The short answer
A gate pass is the release document an auction yard requires before any carrier can remove a vehicle, and yards like Copart and IAAI won't issue one until your payment clears and any title paperwork is on file. Get your buyer number, lot number, and gate pass confirmation to your dispatcher immediately after winning the auction, since daily storage fees start accruing fast and a rejected pickup means starting the clock over.
- A gate pass is the auction yard's official release authorization — without it, a carrier will be turned away at the gate every time.
- Copart, IAAI, and Manheim typically require full payment to clear before releasing the gate pass, which can take 24-48 hours after auction close.
- Daily storage fees at auction yards commonly range from $20-$75 per day and start accruing quickly once the sale is final.
- Non-running auction vehicles carry a 35% inoperable surcharge on top of the standard rate due to winch-loading requirements.
- Your dispatcher needs three numbers to book pickup: your buyer number, the lot number, and the gate pass confirmation number.
What a gate pass actually is
A gate pass is the auction yard's internal proof that a specific vehicle has been fully paid for and is authorized to leave the lot with a specific carrier or buyer representative. Yards issue it only after your payment posts and, in some cases, after any required title transfer paperwork is filed. Without a valid gate pass number on file, security at the yard gate will turn away even a carrier who has your buyer number, because the yard's system won't clear the vehicle for release. Getting this number is the single most time-sensitive step in the entire process.
Racing the storage fee clock
Every major auction platform charges storage from the day the sale finalizes, not from when you get around to arranging transport. Daily fees vary by yard and vehicle size but commonly land in the $20-$75 range, which adds up fast if paperwork or carrier scheduling drags on for a week. The fastest path is to wire payment the same day you win the auction, request the gate pass the moment payment clears, and hand your buyer number, lot number, and gate pass number to your dispatcher within the same business day.
Why non-running auction cars cost more
- Salvage and non-running vehicles need a winch-equipped carrier, which not every truck on a route carries.
- The inoperable surcharge is a flat 35% added to the base route rate.
- Auction yards often move non-running vehicles with a forklift or loader rather than driving them onto a ramp, which the carrier needs to know in advance.
- Booking without disclosing the vehicle doesn't run means the truck that shows up may not have the right equipment, resulting in a rejected pickup and a new appointment.
The three numbers your dispatcher needs
- Buyer number: identifies you as the purchaser in the auction platform's system.
- Lot number: identifies the specific vehicle among thousands moving through the yard.
- Gate pass confirmation number: the actual release authorization tied to that lot and buyer.
What happens if a driver is rejected at the gate
If any of the three numbers are missing, mismatched, or the gate pass hasn't posted in the yard's system yet, security will not release the vehicle regardless of how the carrier explains the situation. The driver has to leave without the car, which usually means the carrier reschedules for a later date on their route rather than waiting around, adding days to your timeline and potentially more storage fees. Double-checking that the gate pass is confirmed and active before you schedule a pickup appointment avoids this entirely.
Booking timeline that avoids storage fees
- Day 0: Auction closes, payment submitted immediately.
- Day 1-2: Payment clears, gate pass requested and issued.
- Day 2: Buyer number, lot number, and gate pass number sent to your dispatcher; shipment booked.
- Day 3-9: Standard pickup window (1-7 business days) begins from booking.
Frequently asked questions
- What is a gate pass and why does the carrier need it?
- It's the auction yard's official release authorization confirming your payment cleared and the vehicle can leave with a specific carrier. Without it, yard security will not release the vehicle no matter how legitimate the carrier's paperwork looks otherwise.
- How fast do storage fees add up at an auction yard?
- Fees typically run $20-$75 per day starting from the day the sale finalizes, not from when you arrange pickup. Getting your gate pass and booking transport within a day or two of winning the auction is the best way to limit them.
- Does it cost more to ship a non-running auction car?
- Yes, a 35% inoperable surcharge applies because the carrier needs winch-loading equipment and often forklift coordination with the yard, which not every truck on a route is equipped for.
- What information does my dispatcher need to book an auction pickup?
- Your buyer number, the vehicle's lot number, and the gate pass confirmation number. All three need to match what's on file with the auction yard or the driver will be turned away at the gate.