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Buyer & CRM Management

BreederBuddy isn’t just for tracking dogs — it’s a full buyer management system. From the moment someone fills out an application to the day they pick up their puppy, every step of that relationship lives in one place.

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The Core Idea

Most breeders manage buyers across texts, emails, spreadsheets, and memory. BreederBuddy replaces all of that with a connected pipeline: Application → Waitlist → Contract → Invoice → Buyer Portal Each step flows into the next. A buyer submits an application, you approve them into a contact and place them on a waitlist, you assign them a puppy, you send a contract and invoice — and they handle everything from their own private Buyer Portal without needing an account.

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What Each Feature Covers

Applications

Collect puppy inquiries from your website with a customizable application form.

Waitlists

Organize interested buyers, collect deposits, and manage the order for upcoming litters.

Contracts

Create reusable contract templates and send them for electronic signature — no separate e-sign tool needed.

Invoices

Send payment requests and track deposits, balances, and what’s still outstanding.

Buyer Portal

Each buyer gets a private link to view their invoice, sign contracts, and see their puppy’s details.

Contacts

Your full contact list — every buyer, prospective buyer, and guardian family in one searchable place.

Payments Setup

Connect Stripe to take payments online, or show your Venmo, PayPal, Cash App, or Zelle.

Communications

See every email BreederBuddy sent your buyers, whether it arrived, and add your own message to each one.

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How It All Connects

  • A new application lands in Applications as Pending. When you approve it with Convert into Contact or Convert & Place into Waitlist, BreederBuddy creates the Contact for you.
  • Contacts can be added to a Waitlist for an upcoming litter. If the waitlist takes a deposit, BreederBuddy creates the deposit invoice and offers to email the request.
  • Once a puppy is assigned, send a Contract and Invoice from the litter’s Journey tab, the buyer’s contact page, or the Contracts and Invoices pages.
  • Every invoice email includes the buyer’s Buyer Portal link, where they can pay, sign, and stay informed — no account needed.
  • Communications shows every email that went out and whether it was delivered.
You manage everything from one screen. Your buyers get a polished, professional experience.

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Tips & Common Questions

Applications don’t become contacts until you approve them. Open the submission and choose Approve Or Decline → Convert into Contact (or Convert & Place into Waitlist).
Turn on Deposit Required? for a waitlist and set the amount. When you add a buyer, BreederBuddy creates the deposit invoice and offers to email the request. The buyer pays online (Stripe needs to be connected) and their waitlist spot is marked paid automatically. If they pay you another way, log it on the invoice with Log Manual Payment. See Waitlists.
The deposit is an invoice on the buyer’s contact, so it shows in their Buyer Portal under Invoices from the start. When you pick their puppy, set the buyer as the puppy’s Owner (BreederBuddy offers this when you send a contract or invoice for that puppy), and the puppy appears in their portal under Your Dogs. When you invoice the rest of the price, BreederBuddy shows Deposit credit available so you can take the deposit off the final total in one click. See Invoices.
You do. Buyers can’t add themselves, see the list, or change their spot. They apply through your application form, and you place them on a waitlist when you approve them. They see their own deposit invoice, contracts, and puppy in their Buyer Portal.
They open the link in their email (or their Buyer Portal), enter a verification code if you require one, type their name, and draw their signature. No account needed. See Contracts.
Go to Communications → Activity to see whether it was delivered or bounced. Fix any typo on their contact, ask them to check spam, and resend from the invoice, contract request, or waitlist entry. See Communications.

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Still Have Questions?

We’re here to help. If something isn’t working the way you expect, or you’d like to have a discussion around a certain topic, please reach out to us anytime through the chat in the bottom right corner of your screen. Thank you.