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Invoicing

Create professional invoices with line items, send them to buyers, and track payments -- all within BreederPro.

Creating an Invoice

Each invoice is automatically assigned a sequential number (INV-00001, INV-00002, etc.) unique to your account. You can optionally link an invoice to:

  • A contact (buyer)
  • An animal
  • A contract (if the invoice follows a signed contract)
  • An application

Line Items

Add as many line items as you need. Each line item has:

  • Description -- What the charge is for
  • Quantity -- Number of units (default 1)
  • Unit Price -- Price per unit in cents
  • Item Type -- Categorize the charge:
    • Animal -- The animal purchase price
    • Deposit -- A deposit or down payment
    • Health Testing -- Genetic or health testing fees
    • Shipping -- Shipping or transport costs
    • Custom -- Any other charge

The invoice subtotal and total are automatically calculated from your line items.

Sending an Invoice

Click Send. A dialog shows who the invoice goes to (the contact's name and email); click Send to confirm. BreederPro emails the buyer a link to view and pay the invoice, the invoice moves from Draft to Sent, and the sent date is recorded. The dialog then shows the link with Copy link and Open as buyer.

The contact needs a valid email address. If it's missing or mistyped, BreederPro won't send and the dialog points you to the contact to fix it.

While the invoice is Sent or Overdue, the invoice page keeps Copy invoice link and Open as buyer buttons.

The buyer can view the invoice at the public link (no login required) and see:

  • Invoice number and title
  • All line items with prices
  • Total amount due
  • Payment status

Tracking Payments

When you receive payment, click Mark Paid (available on sent and overdue invoices). A dialog asks how the payment was received. Type the payment method in the free-text box, for example Cash, Venmo or Check #123, then click Confirm.

The invoice records the payment date and the method you typed. Full payment is assumed when marking paid (partial payments are not currently supported).

Getting Paid Online

On Pro and Max, buyers can pay an invoice by card straight from the invoice link.

  1. Go to Settings → Billing and click Connect with Stripe under Accept Payments. Stripe walks you through a short setup (identity and the bank account for payouts). Only the account owner can do this.
  2. Once Stripe has everything it needs, the card shows Connected. If it says Stripe still needs more information, click Finish setup to pick up where you left off.
  3. Send invoices as usual. The public invoice page now shows a Pay button for the amount due.

When a buyer pays, the invoice is marked Paid automatically. Stripe's standard card processing fee is deducted from each payment; BreederPro charges no platform fee on top. Payouts to your bank and your full payment history live in your Stripe Express dashboard: open it from Settings → Billing → Open Stripe dashboard.

You can still record cash, check and other offline payments with Mark Paid.

Invoice Statuses

  • Draft -- Still editing, not yet sent to buyer
  • Sent -- Buyer has received the invoice
  • Paid -- Payment received and recorded
  • Overdue -- Past the due date without payment
  • Voided -- Invoice cancelled

Only draft invoices can be edited. Once sent, the invoice is locked.

Notes

Each invoice has two notes fields:

  • Notes -- Visible to the buyer on the invoice (payment instructions, thank you message, etc.)
  • Internal Notes -- Visible only to you (reminders, tracking info)