Question 1

What's the difference between my equipment and my listings?

Accepted Answer

My equipment is your own record of the machines your business owns. You can add a machine at any time, even if you never sell it — it keeps the make, model, serial number, photos and paperwork in one place. A listing is what buyers see. When you decide to sell a machine, you create a listing from its equipment record, add a price and publish it. The equipment record stays with you afterwards. So: equipment is your inventory, listings are what's for sale.

Question 2

Where do I find everything I'm selling?

Accepted Answer

Your dashboard is your workspace. It shows how many machines you've recorded, how many listings are live, any drafts you haven't finished, buyer enquiries, offers waiting on you, and transactions in progress. Tap any tile to go straight to that list. If a number is showing, something is there.

Question 3

A buyer has enquired about my equipment — what now?

Accepted Answer

Buyer enquiries appear under Buyer enquiries, with the buyer's message and the listing they're asking about. Reply by email or phone using the buttons on the enquiry. When you've dealt with it, mark it as read or close it so your list stays clear. An enquiry is not a commitment to buy. If the buyer wants to go ahead, they can make an offer on the listing.

Question 4

Can I save a listing and finish it later?

Accepted Answer

Yes. Save a draft at any point, even before you've decided on a price. Drafts are private — no buyer can see them. Your drafts are counted on your dashboard and listed under My listings. When you're ready, open the draft, add a price and publish it.

Question 5

Something is confusing or not working — how do I tell you?

Accepted Answer

Use the feedback form and describe what happened in your own words. A sentence is enough. We record the page you came from so we can find the problem quickly. A real person reads every message during the pilot.

Question 6

What is AssetFlow?

Accepted Answer

AssetFlow is a UK marketplace for commercial hospitality equipment — coffee machines, kitchens, refrigeration, furniture and more. You can buy equipment, sell equipment you no longer need, get an indicative value for something you own, and keep track of it all in one account.

Question 7

Do I need a business account?

Accepted Answer

No. One AssetFlow account is all you need. You can add your business name and details to your profile so buyers and sellers know who they're dealing with, but there's no separate business sign-up.

Question 8

Can I buy and sell from the same account?

Accepted Answer

Yes — and most operators do. There are no buyer or seller accounts on AssetFlow. The same login lets you buy, sell, value equipment and manage what you own.

Question 9

How do I change what I'm using AssetFlow for?

Accepted Answer

Your dashboard is tailored to what you told us when you joined. You can change that at any time — nothing is locked in, and changing it never affects your listings, offers or purchases.

Question 10

How do I buy equipment?

Accepted Answer

Find the item you want in the marketplace, then either buy at the asking price or make an offer. If the seller accepts, AssetFlow creates a deal page for the two of you. The deal page shows you the agreed price, where to collect, and what to do at each step.

Question 11

How do offers work?

Accepted Answer

You send the seller a price you'd be happy to pay. They can accept it, decline it, or come back with a different price (a counter-offer). You can then accept theirs or stop there — nothing is binding until an offer is accepted. When an offer is accepted, the listing is reserved for you and a deal page is created.

Question 12

Can I make a lower offer?

Accepted Answer

Yes. Sellers expect it. Put in what the equipment is worth to you and say why if it helps — age, condition, or what it'll cost you to move it. A sensible offer with a reason usually does better than a very low one.

Question 13

What happens when my offer is accepted?

Accepted Answer

The item is reserved for you and a deal page appears in My purchases. It shows the agreed price, the seller's collection details as they're shared, and a collection code that's only visible to you. Next you arrange collection with the seller. When you collect the item, you give them your collection code — that's what confirms the handover.

Question 14

Can I keep a listing to look at later?

Accepted Answer

Yes — tap the bookmark on any listing and it's kept in Saved items. Saving doesn't reserve the item or tell the seller anything.

Question 15

How do I list equipment for sale?

Accepted Answer

Start a listing, add a few photos, tell us what the equipment is and what condition it's in, then set your asking price. It takes a few minutes. You can save and come back later — your progress is kept until you publish.

Question 16

What information should I provide?

Accepted Answer

The essentials: clear photos, what the item is (brand and model if you know it), its condition, whether it currently works, roughly where it is, and your asking price. Useful extras: age, service history, what's included, and anything a buyer would be annoyed to discover later. Being straight about faults gets you better buyers, not fewer.

Question 17

How do I price my equipment?

Accepted Answer

Use the free Asset Value tool for an indicative figure based on the type of equipment, its age and condition. Then look at similar live listings in the marketplace. It's an estimate to start from, not a valuation or a guarantee of what you'll get.

Question 18

What happens when someone makes an offer?

Accepted Answer

You'll see it in Offers and get a notification. You can accept it, decline it, or counter with your own price. Before you accept, AssetFlow shows the offer amount, the 2% fee and exactly what you'd receive. Accepting reserves the item for that buyer and creates a deal page for the two of you.

Question 19

What happens after I publish a listing?

Accepted Answer

Your listing goes live in the marketplace straight away and appears under My listings. Buyers can message you or make an offer. You stay in control: you can edit it, take it off the market, or accept an offer whenever you're happy with the price.

Question 20

How much does AssetFlow charge?

Accepted Answer

AssetFlow charges the seller 2% of the agreed sale price. There's nothing to pay to list equipment, to browse, or to make an offer. Buyers pay the agreed price — no buyer fee is added.

Question 21

Who pays the fee?

Accepted Answer

The seller. It's taken from the sale price, so if you agree £2,000 the 2% fee is deducted and the rest is yours. The exact figures are shown on the offer before you accept, and again on the deal page afterwards.

Question 22

When is the fee charged?

Accepted Answer

The fee applies to a completed sale, not to listing or negotiating. It's calculated and shown when an offer is accepted, and it's fixed at that point — if AssetFlow ever changes its fee, deals you've already agreed keep the rate you agreed on.

Question 23

How does collection work?

Accepted Answer

Once an offer is accepted, the seller marks the item ready and the two of you agree a time. The buyer (or their courier) collects it from the seller's address. At handover, the buyer gives the seller their 6-character collection code and the seller enters it on the deal page. That's what records the handover on AssetFlow.

Question 24

What is my collection code?

Accepted Answer

It's a short code that only you, the buyer, can see on your deal page. It's proof that the equipment was physically handed over. Give it to the seller when you collect the item. Don't share it before then — once it's used, the handover is recorded and the code can't be used again.

Question 25

Who confirms collection?

Accepted Answer

The seller does, by entering the buyer's collection code at handover. A buyer can note that they've collected the item, but the seller entering the code is what officially records it. This keeps both sides honest: neither party can record a handover that didn't happen.

Question 26

Can equipment be delivered?

Accepted Answer

That's between you and the other party. Some sellers offer delivery and say so on the listing; otherwise buyers arrange their own collection or courier. AssetFlow doesn't provide transport. If a courier collects on your behalf, give them the collection code to hand over.

Question 27

What is the checking period?

Accepted Answer

After the seller confirms handover, the buyer gets a set number of weekdays (Monday to Friday — bank holidays aren't excluded) to check the equipment is as described. The number of days is fixed when the deal is agreed, so it never changes underneath you. Your deal page shows the exact end date.

Question 28

What should I check?

Accepted Answer

That it's the item described, that the condition matches, and that it powers up and runs as the seller said it would. Check anything they claimed was included is actually there. If it's all fine, confirm it on the deal page — that closes out the checking period early and lets the sale finish.

Question 29

What happens if the equipment is not as described?

Accepted Answer

Report a problem on the deal page during the checking period, and say what's wrong. The deal is put on hold and an AssetFlow reviewer looks at it — nothing moves on until it's resolved. Do it before the checking period ends, and keep any photos of the issue.

Question 30

How do I report a problem?

Accepted Answer

On the deal page, choose to report a problem, pick the closest reason and describe what happened. Both sides can see that a problem has been reported. The deal is paused straight away — it can't be completed or cancelled around an open problem.

Question 31

What happens after I report a problem?

Accepted Answer

An AssetFlow reviewer looks at both sides and the record of the deal, including the listing as it stood when you agreed it. The deal stays on hold until it's resolved. We may ask you both for photos or more detail. Keep your messages on AssetFlow so there's a clear record.

Question 32

Can a deal be cancelled?

Accepted Answer

Early on, yes — before handover, either side can cancel and the item may go back on the market. After handover, or while a problem is being reviewed, a deal can't simply be cancelled. That protects both sides: equipment that has changed hands shouldn't quietly reappear for sale.

Question 33

How does payment work?

Accepted Answer

For live AssetFlow deals, buyer and seller arrange payment directly between themselves — bank transfer, card machine, whatever you'd normally use. AssetFlow does not take, hold, or release money, and does not protect payments. AssetFlow records the deal: the agreed price, the fee, the handover and the checking period. That record is useful if something is ever disputed, but it isn't payment protection. We are trialling paying through AssetFlow in test mode with a small group. If you see a payment button on a deal page marked as a test, no real money is taken. We'll tell you clearly on your deal page when real payments are switched on.

Question 34

What does “test payment” mean on my deal?

Accepted Answer

It means AssetFlow is trialling its payment process. Nothing is charged, no real money moves, and it does not settle the deal between you and the other party. During the trial, you still arrange the real payment directly with the buyer or seller as normal.

Question 35

Where do I say how I'd like to be paid?

Accepted Answer

Open your profile and go to “Getting paid”. If payout setup is available to you, you'll be taken to our payment provider's secure pages to enter your details — AssetFlow never sees or stores your bank details. While payments are still being trialled, no real money is sent, so take payment from your buyer however you normally would.

Question 36

How does Asset Value work?

Accepted Answer

You tell it what the equipment is, roughly how old it is and what condition it's in. It gives you an indicative AssetFlow estimate to use as a starting point for pricing. It's an estimate, not a formal valuation, an insurance figure or a promise of what you'll get.

Question 37

What is the ROI calculator?

Accepted Answer

It works out how long a piece of equipment takes to pay for itself, based on what you'd charge, how many you'd sell and your running costs. Useful before buying a coffee machine or an oven.

Question 38

What is New vs Used?

Accepted Answer

It compares buying new against buying used over the years you'd keep it — purchase price, likely servicing and what it might be worth when you sell it on.

Question 39

What is the Finance calculator?

Accepted Answer

It shows what monthly repayments would look like over different terms so you can compare paying outright with spreading the cost. AssetFlow doesn't lend money or arrange finance — this is for planning.

Question 40

Where are my listings?

Accepted Answer

Under My listings. Everything is there — live listings, drafts you haven't published, items reserved for a buyer, and anything you've taken off the market.

Question 41

Where are my purchases?

Accepted Answer

Under My purchases. Every deal you've agreed as a buyer is there, with its deal page and current position.

Question 42

Where are my sold items?

Accepted Answer

In My listings, under Sold. Completed sales stay there as a record, along with the deal page showing the agreed price and fee.

Question 43

Where are my messages?

Accepted Answer

In Messages. Every conversation is attached to the listing it's about, so you can see what was said about which item. Keeping messages on AssetFlow means there's a record if a problem comes up.

Question 44

What is an Asset Passport?

Accepted Answer

An Asset Passport is the permanent AssetFlow record for one specific piece of commercial equipment. It holds what the machine is, the information recorded about it, and the events in its life on AssetFlow as it changes hands. It doesn't mean AssetFlow has physically inspected, tested or certified the machine. It shows what has been recorded, and by whom. You can share a Passport link or QR code with a buyer, and if you own the machine you manage it from My equipment.

Question 45

Is this equipment verified?

Accepted Answer

A Passport shows what has been recorded about a machine — its make and model, any details or documents the owner added, and its history on AssetFlow. Where the model has been matched to the AssetFlow catalogue, that confirms what type of machine it is. It is not a certificate of condition or safety. AssetFlow has not physically inspected, tested or serviced the machine, and does not guarantee it works. Always check the equipment yourself, or ask the seller directly, before you commit.

Question 46

What is an AssetFlow reference (AF-00000123)?

Accepted Answer

Every piece of equipment added to AssetFlow gets a permanent reference like AF-00000123. It belongs to that physical machine for life, so its record can be followed even after it's sold. It can't be edited or reused. If it could be changed, the history attached to it would mean nothing — that's the whole point of it. If details were recorded wrongly, correct the details on the equipment record; the reference stays the same.

Question 47

What happens to the Passport when equipment is sold?

Accepted Answer

The record stays with the machine, not with you. When a sale completes on AssetFlow, the change of hands is recorded on the Passport and the buyer takes over the equipment record. Earlier events remain part of the history, but people's names and private details are not shown publicly.

Question 48

What can a public viewer see on a Passport?

Accepted Answer

Anyone with the link sees the machine: what it is, its AssetFlow reference, the recorded details the owner chose to share, and a plain history of events such as being listed or changing hands. They don't see names, contact details, addresses, serial numbers, documents, prices or messages. More detail is shown to people involved in a live deal for that machine.

Question 49

What is an AssetFlow catalogue match?

Accepted Answer

The AssetFlow catalogue is our checked list of commercial equipment makes and models. When you pick your machine from it, the record uses the standard manufacturer and model name instead of free text. That makes your equipment easier for buyers to find and compare, and it means valuations can line up like-for-like machines. A catalogue match confirms what type of machine it is. It says nothing about the condition of your individual machine.

Question 50

What if I don't know the model, or it isn't in the catalogue?

Accepted Answer

You can always type it in yourself. Search for the make or model and, if nothing matches, choose to enter the details manually — the make, a model name if you have one, or just a plain description. Nothing is blocked by the catalogue. Add whatever you know now; you can improve the record later, and photos of the machine's data plate help.

Question 51

Why should I add my equipment?

Accepted Answer

Adding a machine gives you one tidy record of what you own — make, model, photos, paperwork and its AssetFlow reference — whether or not you ever sell it. When you do decide to sell, the listing is created from that record, so you don't type everything again. It also means you can get an indicative value in a couple of taps.

Question 52

What's the difference between an enquiry and a message?

Accepted Answer

An enquiry is a first approach about one listing. Anyone can send one — including someone who scanned an Asset Passport and doesn't have an AssetFlow account — and it arrives with their contact details under Buyer enquiries. A message is an ongoing conversation between two AssetFlow accounts, kept against the listing it's about, under Messages. Neither one commits anybody to anything. A buyer has to make an offer for that.

Question 53

Where do I see new enquiries, messages and offers?

Accepted Answer

The bell at the top of every page. A number on the bell means something new has come in — a buyer enquiry, a message, an offer, or a step on one of your deals. Tap the bell and then the item to go straight to it. The number clears once you've opened the item.

Question 54

What affects an AssetFlow estimate?

Accepted Answer

What the equipment is, its make and model, roughly how old it is, its condition, and whether it's working. Where AssetFlow holds market evidence for similar machines — recorded asking prices and sales — that evidence is used and shown to you alongside the figure. “Indicative” means it's a sensible starting point, not a formal valuation, an insurance figure or a promise of what a buyer will pay. Where there's little evidence for a machine, AssetFlow says the evidence is limited rather than pretending to be precise.

Question 55

What does the equipment planner do?

Accepted Answer

You tell it what kind of business you're setting up or changing and roughly what you can spend. It lists the kinds of equipment businesses like yours normally need, with indicative costs, so you can sanity-check a budget before you commit. It works from AssetFlow's equipment information, not from advice about your specific site. The equipment it shows is a starting list to work from, not a recommendation to buy any particular machine, and nothing is ordered or reserved.

Question 56

Is everything in the AssetFlow catalogue for sale?

Accepted Answer

No. The catalogue is AssetFlow's checked list of commercial makes and models. A model being in the catalogue only means we hold information about that type of machine. What's actually for sale is on the marketplace. If a catalogue model has no AssetFlow listing right now, the page says so — you can search the marketplace, or list yours if you have one.

How AssetFlow works

Getting started

Buying equipment

Selling equipment

Equipment records and Asset Passports

Fees

Collection

Checking equipment

Problems and cancellations

Payments

Valuation and tools

Your account

Still not sure?