Pet Records Clients

Managing people and the transactional side of the business: clients, contracts and templates, invoices and payments, sold-dog transfer records, and the per-client profile (contact card, internal notes, communication log, financial summary).

Q: What is the Clients section for?

Managing people and everything transactional: invoices, contracts, payments, sold dogs, and transfers — everything to do with the transaction.

Q: How do I keep my client list from filling up with people who never buy?

Mark inactive people as “past” to filter them out of the active list, and use “unlink” to remove anyone from your contacts entirely. Waitlist applicants only become clients once a deposit is received.

Q: What are contract templates and how do they save time?

Reusable contracts. When sending, you only set the price and select the dog. You can add one-off “additional terms” at send time (they appear at the bottom before signing) without building a new contract, and you can mark whether papers are included.

Q: What can I see about invoices and payments?

Paid/unpaid status, who they went to and for which dog, the amount, how much is paid, due dates, split payments (marked fully paid when complete), line items, payment methods (e.g., PayPal), and transaction IDs.

Q: How does the sold-dog and transfer record work?

It lists every dog you’ve sold and shows the current owner — even after your buyer resells the dog — while keeping a full transfer log from breeder through every subsequent owner.

Q: What’s on an individual client’s profile?

A contact card, private internal notes, the dogs they’ve purchased, a timestamped communication log, and a financial summary (total invoiced, total paid, balance, and contracts).

Q: What’s the difference between internal notes and the communication log?

Internal notes are one running free-text log that’s completely private. The communication log records discrete, timestamped entries (phone call, text, email, in-person, or a note) so you know exactly when each interaction happened.

Q: If I edit a client’s contact info, does it change their own account?

No. Editing a client from your side only changes your copy of their details, not their actual Pet Records account.

Q: How do I categorize a contact?

You can mark them as buyer, potential buyer, waitlist, friend, breeder, seller, canceled, or past — or unlink them to remove them from your contacts.

Auto-transcribed from the video; minor transcription errors may remain.

If that said, let's go look at our clients. Again, we're going to look at things from the homepage,

you're on the homepage, you want to get somewhere around the system. The clients is where you manage

invoices, it's where you manage contracts, it's where you manage people, this is where you manage

everything to do with the transaction. So over here you can see I have a few clients, most of them

are test, test at pet records, test to at Davis, new test account, everything about this account

is meant to be shared publicly in videos because I don't want to share real information. So I've

clicked that deposit has been received, now that person comes over here, right here you can see

Matt at DavisProductions.us, which is the most recent one that I used. Now what we have here is

all clients, act of clients, past clients. So you can mark somebody past, this is a client to no

longer in contact with, you're not engaging with them, the reality is nobody wants to come here,

whether it's a grid or a list, nobody wants to come here and see 57 people, 47 of what you're not

even talking to. So you're able to mark them as past, it filters them down into here, another thing we

did was make it so that you can find contracts that you sent very quickly right here, you don't have

to open a client. So I sent this one to test account for a specific puppy, the contract amount

was for 345, it's not been signed, I can edit the contract, mark it, sign, void it, delete it, whatever

the case is. You can also find the contract directly in the person's account. So right here,

I've sent four contracts to this test account. Let's go back here, you have templates, this is where

you can create your contracts. So rather than creating a brand new contract for every person,

we have made it where you can do templates. And then when you send a contract to a person, the only

thing you have to do is set the price and select the dog. We've also made it where if you have

additional terms, you don't have to make a brand new contract. When you, at the time you send it,

there is a section that says additional terms. You can put that in there, it'll show up at the

bottom before they sign it. And then you can add a few additional terms without making a brand new

contract. So you can edit the contract, you can also mark whether it includes papers, you can

make a brand new one name it, type it out, save the template. Over here is invoices. So this is

every invoice that I have sent out. I can see if they're paid unpaid, who has sent them to

what puppy it's for, what the amount is for, how much of it has been paid. We do have split payments,

it'll mark fully paid when the full amount is paid, the due date, etc. Here you can see every

payment that has been made as well as the methods of PayPal. I can see the transaction ID,

the invoice that's linked to. I can open that specific payment. And here is a record of every dog

that you have sold. So you can see the picture of the dog, the name of the dog, the ID,

who currently owns it. And what's cool about this is let's say I sell the dog. And then the person

I sell the dog to sells the dog again. I will see here whoever the most recent owner is,

not necessarily the person I sold it to, but we also keep a record of every transfer.

So if we need a record of the transfer log from the breeder to the fifth owner, we have that as well.

Okay, let's go look at the client themselves. So we're going to open up this client.

And on this client, I guess I've sold all the dogs that I've sold on this test account, one person.

When you open up the client, the first thing we're going to see is the contact card.

It's going to show you their name, email phone, address, and status. Next to it, you're going to see it in

terminal notes.

These notes are visible to you. They will never see it on a contract, never see it on an invoice, never see it on your website. It is totally private to you. This is where you're able to put things like I have bad news. Films about this person or I don't think this person is right for this dog, but maybe this dog I should talk to them about that. Underneath that, you can see the dogs that they have purchased.

Dogs are plural because a lot of breeders that have included have had repeat bios come back and buy multiple dogs. We want it easy just to see what dogs that they own. Then we have a communication log. This communication log works hand in hand with internal notes.

So your internal notes is kind of a free editor. Everything you type is saved. So if I hit test and save, it's there. But if I come back and type something else later on and hit save again, they sit together. So it's kind of one running log.

So there's going to be times you're going to want different notes and you're going to want to know when they happened. This is where the communication log comes in. You can hit log entry and we have a few different options. You either talk to them via a phone call, sent them a text message, emailed them. Maybe you met them in person. Maybe you're just making a note and you want that note separate from the internal notes.

So I'm going to hit that I call this person. I'm going to hit that this person asked about pricing before the health of the dog. I'm going to hit save on that. And it's going to show up right here that on June 20th at 149 p.m. I talked to this person on the phone and they asked about pricing before the health of the dog. Now I might put that in internal notes as well.

But I'm the type of person I want to know exactly when that happened. And the reason I want to know that happened is to me that is a red flag. I think the dogs that we sell, we want to know that the people, the buyers that we're selling to are more interested in the health and well-being of the dog. What is their health like? Are they up to date on that scenes? How do we take care of them? What are our practices?

All of that before we even get to the price. At the first thing they ask us is what is the price? Can we work at the price? Whatever. We kind of we don't want to work with that person. We feel that they care more about pricing than the dog itself.

And to us, we feel like that's not a good home for the dog. So we're going to mark that in the communication log. I might mark it in internal notes as well. This way the communication log gets big. I have that up here.

And then down below we have the financial summary. So how many, how much have I built them in total total invoices? How much have they paid? So in total, I build this test account, 2900 dollars in invoices. They've paid me 2300 invoices. They have a balance of 600 and there's one contract.

So now if I come over here to contracts, I can see that I've sent the contract. I can send them a new one. I can do a brand new one right here, new terms. Or I can select an existing one. This is where I told you that you can make additional terms and stuff. I can select the puppy, the amount, create and send.

And now it just sent me an email with that contract in it. Same thing with invoices. I can come here. I can see invoices that have been sent. So this invoices invoice number 5587. It's unpaid for 600 dollars due January 16, 2024. I can view it, recent at market paid, add a split payment or a full payment.

I can edit it, maybe add a new line item. So let's say they already paid the dog full, but we're boarding it in every week. Whatever the case may be, you can add new line items as you go or maybe however you want to do that. We have the option there.

Or you can do a new invoice. You select the puppy, the due date, begin adding your line item.

How much it's for, click create invoice and it just sent it to them. And then your payments,

this is where you see individual payments from this person. Now, if you hit edit, this is where

you're able, you can edit their name, email, phone number, address. This only changes it to you,

not in their account. It can also mark whether they are a buyer, a potential buyer, waitlists, a friend, a breeder, a seller,

canceled. If you hit past, they don't show up and active. Or if you are absolutely nothing to do with this person,

let's just say they somehow made it past your waitlist funnel into your contacts and then, you know,

you're like us, they ask about price and before the health of the dog, you don't want to sell to them at all.

You can just hit unlink, it removes them from your contacts altogether. You don't have to worry about seeing them anymore.