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BreedTrackerUser Guide

Add a puppy buyer as a customer

2 minute readFree planUpdated September 2026

Create a customer record for a puppy buyer, inquiry, or past home with only a name. Keep their contact details, waitlist place, invoices, and contracts on that record.

In this stage

Placing puppies

  1. Add a puppy buyer as a customer
  2. Create and send a puppy buyer application
  3. Manage your puppy waiting list and match buyers
  4. Send a puppy invoice and record a deposit
  5. ProSend puppy contracts for signature or upload signed copies
  6. Set up a puppy buyer portal
  7. See what buyers can view in their portal
  8. How buyers pay invoices and sign contracts
  9. Track puppy sales and go-home dates
  10. Add notes and files to breeding records

On this page

Why it matters

  • One record per family holds their waitlist place, invoices, contracts, portal, notes, and files.
  • A name is enough to start. Add a phone or an email as soon as you have one.
  • Applications create customer records. Litter inquiries keep buyer details ready for you to add.

Add a customer yourself

  1. Open Customers and select Quick add.
  2. Enter their name, and the Phone and Email if you have them.
    The top of the Add Customer form: the Name, Phone and Email fields, over the How they found you chips.
  3. Choose How they found you if you know.
  4. Turn on Add to Waitlist if they are waiting for a puppy, then choose the Breed Interest.
  5. Select Save customer.

If the email or phone matches someone already on your list, BreedTracker says so and offers Open their record.

Add customers through applications and inquiries

Send application emails the family a private link to your application form. The customer is created the moment they submit it, with the status Prospect. Families who write in from your public litter page arrive under Interested families on that litter. There, Add as customer or Add to waitlist does the rest.

Find actions and records on the customer page

Everything you do for this family starts from Actions at the top of their page. From there you send an application, record a payment, or create an invoice. The same menu adds them to a waitlist, matches a puppy, and adds a contract.

The top of a customer page: their name beside the Prospect badge, their contact details, and the Call, Text, Email and Actions buttons.

The tabs below show Overview, Payments, and Buyer Portal. Notes and Files sit under the tabs, so the paperwork stays with the family it belongs to.

Understand customer statuses

StatusWhat it means
ProspectWhat it meansA family you are talking to. Every new customer starts here.
WaitlistWhat it meansThey are in line for a puppy of a breed you raise.
MatchedWhat it meansA puppy from one of your litters is theirs.
Deposit PaidWhat it meansTheir first payment has landed.
Balance DueWhat it meansThey have paid some of what they owe.
PlacedWhat it meansTheir invoice is paid in full.
ArchivedWhat it meansOff your lists, and off every waitlist.

Customer statuses update as you match a puppy and record payments. The badge on their page is also a dropdown, so you can set a status by hand. Archive customer hides them and takes them off your waitlists. Any other status brings them back.

Next

Next in this journeyCreate and send a puppy buyer applicationRelatedManage your puppy waiting list and match buyers

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