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BreedTrackerUser Guide

Send a puppy invoice and record a deposit

3 minute readFree planUpdated September 2026

Create a puppy invoice, send it to the buyer, and record deposits and other payments you receive. BreedTracker updates the balance on the invoice, customer record, and dashboard.

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 invoice holds the puppy, the deposit, and the balance owed.
  • The buyer gets it by email, and the same invoice sits in their portal.
  • Each payment you record updates what is owed on the invoice, the customer, and your dashboard.
  • A deposit that has not arrived after a week is flagged for you.

Before you start

The buyer needs to be a customer. With an email on their record, the invoice reaches them the moment you send it. See Add a customer. A puppy matched to the buyer is ready to put on the invoice.

Create and send a puppy invoice

  1. Open Invoices and select Create invoice.
  2. Choose the customer from the list.
  3. Select Add puppy and pick the puppy, or Add item for a deposit or another charge.
    The Add item menu on a new invoice, open: Add puppy at the top, then Shipping, Deposit, Health Certificate, Registration and the other charges.
  4. Check the Due Date. The default is 30 days from today.
  5. Select Save & send, or Save as draft to finish later.

Sending sets the issue date, emails the buyer, and marks the puppy sold to them.

What buyers receive with an invoice

The invoice itself arrives by email, with your contact details and instructions to arrange payment with you. The email has no invoice link.

To share the invoice page, open the invoice and select Actions, then Copy public link. Buyers can also open it from their portal. With online payments enabled in Settings, the page shows Pay full balance. Otherwise, it shows your contact details.

Record a deposit

  1. Open the invoice and select Record payment.
    The Record Payment dialog: the balance due, an amount, payment type and method chips, a date, and a reference number.
  2. Enter the Amount. The full balance is already filled in.
  3. Choose Deposit under Payment Type.
  4. Choose the Payment Method you were paid by.
  5. Check the Date, and add a Reference # if you have one.
  6. Select Record payment.

The invoice reads Partially paid until the balance arrives, then Paid.

Find payment history and outstanding balances

Every payment lands in Payment History on the invoice, with its type, date, and method.

The Payment History card on an invoice, listing each payment by type, date, method, and amount, over the total paid and balance due.

The customer's own page carries an Open invoices card with the balance on it. Your dashboard shows a Money Owed panel, which is free on every plan. A matched buyer with no deposit after seven days is flagged for you. Deposit overdue appears under Needs Attention.

Next

Next in this journeyProSend puppy contracts for signature or upload signed copiesRelatedSet up a puppy buyer portal

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