WooCommerce orders flow through statuses from Pending to Completed. This guide walks through the daily workflow — reviewing new orders, issuing invoices, adding tracking, processing refunds and creating orders manually — plus UK consumer-rights handling.
The Orders list • Order statuses • Invoices and PDF receipts • Shipment tracking • Refunds • Manually creating orders • UK consumer rights • FAQ
WooCommerce › Orders. Columns: order ID, date, customer, address, total, status, actions. Filter by status (Processing, On hold, Completed). Save filter URL for daily access.
| Status | Meaning |
|---|---|
| Pending payment | Order placed, payment not received. |
| Processing | Payment received, needs fulfilment. |
| On hold | Paused for staff review (fraud check, stock). |
| Completed | Fulfilled and closed. |
| Cancelled | Voided by staff or customer. |
| Refunded | Returned / money-back. |
| Failed | Payment failed or similar. |
Custom statuses via plugins (WooCommerce Order Status Manager).
Core WooCommerce doesn’t include a PDF invoice generator. Standard plugin: WooCommerce PDF Invoices & Packing Slips (free). Configure to attach PDF to order confirmation email and provide download link on My Account page.
UK VAT invoice requirements: company name, address, VAT number, invoice number, itemised VAT. Configure via plugin settings.
Core WooCommerce doesn’t have a native tracking field. Options:
On an order detail page, click Refund:
Refund triggers a credit note email (if configured) and decrements the order total. Status changes to Refunded if fully refunded.
For phone orders or B2B trade accounts:
Three obligations:
Workflow: receive return request → create credit note → refund via gateway → update stock → order status Refunded.
WooCommerce hosting for fast order admin
Redis Object Cache and NVMe SSD on SmartXHosting WooCommerce plans keep the Orders grid responsive even with thousands of records.
See WooCommerce plansQ: How do I print packing slips?
A: PDF Invoices & Packing Slips plugin adds a Print button. Bulk print from Orders list via bulk actions.
Q: Customer says order is “Pending payment” but they paid.
A: Gateway webhook didn’t deliver. Check Stripe/PayPal dashboard, manually mark order as Processing if verified.
Q: Can I reassign an order to another customer?
A: Yes — from the order detail, change Customer User dropdown.
Q: Partial shipments?
A: Core WooCommerce doesn’t track partial shipments natively. Plugins add this. Alternatively, use Order Notes to document partial dispatches.
Q: Gateway refund failed?
A: Check gateway dashboard for reason (expired card, closed account). Switch to manual refund + bank transfer.
Q: Can I edit line items after payment?
A: Yes — order detail › Edit. Adjust quantities, prices. Differences trigger credit notes or additional charges depending on direction.
Q: Customer wants to change delivery address.
A: Edit the order before shipment. If already shipped, customer-side redirection via carrier (cost-dependent).