Doudlah Farms B2B Portal Requirements & Interim Process
Overview
During the October 2025 marketing call, a new high-volume B2B client (a crepe business) surfaced the need for a formal B2B ordering portal. Until that portal is built, Doudlah Farms is running a manual interim process. This article captures both the portal requirements and the interim workflow.
See also: [1] | [2]
New B2B Client: Crepe Business
- Order volume: 100 lbs of popcorn every other week, split across two locations
- Shipping constraint: One location is closed on Tuesdays, so orders must ship no later than Tuesday to arrive Wednesday or later — Monday shipments are not viable for that location
- Pricing issue: The client initially ordered through the public WooCommerce storefront and was charged retail price rather than the wholesale/B2B rate; Sherry (Lucy Doudlah) needs to contact the client to correct this and establish proper terms
Interim Manual Process
While the B2B portal is under development, the following manual workflow applies to this client (and any other high-volume B2B accounts):
| Step | Owner | Detail |
|---|---|---|
| Onboarding call | Sherry | Explain Net 15 terms, correct pricing, confirm shipping schedule |
| Order intake | Sherry | Receive orders directly (phone/email) |
| Invoicing | Sherry | Issue manual invoice with Bill of Lading (BOL) included |
| Shipping | Sherry | Schedule Tuesday shipments to avoid closed-location conflict |
| Payment terms | Both | Net 15 — chosen to manage credit risk on high-volume recurring orders |
Action (Sherry): Call the crepe customer to explain the manual Net 15 process, correct pricing to wholesale rate, and set the Tuesday shipping schedule.
Action (Karly): Resend the B2B addresses/pricing sheet link to Lucy; add the crepe client's pricing to the sheet.
B2B Portal Requirements
The portal must support the following before the manual process can be retired:
Core Features
- Subscription / recurring orders — clients should be able to set up automatic reorders on a defined cadence (e.g., every other week)
- Card-on-file payments — stored payment method to reduce friction on recurring orders
- Favorites / saved order lists — allow clients to quickly reorder their standard SKUs without rebuilding a cart each time
- Automated payment reminders — reduce manual follow-up on Net 15 or other terms
Additional Considerations
- Wholesale pricing must be enforced at login/account level so B2B clients cannot accidentally check out at retail rates
- Shipping schedule rules (e.g., no Monday dispatch for certain accounts) should ideally be configurable per account
- The portal should integrate with ShipStation for order fulfillment continuity
Action (Karly): Ask the developer about B2B subscription support and card-on-file capability in WooCommerce; report back to Lucy and Mark.
Open Questions
- Which WooCommerce plugin or custom solution will power the B2B portal? (Developer consultation pending)
- Will Net 15 terms be enforced automatically in the portal, or managed manually post-launch?
- How will the two-location split order be handled in the portal — one order with two ship-to addresses, or two separate orders per billing cycle?
Source
Discussed in the [3] call (October 17, 2025). Attendees included Karly Oykhman, Lucy (Sherry) Doudlah, Mark Doudlah, and Avoke Onorimuo.