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Book & Organize
Benefits Overview E-Signatures SmartForms
Get Paid
Invoicing
Integrated with:
Powered by Stripe QuickBooks
Stay Connected
Email Marketing
Run Your Operation
Lodging & Camps Animal Inventory
Articles Pricing
(206) 395-6661

Everything but the hunt.

You handle the hunt. HuntDocs runs everything else — capturing leads, booking trips, getting paid, and staying in touch with your clients.

  • Capture Facebook and website leads, then follow up automatically
  • Book a hunt and send everything — waiver, documents, invoice, and trip details — in one go
  • Keep camps, lodging, and staff schedules straight all season
Get Started Today

Trusted by Growing Outfitters

Serving outfitters across Alaska, Arizona, Colorado, Idaho, Utah, New Mexico, Montana, Oregon, Texas, and more

Dry Creek Ranch

"HuntDocs has been a major step forward in organizing our operation. It's helped us operate more professionally, reduce administrative friction, and spend more time focused on clients and the field instead of paperwork."

"As we've grown, managing contracts, client information, hunt details, and internal processes became increasingly complex, and HuntDocs has helped bring structure and clarity to areas that used to be fragmented."

"What's been most valuable is how it's allowed us to standardize workflows while still staying flexible as we scale. We have big plans for the future, and having systems like HuntDocs in place gives us confidence that our back-end can support that growth."

Kolten Johnson

Owner, Dry Creek Ranch, Colorado

Deltana Outfitters

"For a guy that hates paperwork, it makes my life easier. I can set up the booking and send all 10 documents at once — the SmartForms fill in the hunter's details automatically. It's saving me hours of paperwork."

"When a hunter calls with a question, I pull it up on my phone and answer him right then. I don't have to tell him I'll call him back when I get to the office. It's done."

"I don't have to spend hours on my phone chasing hunters for payment. I send the booking package, they get all their documents and can pay online. I get paid faster."

"I needed to buy some equipment, and I pulled up HuntDocs and looked at my financials. I knew I was in a good position to buy it. Before, that was hours on a spreadsheet trying to get everything in order."

Bob Summers

Owner, Deltana Outfitters, Alaska

Everything You Need in One Platform

This was never just a job to you — it's the hunt of a lifetime you give people, season after season. HuntDocs is where outfitters get the booking, payments, and paperwork done faster, so the business side lives up to the hunt.

Get Paid Faster

Deposits, invoices, and online payments — collected, tracked, and synced to your books.

  • Deposits
  • Invoicing
  • Online & traditional payments
  • Secure credit-card vault for state draws
  • QuickBooks & Stripe sync

"I get paid faster and I don't have to chase people down."

— Bob Summers, Deltana Outfitters, Alaska

Supports:
Stripe QuickBooks
Book & Organize

Book a hunt, collect signed waivers, and keep every client detail in one record.

  • Trip Builder scheduling
  • SmartForms (custom forms & waivers)
  • E-signatures with audit trail
  • Contracts & document storage
  • Group booking with organizer portal
  • Hunter & staff portals
  • Photo gallery
Stay Connected

Capture leads and stay in front of your clients — automatically.

  • Facebook & website lead capture
  • Automated follow-up sequences (email & SMS)
  • Email & text marketing
  • Auto-reminders (deposits, documents, balances)
  • QR codes & marketing assets
Run Your Operation

Manage the parts of your outfit that happen back at camp.

  • Lodging & camp management
  • Animal inventory for ranches & preserves
  • Staff scheduling & assignments
  • Guide & staff pay tracking
  • Operating plans, permits & harvest reports (NF/BLM)
  • Financials & expense tracking

One Place to Keep Your Hunts, Clients, and Staff Organized

Simplified Document Management

Keep track of licenses, waivers, and client details without digging through filing cabinets or scrolling through countless emails to find that one critical document you need right now.

HuntDocs Solution:

Digital documents organized by each client that you can access on the go.

Client Details at Your Fingertips

Remember important client information without relying on scattered notes or trying to recall conversations from months ago when a client calls with special requests just days before arrival.

HuntDocs Solution:

Organized client profiles with preferences, medical information, and past hunt history all in one place.

Booking Made Simpler

Track deposits and signed paperwork without all the back-and-forth of emails and time wasted printing, scanning, and filing documents that get buried in inboxes.

HuntDocs Solution:

Digital forms and payment tracking that both you and your clients can handle with minimal hassle.

Tools Built for How You Actually Work

Manage Your Clients More Efficiently

Give your hunters a smooth booking experience while saving hours of administrative work for yourself.

Eliminate paperwork hassles with digital waivers and e-signatures

Get paid on time with clear deposit and payment tracking

Keep important documents secure and accessible when you need them

Scheduled Hunts
Create Hunts

Flexible Hunt Creation

Prevent scheduling conflicts and maximize your booking potential throughout the season.

Eliminate double-bookings with a clear visual calendar

Match the right guides with the right hunters for every trip

Manage your camp capacity to optimize your season

Documents at Your Fingertips

Access critical information whether you're at home, in-town or anywhere you have a signal.

Send waivers for signature with just a few clicks

Find the document you need in seconds, not minutes

Share gear lists and information from your desktop or phone

Document Library

How HuntDocs Improves Your Operation

Improved End-to-End Client Experience

Simplified Client Interactions

Give your hunters a smooth booking process from start to finish—no more printing and scanning forms or hunting through email threads. When clients have a better experience, they're more likely to book again and refer friends.

"The hunter has everything in one email."

— Matt Bennett, Old Sage Outfitters, Montana

Spend Less Time on Administration

Focus on What Matters

Imagine ending each day knowing exactly where every document is, which clients have completed their paperwork, and that nothing is falling through the cracks. More time preparing for hunts means better experiences for your clients.

"It's saving me hours of paperwork. It takes hours out of the whole process."

— Bob Summers, Deltana Outfitters, Alaska

Better Information Management

Remember the Details

Never forget a client's preference or medical needs again. Those small details—like remembering a client's dietary restrictions or equipment preferences—make a huge difference in the quality of experience you provide.

"I don't have to remember the details. Everything is kept right in HuntDocs."

— Bob Summers, Deltana Outfitters, Alaska

Simple, Transparent Pricing

Everything you need to manage your outfitting business

Outfitter Pro

Complete solution for hunting outfitters

Your Outfitting Business, Streamlined & Simplified
Hunt & Camp Management
  • Season-wide visual calendar - eliminate double-bookings instantly
  • Camp & hunter capacity management - maximize your booking potential
  • Unlimited hunters & guides - scale without software limitations
Guide & Staff Management
  • Guide scheduling & assignment tools - right guide, right hunt, every time
  • Staff credential tracking - never miss a certification deadline
Client Experience
  • Customizable hunter profiles - build stronger client relationships
  • Share hunt photos with clients - create lasting memories
  • Share gear lists & trip documents - ensure clients arrive prepared
Document Management
  • Digital waivers & contracts with e-signatures - close deals faster
  • Signature notifications - stay informed automatically
Platform Features
  • Mobile-friendly access - manage your business wherever you have a signal
  • Email & phone support - expert help when you need it
SAVE 17%
Switch to annual and get 2 months FREE (17% savings)
$125 /month

Billed monthly

Get Started – Create Your Account

You'll activate your free trial after registration.

14-day money-back guarantee

No contracts. Cancel anytime.

Questions? Call (206) 395-6661 or email info@myhuntdocs.com

Want a Closer Look or Have Some Questions?

Schedule a quick demo and see how HuntDocs fits your outfitting business.

Prefer to talk? Call (206) 395-6661

Hunting Outfitter Software: Frequently Asked Questions

Everything outfitters ask about booking, waivers, payments, lodging, staff, and more.

No. Your hunters get a secure link to view their trip, sign waivers, fill out forms, and pay their invoice — no login, no password, and no app to download. If you book a group, the organizer gets their own portal to manage the party and collect documents from each hunter.

Nothing to install — HuntDocs runs entirely in your web browser on desktop, tablet, or phone, so you and your clients are always on the current version with nothing to download or update.

HuntDocs is $125 per month, or $1,250 per year (two months free), and every plan includes unlimited hunters and guides, so you won't hit a per-seat wall as you grow. There's a 14-day free trial, a 14-day money-back guarantee, and no contracts.

The Trip Builder builds a whole booking on one screen: pick or add the client, choose or create the hunt (guided, drop camp, or custom), set the dates, camp, and meeting spot, assign staff, attach the waivers and SmartForms each person signs, add services or discounts, and set the deposit and due dates. When you hit Book and Send, HuntDocs emails the client one package — trip summary, invoice with a pay link, documents to sign, and an optional welcome email and text — so onboarding goes out in a single action. You can save any booking as a reusable template for next season.

Yes. A group booking puts everyone under one organizer with a single consolidated invoice instead of chasing each hunter, plus per-slot pricing for things like a three-person drop camp. The organizer gets a portal to manage the roster, collect signed waivers from each participant, and track the balance. Non-hunting companions ride along as observers without taking a hunt slot — billed to the hunter or separately — and if someone needs their own invoice, you can split it out.

Yes — for your seasonal, non-hunting offerings like summer horseback and trail rides, fishing trips, and pack trips, you can turn on public checkout so customers book and pay (a deposit or in full) through Stripe right from a link on your website or in an ad, with no phone call or staff time. They see the details, what's included, and the price, sign any required waivers, and the booking lands in your system with a notification. Big-game hunts you'll still book personally in the Trip Builder after talking with the hunter — public checkout is for the higher-volume, lower-touch trips.

You send a waiver or contract, the hunter opens a secure link, types their name, and signs; HuntDocs generates the signed PDF, stores it, and emails you both a copy. Every signature carries an audit trail — name, email, timestamp, IP address, device, and a cryptographic hash of the exact document, so any later alteration breaks the hash. It handles counter-signatures for two-party contracts and witness or guardian signing for minors. E-signatures are recognized under U.S. law (the ESIGN Act and UETA), though enforceability depends on your state and your terms, so it's worth a one-time review with your attorney.

SmartForms are forms you build yourself — waivers, contracts, medical and emergency forms, applications, questionnaires — with signature blocks, witness and counter-signatures, and an optional deposit payment built in. You can deliver the same form four ways: an emailed secure link, a public link a prospect verifies by text with no account, an embed on your website, or offline on a tablet with a printed QR code. Submissions automatically generate a PDF, can feed straight into a booking, and keep a full revision history if you amend one after it's signed.

Yes, with one setup step: load the form on your phone or tablet while you have a signal, then your clients can sign it in camp with no service at all, and the signatures sync automatically once you're back online — with the same audit trail. The one exception is forms that collect a payment, which need a connection.

HuntDocs processes payments through Stripe — clients pay by credit card or bank transfer (ACH) from a secure link, and you can also record check or cash payments manually. You can take a deposit now with the balance due later, securely vault a client's card for state-draw scenarios, and choose whether to pass card and ACH processing fees to the client or absorb them. Payouts go to your bank on Stripe's schedule, with the fees and net amounts tracked so your books stay clean.

Yes — once you connect QuickBooks Online, your invoices, payments, and deposits sync automatically in near-real time, with no double entry. Each tax rate posts as its own line item routed to the right account, and HuntDocs re-checks that mapping after updates because QuickBooks' automated sales tax can otherwise override it. A couple of things aren't synced yet — processing-fee line items and per-invoice tax overrides — so confirm those if they matter to your bookkeeping.

Yes — the lodging module tracks every cabin, wall tent, room, or bunk as a bookable unit across owned properties, contracted hotels, spike camps, even lodges your staff contribute. It manages reservations and occupancy with automatic conflict detection so you never double-book, smart assignment that fits parties to units and can shuffle guests to make a group fit, turnover and maintenance blocks, and printable camp manifests. You assign lodging in the lodging module today; it's a per-outfitter feature you switch on in Settings, and auto-creating a reservation straight from a booking is on the roadmap.

Yes. Manage your whole crew — guides, cooks, wranglers, packers — with roles, license and certification tracking, and assignment by a drag-and-drop calendar that flags conflicts against other assignments and approved time off. Guides get an optional portal to see their schedule, request time off, express interest in open hunts, pull up their guide brief, and subscribe to a personal calendar feed. Turn on pay tracking to set rates (hourly, daily, per-hunt, per-species, or salary), run guide invoices through an approve-and-pay workflow, and roll pay into your financials — and larger outfits can delegate crews to managers who only see their own team.

Yes — HuntDocs has a photo gallery where you upload and share trophy and trip photos with each client, organized by hunter, with control over what they can see. Clients can share their own photos back to you, and you can keep a separate gallery for staff. It's an easy way to send a hunter home with their photos and keep them coming back.

Yes — harvest records are tied to each hunt and hunter, and your guides can submit them right from their portal in camp, so the details are logged while they're fresh instead of reconstructed later. Those records feed your NF/BLM use and harvest reporting automatically.

Yes — HuntDocs generates operating plans, actual-use reports, and permit documents for National Forest and BLM compliance, pulled from the bookings and hunts already in your system instead of rebuilt by hand each season.

Yes — leads from your website form and from Facebook and Instagram lead ads flow straight in as contacts, and with a default follow-up set they enroll automatically the moment they arrive. You can build multi-step email and text sequences that drip out over days (with built-in quiet hours so nothing fires overnight), test each step before it goes live, and pause or adjust anytime. Leads only enroll if they've opted in, which keeps you clear of TCPA, and you can drop a QR code on a trade-show table tent that captures and enrolls leads on the spot.

Yes — send bulk email and text, including picture messages, to your clients and leads, segmented by species, camp, weapon, hunt year, or custom lists. Email runs through Postmark with full open, click, bounce, and unsubscribe tracking, and texting runs on Twilio with A2P 10DLC registration so your messages are carrier-compliant. Only opted-in contacts are ever included, and reusable templates with merge tags make each send fast.

Ready to Simplify Your Business?

Join forward-thinking outfitters who are using HuntDocs to deliver better experiences, book more hunts, and save precious time.

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Collect show leads in minutes — free starter kit

Headed to GAOS, SCI, the Western Hunt Expo, or any other show? We’ll send a hosted lead form, a QR Code that opens it when scanned, and a print-ready table tent—ready to use.

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