Puppy buyers: waiting lists, contracts and the buyer portal

Contacts holds everyone you deal with: puppy buyers, waiting-list families, co-owners and stud owners. Each contact’s page shows their dogs, contracts and invoices.

Add a contact

Go to Contacts → Add Contact and fill in their name, phone, email and address. Add tags such as waiting list or 2026 buyer to find people quickly later.

Waiting lists and deposits

Each litter has its own waiting list. Open the litter and tap Add under Waiting List. Record the person’s name and contact details, what they’re after (for example Female, any colour), any deposit and the date it was paid, and where they’re up to: Waiting, Reserved, Purchased or Cancelled. Move people up or down to keep the order.

Contracts

Go to Contracts → New Contract and pick a template. WhelpHQ comes with four you can edit: Puppy Sale Agreement & Health Guarantee, Deposit & Reservation Receipt, Stud Service Agreement and Co-Ownership Agreement.

1. 1Pick the buyer from your contacts, or type their name and email.
2. 2Pick the dog under Animal. To sell a puppy, first upgrade it to a full dog record (the up arrow on its card on the litter page) so it’s in the list.
3. 3Enter the sale price and deposit, and WhelpHQ works out the balance.
4. 4Tap Preview to check it, then Create Contract.

Your kennel details are filled in for you, and so are the dog’s breed, date of birth, sex, colour and microchip number when you pick it from the list. Tap Download PDF to send it.

Once the buyer has signed, open the contract, tap Mark Signed, type the buyer’s name as their electronic signature and tap Confirm Signature. If you picked the buyer from your contacts and the dog from the list, WhelpHQ then records the buyer as the dog’s owner.

A private portal for each buyer

On a buyer’s contact page, tap the Buyer portal link icon, then New Link. WhelpHQ copies a private link you can text or email them. With it they can see their puppy’s photo, growth chart and health events, plus their contracts (with PDFs) and invoices, without logging in. They see nothing else about your kennel.

A dog shows in the portal once that buyer is recorded as its owner: signing a contract does this, or set Owner in Edit Dog (for a puppy, upgrade it to a full dog record first). The link stays live until you tap the bin icon (Revoke link).

Share heat and whelping news

To keep waiting families or a stud owner up to date, go to Settings → Share Breeding Updates → Manage Share Links. Pick the females to include and what to show: heat dates, whelping (due dates and litter counts) and, if you like, puppy sexes and colours. The link updates itself and needs no login.

Invoices

Go to Finances → New Invoice to bill a deposit, a puppy sale or a stud fee. Invoices are numbered for you, can include GST, and download as a PDF with your ABN and payment details. Tap Mark paid when the money arrives.