Doudlah Farms ShipStation & QuickBooks Integration
End-to-end order workflow connecting the Doudlah Farms B2B wholesale site through ShipStation for fulfillment and QuickBooks for accounting. This article documents the configuration decisions, automation rules, packing slip setup, and testing procedures established during the January 2026 finalization session.
Overview
The target workflow is:
B2B Site (WooCommerce) → ShipStation → QuickBooks
All three systems were connected and tested in the 2026-01-30 working session. QuickBooks configuration was partially complete at the time of the meeting; full setup was deferred until ShipStation automation was verified.
See also: [1] | [2]
QuickBooks Integration
Connection Details
- Plugin: Free QuickBooks plugin (WooCommerce)
- Account email:
sherry.doudlah@gmail.com - Status as of 2026-01-30: Connected; full configuration pending ShipStation verification
Setup Sequence
- Install and activate the free QuickBooks plugin on the B2B site
- Authenticate via the
sherry.doudlah@gmail.comIntuit account - Complete field mapping and sync configuration after ShipStation automation is confirmed working
- Run one end-to-end test order through the full chain
- Notify Sherry and Mark; schedule a walkthrough call
Outstanding Actions
- [ ] Complete QuickBooks plugin configuration (Karly)
- [ ] Run one full test order through site → ShipStation → QuickBooks (Karly)
- [ ] Schedule walkthrough with Sherry/Mark after test passes (Karly)
- [ ] Email Sherry the QuickBooks password screenshot (Karly)
Note: If the free plugin meets requirements, no upgrade is needed. Evaluate after the first successful test cycle.
ShipStation Integration
Automation: Order Routing
Problem: B2B orders were previously landing in the ShipStation "On Hold" queue, causing them to be missed by the fulfillment team.
Fix: An automation rule was configured to route all B2B orders directly into the main fulfillment queue, bypassing "On Hold."
Verification step: Jason Doudlah monitors ShipStation for the test order placed during the 2026-01-30 session and emails Karly when it appears, confirming it landed in the correct queue.
- [ ] Jason: Monitor ShipStation for test order; email Karly when it arrives and confirm queue placement
- [ ] Karly: Verify automation is routing correctly before closing this item
Carrier: Doudlah Farms Transport LLC
The internal delivery fleet operates under Doudlah Farms Transport LLC. This entity must appear as a carrier in ShipStation so that deliveries can be tracked and reported separately for accounting purposes (the LLC needs to be paid for mileage/delivery costs).
- [ ] Karly: Confirm Doudlah Farms Transport LLC is set up as a carrier in ShipStation
Packing Slip Configuration
Jason uses the ShipStation packing slip (not the WooCommerce order summary) because it includes:
- Doudlah Farms logo
- Farm address
- All necessary order details
Field mapping required: The following custom checkout fields must be mapped to appear on the ShipStation packing slip:
| Checkout Field | Packing Slip Mapping |
|---|---|
| Purchase Order Number | PO field |
| Transaction Number | Custom/notes field |
- [ ] Karly: Map PO and Transaction Number fields to the ShipStation packing slip template
Checkout Fields Feeding the Workflow
The following fields are collected at checkout and flow downstream into ShipStation and QuickBooks:
| Field | Required? | Notes |
|---|---|---|
| Purchase Order Number | No | Standard for most wholesale customers |
| Transaction Number | No | Required by Willie Street Co-op for payment processing; must appear on packing slip |
| Shipping Method | Yes | Profile-based; see shipping config below |
| Payment Terms | Yes | Defaults to Net 30 for all customers |
Why Transaction Number Matters
Willie Street Co-op requires a transaction number on every invoice to release payment. If it is missing, payment is withheld. The field is optional (not all customers use it) but must be surfaced in the checkout form and carried through to the packing slip.
Shipping Configuration
Shipping options are profile-based — each customer account is configured to show only the options applicable to them. The options defined as of 2026-01-30:
| Option | Display Name | Details |
|---|---|---|
| Farm Pickup | Farm Pickup (FOB) | Customer collects at the farm; FOB terms |
| Internal Delivery | Doudlah Farms Transport free delivery | Used for existing local customers receiving farm-delivered orders; named explicitly for LLC accounting |
| Regional Flat Rate | 4–5 Business Days — $50 | For new regional customers (e.g., Sun Prairie area); replaces the previous $25 flat rate |
| UPS (profile-based) | UPS calculated rate | Long-distance customers (e.g., California, Texas); uses UPS rate plugin so cost adjusts with order size |
| Freight (profile-based) | Freight | Large-volume customers (e.g., Old Crepes, Cider Company); rate quoted per order |
Shipping Option Changes Made in This Session
- Renamed "In-Store Pickup" → Farm Pickup (FOB)
- Renamed "Free Shipping" → Doudlah Farms Transport free delivery
- Updated flat rate from $25 → $50 (4–5 business days, Wisconsin regional)
- Removed the old $25 flat rate option
-
Initiated investigation of a UPS rate plugin for long-distance profile customers
-
[ ] Karly: Investigate and configure UPS rate plugin for long-distance B2B customers
- [ ] Karly: Apply all shipping option renames and rate changes to the B2B site
Payment Terms
Default: Net 30 for all wholesale customers.
Payment method options are profile-based and can be updated per customer in the WooCommerce backend.
Special Customer Workflows
Willie Street Co-op
- Requires both a Purchase Order Number and a Transaction Number on every order
- Both fields must appear on the ShipStation packing slip
- Without the transaction number, payment will be withheld
Epic Systems (Multiple Kitchens)
- Epic operates multiple kitchens, each requiring a separate order to ensure payment is processed per kitchen
- Sherry to discuss the ordering process with Epic's contact, Aria, and set up individual kitchen accounts if needed
- [ ] Sherry/Lucy: Align with Aria (Epic) on separate kitchen order process; set up accounts as needed
Long-Distance Customers (California, Texas, etc.)
Examples: Foodocracy, Primary Bean, Yamana (Sherry Burby)
- Assigned UPS profile-based shipping
- Rate calculated dynamically via UPS plugin based on order weight/dimensions
Freight Customers
Examples: Old Crepes, Cider Company
- Freight rate quoted per order depending on volume
- Historically ~$70 to Minneapolis for a standard 4-box order
Testing Procedure
End-to-End Test (2026-01-30 Session)
- Placed a test order on the B2B site using the test account
- Verified order confirmation page displayed correctly (noted: needs a "Back to Account" button)
- Monitored ShipStation for order arrival — expected ~1 hour delay
- QuickBooks sync not yet verified (configuration incomplete)
Verification Checklist
- [ ] Test order appears in ShipStation main queue (not "On Hold")
- [ ] PO Number and Transaction Number visible on packing slip
- [ ] Doudlah Farms Transport LLC listed as carrier option
- [ ] Order syncs to QuickBooks correctly
- [ ] Sherry/Mark notified of successful test
Related Articles
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