--- title: B2B Site Finalization & Fulfillment Workflow Review — 2026-01-30 type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2026-01-30-doudlah-farms-marketing-amazon-ecommerce-inventory-call-118570030.md tags: - doudlah-farms - b2b - ecommerce - shipstation - quickbooks - fulfillment - wholesale - shipping-config - integration - client-meeting layer: 2 client_source: Doudlah Farms industry_context: food-beverage transferable: false --- # B2B Site Finalization & Fulfillment Workflow Review — 2026-01-30 ## Overview Working session to finalize the Doudlah Farms B2B wholesale site UX, configure shipping and payment options, test the end-to-end order workflow (site → ShipStation → QuickBooks), and review January Amazon sales performance. Attendees included Karly Oykhman and Gilbert Barrongo (Asymmetric), plus Sherry/Lucy, Mark, and Jason Doudlah. **Meeting recording:** https://fathom.video/share/Exzw9-hUacTjLKAw-ig1Ri5zeq22gGca --- ## Key Decisions ### B2B Site UX & Pricing - **Default product images** will be changed from 25 lb bulk bags to the **smallest retail bag** (e.g., 1.5 lb flour). Rationale: the majority of wholesale customers order case-packed retail-ready product, not bulk bags. Customers ordering 25 lb bags can still find them by hovering/selecting the size variant. - **Pricing display** will show the **total case price** prominently, with a per-unit breakdown below (e.g., "$42.96 / $3.58 per unit"). This avoids the common confusion of ambiguous unit-vs-case pricing. - A **"sort by size"** filter will be added to the product catalog page. - **Image resolution** will be improved across all products; the Amber image was specifically flagged as needing replacement. ### Checkout Fields - A non-required **"Transaction Number"** field will be added to checkout, below the existing Purchase Order field. This is required by Willie Street Co-op for payment processing — without it, invoices go unpaid. ### Shipping Options | Option | Label | Notes | |---|---|---| | Farm Pickup | **Farm Pickup (FOB)** | Renamed from "In-Store Pickup" for clarity | | Internal delivery | **Doudlah Farms Transport free delivery** | Renamed from "Free Shipping" to enable internal accounting for Doudlah Farms Transport LLC | | Regional flat rate | **4–5 business days — $50** | For new regional customers (e.g., Sun Prairie area); replaces prior $25 flat rate | | Long-distance | **UPS plugin (profile-based)** | For customers in CA, TX, etc. (e.g., Primary Bean, Foodocracy, Yamana); rate fluctuates with order size | | Large/freight orders | **Freight (profile-based)** | For high-volume customers (e.g., Old Crepes, Cider Company) | Shipping options are profile-controlled — customers only see the options applicable to their account. ### Payment Terms - **Net 30** is the default payment term for all wholesale customers. ### Documentation - Jason will use the **ShipStation packing slip** (not the site order summary) for fulfillment — it includes the Doudlah Farms logo, address, and all necessary order details. - PO number and Transaction Number fields will be mapped to the ShipStation packing slip. --- ## Integrations & Testing ### QuickBooks - The free QuickBooks plugin was connected to the account (`sherry.doudlah@gmail.com`). New password set during session: `DFOqb2026!` — Karly to email screenshot to Sherry. - Full QuickBooks configuration will be completed after ShipStation workflow is verified. One test transaction will be run before scheduling a walkthrough with Sherry and Mark. ### ShipStation - A test order was placed during the session to verify a new automation that routes B2B orders to the **main queue** (previously they landed in "On Hold" and were at risk of being missed). - Jason will monitor ShipStation and email Karly when the test order appears, confirming correct routing. - Doudlah Farms Transport LLC needs to be confirmed as a carrier in ShipStation. ### Epic Systems (Multi-Kitchen) - Epic has multiple kitchens, each requiring a **separate order** to ensure payment per kitchen. - Sherry will contact Epic's buyer, **Aria**, to align on this ordering process and set up separate accounts if needed. --- ## Amazon Sales Update - January sales tracking at approximately **$127k–$130k**, up ~4% month-over-month from December. - Amazon currently pays out at **34%** of revenue — the B2B direct wholesale site is a key strategy to improve margin by capturing more direct sales. --- ## Marketing ### Child Care / WECA Donation Campaign - Social media post (Facebook/Instagram) and blog page are ready to publish. Remove `#WisconsinDPI` hashtag before posting (low search volume, unrelated results). - An **email campaign** will also be sent to the Wisconsin schools list — Mark noted schools are unlikely to see organic social posts. - Wisconsin DPI should be included in the email recipient list if they are on the schools spreadsheet. ### Wholesale Signup Link - Karly will provide a direct link to the B2B wholesaler signup page for Mark and Sherry to add to their **email signatures**, targeting new institutional buyers. ### Department of Defense Supplier Registration - Mark flagged the need to register as a **DOD supplier** to receive payment from schools using federal funds. Mark will initiate this application. --- ## Action Items ### Karly Oykhman - [ ] Email Sherry the QuickBooks password screenshot (`DFOqb2026!`) - [ ] Update WECA donation social post: remove `#WisconsinDPI`; post to Facebook and Instagram - [ ] Draft WECA donation email campaign; include Wisconsin DPI on recipient list; send after ShipStation/QB tests pass - [ ] Update B2B product catalog: default all images to smallest retail bag; fix Amber image; add "sort by size" filter; improve image resolution - [ ] Add non-required "Transaction Number" field to B2B checkout (below PO field) - [ ] Rename shipping options: "Farm Pickup (FOB)" and "Doudlah Farms Transport free delivery" - [ ] Set regional flat rate shipping to $50 / 4–5 business days; remove old $25 flat rate option - [ ] Investigate and configure UPS rate plugin for long-distance B2B customers - [ ] Add "Back to Account" button on order confirmation page - [ ] Ensure Doudlah Farms Transport LLC is listed as a carrier in ShipStation - [ ] Map PO number and Transaction Number fields to ShipStation packing slip - [ ] Complete QuickBooks integration; run one test transaction; notify Sherry and Mark; schedule walkthrough - [ ] Email Mark the B2B wholesaler signup link for use in email signatures ### Jason Doudlah - [ ] Monitor ShipStation for the test order placed during this session; email Karly when it appears to confirm correct queue routing ### Sherry / Lucy Doudlah - [ ] Contact Aria at Epic to align on separate-order-per-kitchen process; set up individual kitchen accounts if needed ### Mark Doudlah - [ ] Initiate Department of Defense (DOD) supplier registration application --- ## Attendees | Name | Role | |---|---| | Karly Oykhman | Asymmetric (lead) | | Gilbert Barrongo | Asymmetric | | Avokerie Onorimuo | Asymmetric | | Sherry / Lucy Doudlah | Doudlah Farms (external) | | Mark Doudlah | Doudlah Farms (external) | | Jason Doudlah | Doudlah Farms — fulfillment (external) | --- ## Related - [[wiki/clients/current/doudlah-farms/_index]] - [[wiki/clients/current/doudlah-farms/systems/shipstation]] - [[wiki/clients/current/doudlah-farms/systems/quickbooks]] - [[wiki/clients/current/doudlah-farms/b2b-wholesale-site]]