--- title: Doudlah Farms Shipping & Fulfillment Configuration 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 - fulfillment - shipping-config - shipstation - quickbooks - b2b - ecommerce - wholesale layer: 2 client_source: null industry_context: null transferable: true --- # Doudlah Farms Shipping & Fulfillment Configuration Finalized shipping options, payment terms, and order routing workflow for the Doudlah Farms B2B wholesale site. Decisions were made during the [[clients/doudlah-farms/_index|Doudlah Farms]] working session on 2026-01-30. --- ## Shipping Options The B2B checkout offers four shipping methods, each assigned per customer profile so that only applicable options appear at checkout. ### 1. Farm Pickup (FOB) - Renamed from the generic "in-store pickup" label. - Used when the buyer or their carrier collects directly from the farm. - FOB designation clarifies that title transfers at the farm gate. ### 2. Doudlah Farms Transport Free Delivery - Renamed from "free shipping" to explicitly reference **Doudlah Farms Transport LLC**. - The naming is intentional: it allows the CPA to track deliveries made by the LLC and calculate a monthly mileage/fee reimbursement. - Applied to existing local customers who have historically received free delivery. - Transitioning new customers away from this option toward the regional flat rate. ### 3. Regional Flat Rate — $50 (4–5 Business Days) - Intended for new regional customers (e.g., Sun Prairie area) where Doudlah Farms delivers but wants to begin charging for time and mileage. - Replaces the previous $25 flat rate, which was removed. - Profile-gated: only shown to customers in the applicable delivery zone. ### 4. Profile-Based UPS / Freight - **UPS plugin** (rate-calculated): for long-distance customers such as those in California and Texas (e.g., Foodocracy, Primary Bean, Yamana/Sherry Burby). Rates fluctuate automatically based on order weight and destination. - **Freight (LTL)**: for large-volume customers such as Old Crepes and the Cider Company. Freight cost is quoted per order based on what is being shipped. - Both options are profile-gated and not visible to local/regional customers. --- ## Payment Terms - **Default: Net 30** for all wholesale customers. - Payment method options are profile-configurable; most existing customers are on Net 30. --- ## Checkout Fields | Field | Required | Notes | |---|---|---| | Purchase Order Number | No | Customer's own PO reference | | Transaction Number | No | Required by Willie Street Co-op for payment processing; not required for others | | Shipping Address | Yes | Auto-fills from saved profile | | Billing Address | Yes | Auto-fills from saved profile | The **Transaction Number** field was added specifically because missing it on Willie Street Co-op orders causes payment delays. It is intentionally non-required so it does not block other customers at checkout. --- ## Order Routing: Site → ShipStation → QuickBooks ### Flow 1. Customer places order on the B2B site. 2. Order syncs to **ShipStation** (typically within ~1 hour). 3. A ShipStation automation routes B2B orders into the **main fulfillment queue** — not the "On Hold" status where they were previously being missed. 4. Jason (warehouse) monitors ShipStation for incoming B2B orders. 5. Orders eventually sync to **QuickBooks** via the free plugin connected to `sherry.doudlah.gmail.com`. ### ShipStation Configuration Notes - **Doudlah Farms Transport LLC** must be set up as a carrier in ShipStation so transport deliveries are tracked correctly. - **PO Number** and **Transaction Number** fields from the B2B checkout should be mapped to the ShipStation packing slip. - Jason uses the **ShipStation packing slip** (not the site order summary) because it includes the Doudlah Farms logo, address, and all required order details. - The B2B automation routing fix (away from "On Hold") was implemented prior to this session and verified via a test order placed during the meeting. ### QuickBooks Integration - Free plugin connected during the 2026-01-30 session. - Full configuration (field mapping, sync testing) to be completed by Karly after ShipStation routing is verified end-to-end. - One full test order should be run through the complete chain before notifying Sherry and Mark. --- ## Customer Shipping Profile Examples | Customer | Shipping Method | Notes | |---|---|---| | Willie Street Co-op | Doudlah Farms Transport free delivery | Requires Transaction Number at checkout | | Sun Prairie (Root Cellar area) | Regional flat rate $50 | New customer; transitioning to paid delivery | | Foodocracy, Primary Bean | UPS (rate-calculated) | Long-distance; profile-based | | Old Crepes, Cider Company | Freight (LTL) | Large volume; quoted per order | | Epic Systems kitchens | TBD per kitchen | Separate orders required per kitchen for payment; Sherry to align with Aria at Epic | --- ## Open Items (as of 2026-01-30) - [ ] Karly: Rename shipping options in B2B checkout ("Farm Pickup (FOB)", "Doudlah Farms Transport free delivery", remove $25 flat rate, set $50 regional flat rate) - [ ] Karly: Investigate and configure UPS rate plugin for long-distance profiles - [ ] Karly: Ensure Doudlah Farms Transport LLC is a ShipStation carrier - [ ] Karly: Map PO and Transaction Number fields to ShipStation packing slip - [ ] Karly: Verify test order routes to main ShipStation queue (not On Hold) - [ ] Karly: Complete QuickBooks integration; run one full test; notify Sherry and Mark - [ ] Jason: Monitor ShipStation for test order; email Karly when it lands - [ ] Sherry: Align with Aria (Epic) on separate-kitchen ordering process; set up accounts if needed --- ## Related - [[clients/doudlah-farms/_index|Doudlah Farms Client Overview]] - [[wiki/knowledge/ecommerce-strategy/doudlah-farms-b2b-site-ux|Doudlah Farms B2B Site UX & Pricing]] - [[wiki/meetings/2026-01-30-doudlah-farms-b2b-finalization|Meeting Notes — B2B Site Finalization & Fulfillment Workflow Review (2026-01-30)]]