Recurring Orders: Setup, Managing, and Tips
This is a Beta Feature available only on Automate plans and above. If you're interested in enabling this feature, reach out to support@roastertools.com.
Recurring 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.
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 into your approved orders each cycle
- Start date — When the recurring schedule begins
What happens once it's running:
Each recurring order populates at the set time you setup on the scheduled day and automatically moves to Ready status. 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.
Note: There is 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
Viewing Your Recurring Orders
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
Adjusting Recurring Orders
Editing items inside an order
You cannot edit the items, quantities, or details of a recurring order directly. The recurring order always uses the original base order exactly as it was.
If the order needs to change (different products, quantities, pricing), you'll need to:
- Go to the Recurring Orders page and deactivate the existing recurring order
- Create a new manual order with the updated details (this first order will typically cover the current week)
- Once that new order is approved, create a new recurring order from it following the Setup steps above.
Note: Editing the original base order after the fact does not update the recurring schedule. If you make a change to that order in Orders, the recurring order is unaffected.
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
If you update your pricing, the recurring order will not reflect the new price. The recurring order always follows the original base order's pricing.
To apply updated pricing to a recurring order:
- Deactivate the existing recurring order
- Create a new manual order with the correct pricing
- Set up a new recurring order from that new order
Tips & FAQs
Q: Can my customer see or modify their recurring order?
A: No. Customers cannot view or change recurring orders. 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: You can't edit a single occurrence's contents. Your options are to skip that week and manually enter a one-off order, or deactivate and recreate the recurring schedule with the updated details.
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.
Q: The recurring order went straight to Ready status — is that normal?
A: Yes. Recurring orders automatically populate on the scheduled day and time and move directly to Ready status. They do not require manual approval.