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.
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]
sherry.doudlah@gmail.comsherry.doudlah@gmail.com Intuit accountNote: If the free plugin meets requirements, no upgrade is needed. Evaluate after the first successful test cycle.
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.
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).
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 |
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 |
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 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 |
Initiated investigation of a UPS rate plugin for long-distance profile customers
[ ] Karly: Investigate and configure UPS rate plugin for long-distance B2B customers
Default: Net 30 for all wholesale customers.
Payment method options are profile-based and can be updated per customer in the WooCommerce backend.
Examples: Foodocracy, Primary Bean, Yamana (Sherry Burby)
- Assigned UPS profile-based shipping
- Rate calculated dynamically via UPS plugin based on order weight/dimensions
Examples: Old Crepes, Cider Company
- Freight rate quoted per order depending on volume
- Historically ~$70 to Minneapolis for a standard 4-box order