--- title: B2B Site Soft Launch Strategy type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2025-11-07-doudlah-b2b-site-working-call-100005969.md tags: - ecommerce - b2b - woocommerce - launch-strategy - role-based-pricing layer: 2 client_source: null industry_context: null transferable: true --- # B2B Site Soft Launch Strategy ## Overview When launching a B2B WooCommerce site, a phased "soft launch" approach prevents clients from encountering a broken or incomplete experience. The core principle: **fully configure all backend systems before any client account is created or activated.** This ensures that when clients receive access, pricing, shipping, and payment rules are already in place and tested. This pattern emerged from the [[clients/doudlah/index|Doudlah]] B2B site build, where the team needed to stand up role-based pricing, multiple payment gateways, ShipStation integration, and QuickBooks sync before onboarding any wholesale accounts. --- ## The Three-Phase Sequence ### Phase 1: Backend Infrastructure Configure all integrations and platform-level settings before touching user accounts. - **Payment gateways:** Connect Stripe and PayPal using client credentials. Set Stripe as the primary (top) option. Enable offline methods (Cash on Delivery, Check/Invoice) with customized instructions. Optionally add Direct Bank Transfer if the client provides banking details. - **Shipping:** Install and connect the ShipStation plugin via API keys. Ensure B2B orders will be identifiable in ShipStation (e.g., the `.biz` site URL is visible in the integration; B2B order quantities will also be conspicuously larger than retail). - **Accounting sync:** Research and propose a 2-way WooCommerce ↔ QuickBooks Online sync plugin (e.g., MyWorks Sync, ~$20–50/month). Obtain client approval on cost before installing. A 2-way sync is preferred over 1-way so that payments recorded in QuickBooks also reflect in WooCommerce. - **Email/SMTP:** Confirm the site's existing SMTP plugin is configured as the sending method for all B2B plugin emails. Do not set up a separate email system. ### Phase 2: Role and Rule Configuration Build out the client-specific logic before any user accounts exist. Creating roles first means every account gets assigned correctly on creation — no retroactive cleanup. 1. **Clean the client data spreadsheet** — clarify each account's shipping terms, pricing/discount tier, payment methods, and any order minimums or maximums. This is the source of truth for all role configuration. 2. **Create user roles** — use the B2B plugin's User Role Manager to create one role per client (or per client tier). Roles can be cloned for new clients with identical terms. 3. **Configure role-specific rules:** - *Pricing:* Set fixed prices or tiered/quantity-based discounts per role. - *Shipping:* Restrict available methods (e.g., free local delivery only for Madison-area clients; flat-rate or weight-based for others). - *Payment:* Restrict options per role (e.g., require prepayment for some accounts; allow Cash on Delivery for trusted local clients). - *Order limits:* Enforce minimum and/or maximum order quantities where appropriate. 4. **Configure the registration form** — use the B2B plugin's native registration tools. Do not build a custom form outside the plugin; doing so disconnects it from all role-based features. Key settings: - Disable user-selectable roles at sign-up (admin assigns roles after approval). - Enable "Approve New Users" to prevent unauthorized access to wholesale pricing. - Customize the pending, approved, and disapproved email templates. - Add any custom fields (e.g., tax exemption certificate upload) using the plugin's custom field builder. ### Phase 3: Account Creation and Testing Only after Phases 1 and 2 are complete: 1. **Test the full flow** — create test accounts (e.g., `karly+test1@...`) and walk through registration, approval, checkout with each payment method, and order appearance in ShipStation. Iterate until the flow behaves as expected. 2. **Create real client accounts** — set up user accounts and assign the corresponding role. The system will send the client a welcome/setup email automatically. 3. **Soft launch with trusted accounts first** — begin with 2–3 clients the business has strong relationships with. Walk them through the ordering process. Gather feedback before opening to the full client list. --- ## Key Rationale **Why configure roles before users?** If you create a user account first, you have to retroactively assign a role and verify all rules applied correctly. Creating the role first means the user is fully configured the moment the account is created — and if an email goes out to the client, everything is already in place. **Why use the B2B plugin's native registration form?** The plugin's pricing, shipping, payment restriction, and approval features are tightly coupled to its own registration and user management system. A custom-built form outside the plugin will not trigger these features, resulting in a fragmented system that is difficult to maintain and debug. **Why a soft launch?** B2B clients have higher expectations than retail customers — they are placing large orders and relying on accurate pricing and shipping terms. A soft launch with a small cohort of trusted accounts surfaces configuration errors before they affect the broader client base. --- ## Related - [[clients/doudlah/index|Doudlah Client Overview]] - [[knowledge/ecommerce-strategy/woocommerce-b2b-role-based-management|WooCommerce B2B Role-Based Management]] - [[knowledge/ecommerce-strategy/quickbooks-woocommerce-sync|QuickBooks ↔ WooCommerce Sync Options]] - [[knowledge/ecommerce-strategy/shipstation-woocommerce-integration|ShipStation WooCommerce Integration]]