How to Manage and Process Orders in WooCommerce

Introduction Once customers start placing orders, you’ll need to review, update, and fulfill them. In this guide, you’ll learn how to view orders, change statuses, add notes, process refunds, and more—all in simple steps with screenshot placeholders.

1. Access the Orders Screen

1. Log in to your WordPress dashboard at yourwebsite.com/wp-admin.

2. In the left-hand menu, click WooCommerce > Orders.

2. Understand Order Statuses

• Pending payment: Awaiting payment (e.g., waiting for bank transfer).

• Processing: Payment received; order is ready to ship or fulfill.

• On hold: Awaiting manual confirmation (e.g., stock checks).

• Completed: Order fulfilled and closed.

• Cancelled: Order cancelled by you or the customer.

• Refunded: Full or partial refund issued.

Tip: Click the column header Status to filter orders by status.

3. View Order Details

1. On the Orders screen, locate an order and click the Order number or View link.

2. The order page shows:

   • Billing & shipping address

   • Order items

   • Order totals (subtotals, shipping, taxes)

4. Update Order Status

1. On the order details page, find the Order actions dropdown at top right.

2. Select a new status (e.g., Processing, Completed, On hold).

3. Click Update to save.

Example: After you ship the package, change status to Completed to notify the customer.

5. Add Order Notes

1. Scroll to Order notes on the right side of the order page.

2. Use the Add note box to:

   • Leave Private notes (visible only to store admins).

   • Add Customer notes (checked to email the customer).

3. Click Add. Notes appear in chronological order.

6. Manage Customer Emails

1. After updating status, WooCommerce can automatically send an email.

2. To resend a specific email, go to Order actions dropdown, choose an email (e.g., Resend new order notification), and click Update.

7. Process Refunds

1. On the order page, scroll to Order items.

2. Click the Refund button below the items list.

3. In the Refund items section, enter the quantity and refund amount.

4. (Optional) Add a refund reason in the Refund reason box.

5. Click Refund $X.XX via [payment method]. WooCommerce will record the refund.

8. Add Tracking Numbers (Optional Plugin)

1. If you have a shipment-tracking plugin, find the Shipping box on the order page.

2. Enter the Carrier and Tracking number.

3. Click Save. The customer will receive a tracking email.

9. Print Packing Slips and Invoices

1. Use a free plugin like WooCommerce Print Invoice & Delivery Notes.

2. After installation, on the Orders list, hover over an order and click Print invoice or Print packing slip.

3. A PDF will open—print or save for your records.

10. Bulk Actions for Orders

1. On the Orders screen, check the boxes next to multiple orders.

2. From the Bulk actions dropdown, select Change status to: Processing (or another action).

3. Click Apply.

Congratulations! You now know how to fully manage and process orders in WooCommerce—from viewing and updating statuses to issuing refunds and printing invoices. Keeping on top of orders ensures happy customers and smooth operations. If you have any questions, feel free to reach out!