Speed Commerce

Subscription Box Fulfillment Guide

A Comprehensive Blueprint to Navigating Subscription Box Fulfillment with 3PLs

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As the demand for eCommerce subscription boxes has grown, so has the variety and choice within a product category as well as across all categories. There are two major expectations from the consumer: deliver a compelling product or service and deliver it when expected.

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In recent years, the subscription box business has grown at a faster rate during the Covid-19 pandemic. A combination of fulfilling an assortment of family needs, from basic staples to entertainment, education and even something for your pets.

Whether to outsource to a 3PL generally comes down to two major categories: the level of complexity in the box and the volume of orders. In this guide we provide you with the details to create a subscription box business, share the challenges and provide you with the guidance to plan your next steps.

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Defining Subscription Fulfillment in eCommerce

Subscription fulfillment in eCommerce refers to the process of effectively managing and delivering products or services to customers on a recurring basis as part of a subscription model. In this business model, customers sign up to receive products or services regularly, often monthly or at other predetermined intervals, rather than making individual purchases each time they need the item.

The subscription fulfillment process typically involves several key steps:

1. Customers subscribe to a particular product or service, selecting their preferences such as quantity, frequency, and other customization options.

2. Customers are charged based on their chosen subscription plan, usually through automated billing systems. The billing cycle aligns with the chosen delivery frequency.

3. Once payment is confirmed, the subscription order is generated. This order includes the customer’s preferences and any customization choices.

4. The eCommerce retailer must ensure they have sufficient inventory to fulfill all active subscription orders. Inventory levels need to be monitored and restocked as necessary.

5. Products are picked from the inventory, packed, and prepared for shipping according to the customer’s subscription preferences. Some businesses may offer different packaging options or add-ons for subscribers.

6. The packed items are shipped to the customer’s designated address. Depending on the nature of the subscription, shipping schedules can vary, but they are typically consistent and predictable.

7. Throughout the process, clear and timely communication is essential. Customers should be informed about upcoming shipments, changes in the subscription, and any potential delays.

8. A robust customer support system is necessary to address any issues subscribers may face, such as address changes, skipped deliveries, or product inquiries.

9. Just like with regular eCommerce, provisions for returns and exchanges should be in place, allowing subscribers to address any concerns with the received items.

10. At the end of each subscription cycle, the customer’s subscription can automatically renew, charging them for the next cycle. Alternatively, customers may have the option to cancel their subscription or make changes to their plan.

Subscription fulfillment is increasingly popular in eCommerce, particularly for items that consumers need on a regular basis, like beauty products, groceries, meal kits, and digital services. It offers convenience for customers while providing eCommerce businesses with a predictable revenue stream and the opportunity to build customer loyalty.

Challenges in Subscription Box Fulfillment

Fulfilling subscription boxes in eCommerce comes with its own set of challenges due to the recurring nature of the business model and the need to consistently meet customer expectations. Some of the challenges include:

Probably the most demanding challenge is inventory management. Maintaining the right inventory levels is crucial to ensure you have enough products to fulfill subscription orders while avoiding overstocking. Balancing demand fluctuations and managing inventory across various products can be complex. Excess inventory after each subscription can become challenging, as the additional inventory and SKUs add up. Many subscription boxes offer customization options based on customer preferences, which can complicate the fulfillment process. Ensuring accurate and consistent customization for each subscriber can be challenging, especially as the customer base grows. Having the appropriate resources to match delivery expectations is important. Subscription boxes often contain a mix of different items. Efficiently packing these items while ensuring they remain in good condition during transit requires careful planning and appropriate packaging materials.

Managing shipping costs for recurring deliveries can be tricky. Offering affordable shipping rates while ensuring timely delivery can impact the profitability of the subscription model. Ensuring a consistent box size month after month will ensure the financial model is more predictable. Some subscription box businesses experience seasonal spikes in demand. Managing inventory and fulfillment during peak seasons requires preparation to avoid stockouts or delays. Subscribers may want to make changes to their subscription plans, such as adjusting the frequency, adding items, or changing shipping addresses. Managing these changes accurately and in a timely manner is crucial for customer satisfaction. Keeping subscribers informed about upcoming shipments, changes to their subscription, or any potential delays is essential. Failure to communicate effectively can lead to confusion and dissatisfaction.

Handling returns and exchanges for subscription boxes can be more complex than regular eCommerce. Coordinating return logistics and maintaining accurate inventory records are challenges to consider as many customers choose to return partial boxes or components. Churn, or the rate at which subscribers cancel their subscriptions, is a concern in the subscription model. Providing exceptional value and experiences is crucial to retaining subscribers and reducing churn. As the subscriber base grows, the fulfillment process needs to scale accordingly. Scaling while maintaining the same level of efficiency and quality can be difficult.

To address these challenges, subscription box businesses often invest in advanced inventory management software, logistics optimization tools, and efficient communication systems. Regularly analyzing customer feedback and monitoring key metrics can help identify areas for improvement and ensure a smoother fulfillment process.

Determining the Need for Outsourcing Fulfillment

Deciding whether to outsource fulfillment for your eCommerce business, especially for a subscription box model, requires careful consideration of various factors. Here’s a step-by-step approach to help you determine if outsourcing fulfillment is the right choice for your business:

First, you should evaluate your needs:

A. Assess your current order volume, both for individual sales and subscription boxes.

B. Consider the complexity of your fulfillment process, including customization, packaging, and shipping.

C. Determine if your current in-house operations can handle the increasing demand and complexity. 

D. Align the decision with your long-term business strategy. Will outsourcing fulfillment support your growth and expansion plans?

Next complete a cost analysis:

A. Calculate the costs associated with in-house fulfillment, including labor, warehousing, packaging materials, and shipping.

B. Obtain quotes from fulfillment providers to compare the costs of outsourcing.

Assess you needs for scalability:

A. Consider the scalability of your business. Will your fulfillment needs increase significantly in the near future?

B. Determine if your existing infrastructure can handle growth or if outsourcing would provide a more flexible solution.

Carefully consider the required expertise and resources:

A. Assess your team’s expertise in fulfillment and logistics. Do you have the required knowledge to efficiently manage the process?

B. Consider whether outsourcing would provide access to specialized expertise, advanced technology, and industry best practices.

Focus on Core Business:

A. Reflect on whether handling fulfillment in-house is diverting your focus from core business activities like product development, marketing, and customer engagement.

Time and Effort:

A. Consider the time and effort required to manage the entire fulfillment process internally, from inventory management to packing and shipping.

How will it affect the Customer Experience:

A. Evaluate whether outsourcing can lead to better quality control, more accurate deliveries, and an improved overall customer experience.

B. Evaluate whether outsourcing can enhance your ability to provide timely and accurate tracking information, leading to improved customer service.

Seasonal Variations:

A. If your business experiences seasonal fluctuations in demand, outsourcing can help you scale up and down more efficiently.

Return Handling:

A. Consider how returns and exchanges are managed. Outsourcing fulfillment providers often have processes in place to handle returns more effectively.

Cost vs. Benefits:

A. Compare the potential benefits of outsourcing, such as reduced operational burden, improved efficiency, and enhanced customer experience, against the costs involved.

Flexibility and Control:

A. Evaluate how much control you’re willing to relinquish by outsourcing. Some businesses prefer more control over the fulfillment process.


After considering these factors, you can make an informed decision on whether to outsource fulfillment or continue managing it in-house. Keep in mind that the choice may vary depending on your specific business model, goals, and resources.

What We Do


The inbound shipping team with Speed Commerce is ready to receive, inspect, enter into inventory, and place your products on the shelves, ready for the warehouse team to pick products for your orders.

Picking & Packing

Accurate assembly of ecommerce orders can make or break your business. Our team goes the extra mile to ensure orders are assembled correctly, packed with care, accurately labeled, and sent to shipping on time.


Because of our shipping volume to and from our facilities, we have established relationships with major carriers and negotiated favorable rates. Ensuring your orders are received by the carrier as expected is our top priority.

Inventory Management

Making sure you have enough stock on hand (but not too much) takes expertise in ecommerce retail trends. We work closely with our clients and their Speed Commerce client success manager to anticipate spikes or dips in demand. Our team also manages monthly inventory reporting and takes measures to avoid shrinkage.


Need to expedite order fulfillment to meet unexpected high-demand? We're experts in cross-docking. Our team is agile and can quickly receive (and complete their inbound checklist) on the dock, then our pick-pack team will quickly assemble orders and prepare for shipment. We don't waste time putting items on the shelves; instead we get them out the door!

Returns Management

Get your reverse logistics under control. We manage the full end-to-end process of returned product, including refreshing and reviving! Reducing shrinkage and get your product back out the door generating profit with our returns management service.

Long-Term Storage

Store your inventory in our safe and secure warehouse and gain flexibility you need in your operations. We have space for your long-term storage needs. Centrally located, our warehouses are ideally situated to give you access to your inventory in a secured location. We offer transparent pricing, quick start, and flexible terms.

Managed Services

We remove the headaches in managing your ecommerce fulfillment and warehousing operation. We work with you to learn what's important to you and craft our agreements to match your expectations. You'll meet with your client account manager regularly to review our performance and make adjustments.


Your customers want their orders delivered quickly. In ecommerce, fast order fulfillment is a must! We live up to our name and ensure speed in everything we do. Same-day fulfillment gets your orders packed and shipped shortly after your customer makes their purchase.

Detailed Walkthrough of Subscription Fulfillment Process

Let’ take a detailed walk-through of the subscription box fulfillment process, from start to finish:

1. Customers visit your eCommerce website and select a subscription plan based on their preferences (e.g., product type, quantity, frequency, customization options).

2. They provide their shipping address, payment details, and any other necessary information.

3. The subscription order is generated in the warehouse management system, detailing the customer’s preferences and subscription details.

4. Your inventory management system tracks available stock for each product included in the subscription box. The system ensures that you have enough products on hand to fulfill upcoming subscription orders.

5. If customers have personalized preferences, the system retrieves and applies these customizations to the order.

6. Based on the subscription order, your fulfillment team picks the appropriate products from your inventory and kits an appropriate number based on projections.

7. Items are assembled and packed according to the subscription preferences and any additional customization.

8. A quality control check ensures that all items are in good condition, correctly customized, and meet the expected quality standards.

9. The items are placed in suitable packaging, which may include branded boxes, tissue paper, filler material, and any promotional materials.

10. A shipping label is generated for each subscription box, including the customer’s shipping address and tracking information.

11. The shipping labels are affixed to the boxes, and the boxes are grouped for efficient shipping.

12. Boxes are sent to the designated carrier for delivery.

13. Customers receive an email notification with tracking information, allowing them to monitor the status of their shipment.

14. Throughout the process, you maintain communication with customers. This could include order confirmation, shipping notifications, and delivery updates.

15. Your customer support team is available to assist with any inquiries, concerns, or changes to the subscription (e.g., address updates, customization adjustments).

16. As the subscription cycle nears its end, your billing system automatically charges the customer’s payment method for the next subscription cycle.

17. Analyze subscription churn rates and take proactive measures to retain subscribers, such as offering promotions or addressing common pain points.

18. Handle returns and exchanges according to your company’s policies, which may involve issuing refunds, sending replacement items, or adjusting the next subscription cycle.

19. Encourage subscribers to provide feedback about their experience, product satisfaction, and any improvements they’d like to see.

20. Regularly review the fulfillment process, customer feedback, and key performance indicators to identify areas for improvement and implement changes as needed.

The subscription box fulfillment process requires meticulous coordination of various tasks, including inventory management, customization, packaging, shipping, and customer service. Automation, technology tools, and clear communication are essential to ensure smooth operations and a positive subscriber experience.

Creating the Ultimate Unboxing Experience

Fors social media enthusiasts, posting videos of unboxing a purchase has become very popular. Creating your own ultimate unboxing experience for your subscription box can greatly enhance customer satisfaction and loyalty. Here’s how you can achieve it:

1. Start with stunning packaging. Invest in high-quality, visually appealing packaging that reflects your brand’s identity. Consider using custom-designed boxes, tissue paper, stickers, and other branded materials that create a sense of excitement.

2. Unveiling starts by strategically arranging the items inside the box for an aesthetically pleasing presentation.

3. Consider adding a reveal element, such as a cover or a layer that subscribers lift to uncover the contents. It provides a little suspense before peaking inside the box.

4. If possible, include personalized touches based on subscribers’ preferences or names. Handwritten notes or messages can create a more intimate connection and elevate the experience to a new level.

5. Offer exclusive items or variants that are only available in the subscription box, enticing subscribers with unique value. Setting aside items that can only be purchased through a subscription keeps more customers engaged and less likely to purchase the items separately.

6. Design each subscription box around a theme or concept to create a cohesive and immersive experience. Coordinate the items, packaging, and even promotional materials to match the theme.

7. Include instructions on how to unbox the items for maximum enjoyment, emphasizing the anticipation and surprise.

8. Include surprise gifts, limited-edition items, or bonus items occasionally to delight subscribers.

9. Use colors and visuals that evoke positive emotions and resonate with your brand’s identity. Visual storytelling through imagery can enhance the unboxing experience.

10. Engage multiple senses by including scented items, textured materials, or even audiovisual elements like QR codes linking to videos.

11. Add interactive components, like puzzles or games related to the theme, encouraging subscribers to engage with the box.

12. Encourage subscribers to share their unboxing experience on social media by creating a unique hashtag or contest.

13. Incorporate unexpected surprises or hidden elements within the packaging that subscribers discover as they unbox.

14. Foster a sense of community among subscribers by including items or materials that encourage sharing experiences with others.

15. Extend the experience beyond unboxing by providing information about the products, their benefits, and how to use them effectively.

16. Encourage subscribers to provide feedback on the unboxing experience and use their insights to continuously improve.

17. If feasible, use eco-friendly and sustainable packaging materials to align with environmentally conscious values.

18. Strive to maintain a consistent level of excellence in each subscription box to build trust and anticipation among subscribers.

Remember, the ultimate unboxing experience is a combination of creativity, attention to detail, and a deep understanding of your target audience’s preferences and desires. Continuously refine and innovate your approach based on customer feedback and emerging trends to keep subscribers engaged and excited.

Choosing the Ideal 3PL for Subscription Box Fulfillment

Choosing the ideal third-party logistics provider (3PL) for subscription box fulfillment requires careful consideration of various factors to ensure a seamless and successful partnership. Here’s a step-by-step guide to help you make the right choice:

Define your needs by clearly outlining your specific requirements for subscription box fulfillment, including order volume, customization, shipping locations, and any unique features of your subscription model. Look at the 3PL’s industry experience in eCommerce and subscription box fulfillment. A provider familiar with your industry will understand the unique challenges and requirements. Assess the range of services the 3PL offers, such as warehousing, order processing, packaging, shipping, returns management, and technology integration. Check if the 3PL’s technology systems can integrate smoothly with your eCommerce platform for seamless order transmission and tracking.

Ensure the 3PL can handle your current order volume and scale up as your subscription business grows. If your subscription model involves customization, confirm that the 3PL can accurately implement your customization options. Evaluate the provider’s communication channels and responsiveness. Prompt customer support is essential for addressing any issues that arise. Understand the 3PL’s pricing structure and compare it to your budget. Consider both the base fees and any additional charges for customization, packaging, and shipping.

Choose a 3PL that aligns with your company’s values, culture, and commitment to customer satisfaction. Clarify how communication will flow between your team and the 3PL to avoid misunderstandings. Ultimately, choose a 3PL that you feel you can trust and build a strong working relationship with.

Take your time during the selection process to thoroughly assess your options. Making an informed decision will set the foundation for a successful partnership that enhances your subscription box fulfillment process and customer experience.

Let's Get Started!

A fulfillment expert will get back to you within 1-2 business days.

Subscription Fulfillment FAQs

1. What is subscription box fulfillment?

Subscription box fulfillment is the process of managing and delivering products or services to subscribers on a recurring basis. It involves activities such as order processing, inventory management, customization, packaging, and shipping to ensure subscribers receive their subscription boxes as per their preferences and schedule.

2. What is a 3PL in subscription box fulfillment?

A 3PL, or third-party logistics provider, is a company that specializes in handling various aspects of the supply chain and logistics process for businesses. In subscription box fulfillment, a 3PL can manage warehousing, order processing, packaging, shipping, and other logistical tasks on behalf of the subscription box business.

3. Why should I consider outsourcing subscription box fulfillment to a 3PL?

Outsourcing to a 3PL can offer benefits such as reduced operational burden, access to expertise and technology, scalability, improved efficiency, cost savings, and the ability to focus on core business activities.

4. How do I choose the right 3PL for subscription box fulfillment?

Choosing the right 3PL involves considering factors like industry experience, services offered, technology integration, scalability, geographic reach, customization capabilities, quality control, communication, cost structure, and alignment with your business values.

5. What role does personalization play in subscription box fulfillment?

Personalization is a key element in subscription box fulfillment. It allows subscribers to customize their boxes based on preferences, creating a more engaging and tailored experience. A 3PL that can accurately implement personalization options is crucial for providing a satisfying subscriber experience.

6. How can I create a unique unboxing experience for subscribers?

Creating a unique unboxing experience involves strategic packaging, exclusive items, themed experiences, personalization, surprise inclusions, branded materials, and engaging visuals. The goal is to evoke excitement and a sense of connection with your brand.

7. How can I manage returns and exchanges in subscription box fulfillment?

A 3PL can handle returns and exchanges by managing the reverse logistics process. They receive returned items, inspect their condition, update inventory records, and process exchanges or refunds based on your company’s policies.

8. What role does technology play in subscription box fulfillment?

Technology is crucial in subscription box fulfillment for seamless order transmission, real-time tracking, inventory management, and analytics. A 3PL with integrated technology systems can enhance operational efficiency and customer satisfaction.

9. How can I ensure a consistent and high-quality subscription box fulfillment process?

Choosing a reliable 3PL, implementing quality control measures, maintaining clear communication, regular monitoring of key performance indicators, and continuous improvement efforts are essential to ensure a consistent and high-quality fulfillment process.

10. How do I handle scaling my subscription box fulfillment operations?

A 3PL that offers scalability can adapt to your growing order volume. By partnering with a scalable 3PL, you can accommodate increasing demand without compromising on efficiency or customer experience.


The subscription box model has grown significantly in recent years and is now offered in a wide variety of product categories. The diversity of options is truly amazing and sometimes overwhelming. Want coffee delivered regularly? The choices are in the hundreds. How about prepared meals? Approaching fifty nationally and good luck figuring out how many local options there are. Your pet has multiple categories to choose from too. Maybe, one of the oddest is Skulls Unlimited Bonebox…There are over 10,000 different subscription boxes and growing.

Entering the subscription box business can be daunting as the requirements to successfully scale require advanced planning, increased number of vendors to manage and a customer service team that can excite your customers to keep subscribed. Pick out a product category that you are excited about, that is in a differentiated market or has a differentiated product and that fits your operational and financial capabilities.

At Speed Commerce we know fulfillment and customer service. Our fulfillment and call center work seamlessly to support and partner to grow your business. We’ve been in business over forty years and can provide you with the tools necessary to succeed. Need some additional insight, visit https://www.speedcommerce.com/insights/how-to-optimize-your-eCommerce-subscription-business/