How to Manage Orders and Customers in WooCommerce

Efficient order and customer management is essential for running a successful online store. This guide covers the key features.

Viewing Orders

1. Go to WooCommerce > Orders
2. You will see all orders with status indicators
3. Click an order number to view details

Order Statuses

Status	Meaning
Pending payment	Order received, awaiting payment
Processing	Payment received, order being fulfilled
On hold	Awaiting payment confirmation
Completed	Order fulfilled and complete
Cancelled	Order cancelled by admin or customer
Refunded	Order has been refunded
Failed	Payment failed or declined

Processing an Order

1. Click the order to open it
2. Review items, shipping address, and payment details
3. Fulfill the order (pack and ship)
4. Add tracking information in order notes
5. Change status to Completed
6. Click Update

Issuing Refunds

1. Open the order
2. Click Refund button
3. Enter refund amount (full or partial)
4. Choose to restock items if applicable
5. Click Refund via [payment gateway] for automatic refund, or Refund manually if processing outside WooCommerce

Managing Customers

1. Go to WooCommerce > Customers
2. View customer list with order count and total spend
3. Click a customer to see their profile
4. View order history, addresses, and account details

Customer Notes vs Private Notes

• Note to customer: Customer receives this via email (use for shipping updates, thank you messages)
• Private note: Internal only, customer does not see (use for internal tracking)

Bulk Actions

Select multiple orders and apply bulk actions:

• Change status
• Move to trash
• Export orders

Order Search and Filters

Use the search box to find orders by:

• Order number
• Customer name
• Customer email
• Product name

Use date filters and status filters to narrow results.

Useful Plugins

• WooCommerce PDF Invoices: Generate professional invoices
• WooCommerce Shipment Tracking: Add tracking numbers to orders
• WooCommerce Customer History: Detailed customer analytics