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Emails & Notifications

When a buyer says “I never got it,” you don’t have to guess. BreederBuddy tracks every automated email it sends for you and shows whether it reached the buyer’s inbox. This page walks you through finding the email, fixing the problem, and sending it again.

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My Buyer Says They Never Got My Email

Follow these steps in order.

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Step 1: Check the Email’s Delivery Status

  1. Click Communications in the left menu. You land on the Activity tab.
  2. Type the buyer’s email address into the Search by email or subject box.
  3. Find the email (for example Invoice, Contract signature request, or Application received receipt) and look at the colored badge on the left.
  4. Hover over the badge to see the details, including the exact address it went to.
You can also see the same badge right on the record: at the top of an invoice next to its status, and on each contract request. Click Needs attention at the top of the Activity tab to see only bounced, spam-flagged, failed, or canceled emails. Don’t see the email at all? Delivery tracking started August 24, 2026, so older emails don’t appear. If a recent email is missing, it was probably never sent. For example, the contact had no email address, or the invoice was never emailed. Resend it (Step 4).

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Step 2: Ask the Buyer to Check Their Spam Folder

If the badge says Delivered or Opened, the email is in their mailbox. Ask them to:
  • Search their inbox for your kennel name.
  • Check Spam, Junk, and Gmail’s Promotions and Updates tabs.
  • Mark the email as “not spam” so future emails land in their inbox.

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Step 3: Fix a Wrong Email Address

A Bounced badge with “This address does not exist — check it for a typo, then resend” almost always means a typo (like gmial.com).
  1. Click View contact next to the email in Activity, or open the buyer from Contacts.
  2. Click Edit Details.
  3. Correct the email address and click Save.
  4. Resend the email (Step 4).
If you resend to an address that bounced in the last 14 days, BreederBuddy stops you with “[address] is rejecting mail — the address doesn’t exist. Correct it on the customer’s profile, then send again.” Fix the address first.

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Step 4: Resend It

Contract asking for a verification code? If your contract requires email verification, the buyer has to enter a 6-digit code that was emailed to them. If they can’t find it, you can read it to them: open the contract request and click the code under Verification Code to copy it.

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My Buyer Can’t Get Into Their Buyer Portal

Buyers can sign in to their portal with just their email. No password needed.
  1. Send them your buyer portal login link. To find it, go to Content Manager in the left menu and scroll to Add Buyer Portal Login to Your Website.
  2. The buyer enters their email and clicks Send verification code.
  3. They get a 6-digit code by email. It expires in 10 minutes.
  4. They type it in and click Verify and continue.
If no code arrives: the buyer has to use the same email that’s on their contact record in BreederBuddy (the main or secondary email). For privacy, the page looks the same either way, so a different email just never gets a code. Check their contact, and add the email they’re using as their Secondary Email if needed. Also ask them to check spam. “Please wait before requesting another code.” Buyers can only request a few codes in a short window. Have them wait a minute and use Resend code. Once a buyer signs in, they stay signed in on that browser for up to 7 days. More in Buyer Portal.

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What Emails Does BreederBuddy Send for Me?

BreederBuddy sends these automatically. Every one appears in Communications → Activity. To your buyers:
  • Application received receipt
  • Contract signature request, contract preview, and contract signed receipt
  • Invoice, payment receipt, payment processing notice, and payment failed notice
  • Added to waitlist confirmation, waitlist deposit request, receipt, reminders, final notice, and spot released notice
  • Event reminders from your calendar
To you and your team:
  • New application alert
  • Contract signed alert
  • Payment received, deposit received, payment processing, and payment failed alerts
  • Waitlist deadlines digest
Buyers also get a sign-in code email when they log in to the buyer portal, and announcements you send from Updates.

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Who Do the Emails Come From?

Buyer emails show your kennel name as the sender, like “Sunny Goldens via BreederBuddy”, from notifications@mail.breederbuddy.com. Your buyers see your name, not ours. When a buyer hits Reply on most of these emails, the reply goes to you and your team’s email addresses, not to BreederBuddy.

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Changing What the Emails Say

You can add your own message to five of the emails: Application Submission Receipt, Waitlist Deposit Receipt, Waitlist Added Confirmation, General Payment Receipt, and General Payment Invoice.
  1. Go to Communications → Templates.
  2. Click the template’s name to open it. Templates are grouped under Applications, Waitlists, and Payments.
  3. Type your note in Custom Message. You can use bold, lists, and links. The preview on the right shows how the email will look.
  4. Click Save. You’ll see “Updated email template.”
Your message is added to BreederBuddy’s standard email. The standard wording, payment details, and buttons stay the same and can’t be removed. Emails sent after you save use your new message; emails already sent don’t change. Button and buyer portal colors come from Settings → Branding & Colors. Full details are in Communications.

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Other Messages You Might See

“Daily email limit reached. Please try again tomorrow.” Your plan allows a set number of emails you send out each day (requests, invites, reminders). Receipts for things buyers just did don’t count. You can see your limit under Settings → Usage Limits. “Disposable or temporary email addresses are not allowed.” The buyer gave a throwaway email address. Ask them for a real one and update their contact.

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Common Questions

Not right now. Emails for key moments like applications and payments go out automatically. You can change their wording under Communications → Templates. If a specific email is causing trouble, message us in the chat.
Some email providers are extra strict, especially with a first email from a new sender. Ask your buyer to mark it “not spam” and add notifications@mail.breederbuddy.com to their contacts. After that, emails usually go straight to the inbox.
Yes. On Communications → Activity, click Export to download the current view as a spreadsheet.
Alerts go to the email address every person on your account signs in with. There’s no separate notification address. Check your spam folder first. You can also filter Communications → Activity to To you to see whether the alert went out and where it was delivered. To send alerts to another inbox, invite that email as a user from Settings → User Administration.
Not yet. BreederBuddy sends the automatic emails listed above, but there’s no way to write a one-off or bulk email inside the app. To email everyone on a waitlist, open the waitlist, click its Communications tab, click Copy All Emails To Clipboard, and paste the addresses into the BCC line in your own email app.
Go to Communications → Activity and search their email address. Look for Application received receipt and check its badge. Delivered or Opened means it reached them.

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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.