wiki/knowledge/ecommerce-strategy/doudlah-farms-b2b-site-operations.md · 649 words · 2026-04-05

Doudlah Farms B2B Site Operations

Operational procedures for the Doudlah Farms B2B wholesale ordering site, covering manual order entry, customer account management, and free sample fulfillment. These procedures emerged from the February 2026 marketing call as the B2B site was being finalized for launch.

Manual Order Entry

Some wholesale customers (particularly long-standing relationships) will not self-serve through the B2B portal and will instead contact Lucy directly by phone or text. For these customers, Lucy places orders manually using a dedicated test login.

Procedure:

Log in using the test login credentials provided by Asymmetric.
At checkout, overwrite the autofilled account fields with the actual customer's information:
- Customer name
- Company name
- Purchase order number
- Billing/shipping email (this determines where the QuickBooks invoice is sent)
Select the appropriate payment and delivery options.
Submit the order — a QuickBooks invoice is automatically generated and routed to the customer email entered.

Key constraint: The B2B site has a direct QuickBooks integration. Every order placed through it creates an invoice. There is no way to override or suppress this behavior, so the site should only be used for billable transactions.

Multi-kitchen accounts (e.g., Epic): When a single buyer orders on behalf of multiple kitchen locations that each require separate invoices, place a separate order per kitchen, overwriting the customer/company name and PO number each time. Each order generates a distinct QuickBooks invoice.

Free Sample Processing

Free samples must not be processed through the B2B site. Because the B2B site automatically creates QuickBooks invoices, running a $0 sample order through it would generate unwanted invoice records.

Correct procedure for free samples:

Use the B2C (consumer) Shopify site instead.
Asymmetric creates a coupon code that reduces the order total to $0.
Lucy places the sample order on the B2C site using the coupon code.
The order flows into ShipStation for fulfillment as normal.

This keeps the sample out of the B2B invoicing workflow while still capturing it in ShipStation for shipping and tracking.

Action item (open): Asymmetric (Karly) to create a free-sample coupon code on the B2C site for Lucy's use.

Customer Account Structure

Scenario	Approach
Customer self-serves online	Customer creates their own B2B account and places orders directly
Customer texts/calls Lucy	Lucy uses the test login and overwrites customer fields at checkout
Multi-location account needing separate invoices	One order per location, each with distinct customer name and PO
Free sample shipment	B2C site with $0 coupon code → ShipStation

QuickBooks Integration Notes

The B2B site is connected to QuickBooks and creates an invoice for every completed order automatically.
The email entered at checkout determines the invoice recipient — this is the primary mechanism for routing invoices to the correct customer.
There is no manual override or "draft" mode; every submission is a live invoice.
Free or non-billable shipments must be routed through the B2C site to avoid polluting QuickBooks with $0 invoices.

Gluten-Free certification: Doudlah Farms will not pursue certified gluten-free status due to cross-contamination risk at the mill. Customers with gluten concerns are directed to call Lucy directly. See ^[3].
Contact attribution on site: The wholesale contact on the website was updated to show Lucy's name and number (not Mark's), as inbound wholesale inquiries should route to Lucy first.
B2B email launch timing: The 4-part cold email flow to ~500 wholesale prospects (grocers, restaurants, hospitals) will not be sent until the B2B site is fully operational and all known issues are resolved. See ^[4].

Source

Documented from the February 6, 2026 Doudlah Farms marketing call. Attendees included Lucy Doudlah, Mark Doudlah, Karly Oykhman, Gilbert Barrongo, and Avokerie Onorimuo (Asymmetric).