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BreedTrackerUser Guide

Manage your puppy waiting list and match buyers

3 minute readFree planUpdated September 2026

Keep families on your puppy waiting list in order, with their breed, sex, and color preferences. Choose a match to reserve the puppy and create a draft invoice.

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

  • Your puppy waiting list holds each family in order, with their preferences.
  • The Coverage strip and the Waitlist Matches panel on your dashboard show who an available puppy fits.
  • One match reserves the puppy, marks the family, and drafts their invoice.
  • Nobody loses their place unless you say so.

Before you start

The family needs to be a customer. A name is enough to start. See Add a customer. Matching also needs a litter with its puppies on it. See Record the whelping and add puppies.

Add a family to the waiting list

  1. Open Waitlist and select Add to waitlist.
    The Add to waitlist form: the customer picker, the breed, the Sex Preference and Color Preference chips, and a notes box.
  2. Choose the Customer.
  3. Choose the Breed. With one breed in your kennel, it is already selected.
  4. Set the Sex Preference and the Color Preference if they have one.
  5. Select Add to waitlist.

They join at the end of the line for that breed, and BreedTracker numbers their place. The arrows in the # column move a family up or down.

Match a puppy to a buyer

  1. Open the litter, then select Actions and Match to waitlist.
  2. On Match Puppies, select a puppy under Available Puppies.
  3. Under Perfect Matches, select Assign beside the family.
    The Waitlist Matches panel for one puppy: one family under Perfect Matches with an Assign button, three more under Other Customers.
  4. Check the Price and the Go-Home Date on Match puppy, then select Confirm match.

Families whose preferences rule them out sit under Other Customers, with Assign anyway beside each. BreedTracker then asks Record the deposit now? Not now keeps the draft invoice for later, ready to send to the buyer.

Handle changed plans and cancelled matches

A family who steps back gets Mark passed from the menu at the end of their row. Their record stays, and so does their history. Mark expired closes an entry the same way.

A match you need to undo is Cancel sale, on the puppy's Actions menu. It frees the puppy, cancels the draft invoice, and offers to put the family back on the list. They rejoin at the end of the line, not at the place they held. There is no other way back from a match.

Archiving a customer takes them off every waitlist you keep.

Next

Next in this journeySend a puppy invoice and record a depositRelatedAdd a puppy buyer as a customer

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