Recurring Orders: Setup, Managing, and Tips
This is a Beta Feature - it is included on Automate plans and above and offered as an add on for other plans. If you're interested in enabling this feature, reach out to support@roastertools.com.
Recurring orders are currently in BETA and have some limitations. It is important to read through this document and understand them before using the feature. This feature will be upgraded and improved in late 2026/early 2027.
Recurring Wholesale Orders let you automate repeat wholesale orders so they generate on a set schedule — no manual entry required each week. This is especially useful for wholesale customers with consistent standing orders, or for internal orders like cold brew that run like clockwork.
Looking for online retail subscriptions instead? This article is about Recurring Orders for wholesale customers. If you're looking for importing subscription orders in from Shopify, WooCommerce, or another commerce connection, that's a different article — see Commerce Connections.
⚠️ Important: Customers on Prepay payment terms should not be set up with recurring orders. The system does not automatically charge when a recurring order is created.
Setup
To create a recurring order, start from an existing order — either one the customer has submitted or one you've entered manually.
- Go to Sales > Orders
- Find the order you want to use as the base
- Select Create Recurring Order from the dropdown menu in the far right column
This will open a form where you can configure the schedule. The customer name and order number are auto-populated and can't be changed.
Important: the recurring order is always based on this exact order.
What you can set:
- Frequency — How many weeks between each recurrence (e.g., every 1 week, every 2 weeks, every 3 weeks). Monthly or custom intervals are coming soon.
- Day of the week and time — When the order should populate each cycle
- Start date — When the recurring schedule begins
What happens once it's running:
Each recurring order populates at the time and on the day you set. It's created using your account's default order status — so if your default is Pending, the order lands in Pending for you to review before it goes to production. If your default is Ready, it goes straight to Ready.
If the customer has a roast/production day assigned in their account, the system will respect that — so you can have the order created on a Monday but tied to a Wednesday production run.
Recurring orders will appear in your Orders list with "Recurring Order" shown as the source. The same order notifications are sent as with regular orders.
Changed in July 2026: recurring orders previously copied the order status from the base order, which meant they often landed in Ready even when an account's default was Pending. They now follow your account default instead. To review your account's default oder setting go to:
Name > Setting > Sales > Default Order Status
We recommend Pending for Default Order Status
Viewing Your Recurring Orders
Note: There is currently no built-in page that lists all your recurring orders in the main navigation. Bookmark this link to access the Recurring Orders page directly: https://app.roastertools.com/recurring_order_schedules
The Recurring Orders page shows a list of all customers with an active or inactive recurring schedule. For each entry, you can see the customer name, schedule frequency, and whether the schedule is currently active.
From here, you can click into any recurring order to:
- View upcoming scheduled occurrences (shown for approximately the next 30–60 days)
- Skip an upcoming occurrence
- Edit the frequency or timing
- Deactivate the schedule
Active and inactive schedules are both shown on this page, and there isn't currently a way to filter or hide the inactive ones. If your list is getting long, sorting by customer name is the quickest way to find the schedule you want.
Adjusting Recurring Orders
Editing items inside an order
To change one week only: once that week's recurring order has been created, it's a regular order. Edit its products and quantities like any other order. Only that order changes; the base order and future recurring orders stay the same.
To change every future week:
- Go to Recurring Orders and deactivate the existing recurring order.
- Create a new manual order with the updated products and quantities (this order will typically cover the current week).
- Once the new order is approved, create a new recurring order from that order by following the setup steps above.
You don't need to do this for price changes. Each recurring order already uses your current pricing (see Price Updates & Recurring Orders).
Warning: Don't edit the base order (the order the recurring order was set up from). Editing it changes every recurring order created after the edit, and it also changes the base order itself, including its total, invoice and payment status, even if it was delivered and paid long ago. Recurring orders that were already created don't change.
Editing frequency and timing
Unlike item changes, you can update the frequency and timing of an existing recurring order without deactivating it. Go to the Recurring Orders page, click into the schedule you want to change, and update the day, time, or interval. The change will apply going forward.
Skipping a Single Occurrence
If you need to skip one week without stopping the whole schedule, go to the Recurring Orders page, open the recurring order, and find the upcoming occurrence you want to skip. You can skip it as long as the order hasn't been created yet. Once an order has already been generated, you'll need to cancel it the same way you'd cancel any regular order.
Pausing or Stopping a Recurring Order
To pause or permanently stop a recurring order, go to the Recurring Orders page and select the schedule you want to stop. Inside that record, uncheck the Active checkbox. This will prevent any future orders from generating. You can reactivate it at any time by checking the box again.
Price Updates & Recurring Orders
Each recurring order uses your current pricing.
When a recurring order is created, each product on it is priced at the customer's current price (including any price level they're on), not the price on the original base order. If you update your pricing, the next recurring order picks up the new price automatically. You don't need to recreate the schedule.
Why you may see older prices: The Recurring Orders page, the list of upcoming orders inside each recurring order, and the upcoming (TBD) cards on Operations > Schedule all show or link to the original base order. That order keeps the prices from the day it was placed, so these screens may show older prices and totals. To check what a customer was actually charged, open the order that was created. You can find these in your Orders list by filtering on the Recurring Order source.
Fees and discounts: A fee on the base order keeps the same amount on every recurring order. A discount entered on a line of the base order is copied too, and comes off the current price.
Tips & FAQs
Q: I don't see "Create Recurring Order" in the dropdown. What's wrong?
A: Nothing on your end — the feature just isn't enabled on your account. Recurring Orders is a beta feature on Automate plans and above. Email support@roastertools.com and we'll walk you through your options.
Q: Can my customer see or modify their recurring order?
A: No. Customers cannot view or change recurring orders, and they can't set one up themselves from the Wholesale Portal. Only your team can create, edit, or stop a recurring schedule.
Q: Can I create a recurring order on behalf of a customer, or does the customer have to place the first order?
A: You can create the base order yourself. It doesn't have to come from the customer — just create a manual order with the right details, then set it up as recurring.
Q: What if I only want to change the quantity for one week, not every week?
A: Wait until that week's recurring order has been created, then edit it like any other order. Only that order changes. If you need the change before then, skip that week on the Recurring Orders page and enter a one-off order instead. Don't edit the base order for a one-week change: that changes every week after it.
Q: Can I set a recurring order to repeat monthly instead of weekly?
A: Not yet. Currently, frequency is set in weeks only (every 1 week, every 2 weeks, etc.). Monthly or custom interval options are planned for a future update.
Q: Will recurring orders show up on the call list or sales checklist?
A: Not currently. Recurring orders are not included on the call list, so a customer on a standing order will still appear there as though they need to be contacted.
Q: My recurring order went straight to Ready — is that expected?
A: It depends on your account's default order status. As of July 2026, recurring orders are created using that default rather than copying the status from the base order. If your default is Pending, they'll land in Pending for review; if your default is Ready — or was never set — they'll go straight to Ready without manual approval. Email support@roastertools.com to check or change your account default. Note that once an order has generated, there's no way to move it from Ready back to Pending.
Q: My recurring order didn't generate this week. Why?
A: On the Recurring Orders page, check that the schedule is still active and that this week wasn't skipped. If neither explains it, email support@roastertools.com and we'll look into it.
Q: What happens if a product on the base order is inactive?
A: The recurring order is still created, with that product on it at its current price, and no warning is shown. If you deactivate a product, check the base orders of your recurring orders for it, and set up a new recurring order without it.