How to Manage Orders on WooCommerce – A Guide for New Merchants

You’ve just created your online store on WooCommerce and you’re ready to sell your products to the world. Congratulations! But now comes the next crucial step: order management. For a new merchant, this process may seem complex, but don’t worry. In this article, we’ll guide you step by step to understand and effectively manage orders on WooCommerce. We’ll cover everything from receiving orders to shipping, status management, and payment methods.

1. The ordering process on WooCommerce

1.1. The customer's arrival on your site

The customer visits your WooCommerce store and browses through products. They add one or more items to their cart and proceed to checkout.

1.2. Validation of the order

When a customer completes a purchase, WooCommerce automatically generates an order. This order contains the following information:

• Details of products purchased
• Customer information (name, address, email, telephone)
• The payment method used
• The total amount of the transaction
• The delivery and/or billing address

2. Receive order notifications

WooCommerce automatically sends a confirmation email to the customer and a notification to the store owner. You can configure these emails in WooCommerce > Settings > Emails .

3. Manage and process an order

3.1. Accessing commands

Orders are available in WooCommerce > Orders on the WordPress dashboard. Each order has a status associated with it (Pending, In Progress, Completed, etc.).

3.2 Manage order status

WooCommerce allows you to track the status of each order through predefined statuses. Here are the main statuses you will encounter:

• Pending Payment : The customer has placed the order, but the payment has not yet been confirmed.
• Paid : Payment has been validated, and the order is ready to be processed.
• In Progress : You have started preparing the order for shipping.
• Completed : The order was successfully delivered.
• Cancelled : The order has been cancelled, either by you or by the customer.

To change the status of an order:

1. Go to WooCommerce > Orders .
2. Select the relevant order.
3. Click on the “Status” drop-down menu and choose the new status.
4. Save the changes.

4. Deliver an order

4.1. Prepare the shipment

• Make sure you have the correct shipping address.
• Print shipping labels (WooCommerce can integrate with various shipping services like DHL, UPS, La Poste, etc.).
• Pack items carefully to avoid damage.

4.2. Informing the customer

Once the order is shipped, change its status to Completed and send a confirmation email to the customer with a tracking number, if available.

5. Receive your money (PayPal, Stripe, etc.)

5.1. The different payment methods

WooCommerce supports multiple payment methods:

• PayPal : Money is received directly into your PayPal account.
• Stripe : Allows you to accept credit card payments directly on your site.
• Bank transfer : Money is deposited into your bank account, but requires manual validation.
• Cash on Delivery : Money is received in person upon delivery.

5.2. Accessing payments

Depending on the payment gateway you use, you can view transactions and withdraw your money through your PayPal dashboard, Stripe, or your bank.

5.3. Manage refunds

You can issue a refund directly from WooCommerce by opening an order and clicking Refund .

6. Automate order management (optional)

If you plan to handle a large number of orders, you may want to consider automating some tasks. For example:

• Use plugins like WooCommerce Automated Emails to send personalized notifications to customers.
• Integrate inventory management tools to avoid stockouts.
• Set up automatic shipping rules to save time.

7. Tips for efficient order management

• Respond to orders quickly : Fast order management improves customer satisfaction.
• Communicate with your customers : Send confirmation emails and follow-up notifications to keep your customers informed.
• Check inventory regularly : Make sure you are not selling products that are out of stock.
• Keep learning : WooCommerce offers many extensions and features to optimize your store.

Conclusion

Managing orders on WooCommerce can seem daunting at first, but with a little practice, it quickly becomes routine. By following this guide, you will be able to process orders, manage statuses, ship products, and receive payments with ease. Remember, the key to success is organization and communication with your customers. Good luck with your online store! If you have any questions or need additional help, feel free to check out the official WooCommerce documentation or join forums dedicated to WooCommerce users. Your eCommerce journey is just beginning!