
• Scheduled lane runs: If you regularly move equipment between the same two locations, a carrier may offer a scheduled lane rate — lower than spot rates for predictable volume

Dealer-to-Dealer Transfers

Trading units between dealers is common in the used equipment market. These moves often involve tight timelines and specific delivery requirements. Key tips:

• Confirm which dealer is responsible for shipping costs before the deal closes
• Agree on the condition documentation process — photos before and after loading, signed Bill of Lading at delivery
• For high-value units, consider requiring the receiving dealer to inspect and sign off at delivery before the carrier departs

Export Moves for International Buyers

Dealers with international customers increasingly ship directly from their lot to port. The most common export ports for MachineryTrader dealers are Houston TX, Savannah GA, Baltimore MD, and Newark NJ. Key steps for export moves:

• Confirm the buyer's freight forwarder and ocean booking before scheduling inland transport
• Ensure the machine has a clean title — export customs requires proof of ownership
• Coordinate delivery timing with the vessel's cut-off date — missing the vessel means waiting for the next sailing

IronHaul Logistics works with used equipment dealers on MachineryTrader and AuctionTime to manage inbound, outbound, and export moves. Call (208) 495-2260, email [email protected], or use our online quote form to discuss your dealership's shipping needs.