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How to Create a WooCommerce Custom Order Status

Today we are going to explore how to create a WooCommerce custom order status. To better understand custom order statuses, let’s first take a closer look at WooCommerce orders.

The life-cycle of a WooCommerce order is a journey. It is created on your customer’s device, travels all the way to your store’s web server, then sometimes travels to dispatch/fulfilment (or another 3rd party), and finally arrives back to your customer. Understating this life-cycle is imperative in ensuring a smooth purchasing experience for your customers.

WooCommerce’s core order statuses

WooCommerce provides a number of core order processing statuses so that both you, your customer and any other 3rd parties can keep track of exactly how far along the WooCommerce order life-cycle an order is.

WooCommerce’s core statuses are:

  • Pending payment – Order received has been received but no payment initiated. 
  • Failed – Payment failed or was declined.
  • Processing – Payment received and stock has been reduced. Order is awaiting fulfillment.
  • Completed – Order fulfilled and complete – requires no further action.
  • On-Hold – Awaiting payment – stock is reduced, but payment still needs to be confirmed.
  • Cancelled – Cancelled by an admin or the customer – stock is increased.
  • Refunded – Refunded by an admin – no further action required.

While these core statuses are suitable for many businesses, this cookie-cutter system may not work for everyone!

WooCommerce custom order statuses

For the business that requires a more custom and tailored solution when it comes to order statuses, we’ve got you covered in this post.

Imagine a business that sells jewellery and provides custom engraving. They could create a custom status called ‘out to engraving’. Another example is a store that custom manufactures each product. They could create a custom status called ‘being manufactured’

Custom statuses are very handy for tailoring WooCommerce to the life-cycle of your products.

There are a few ways you can create custom order statuses:

  • Custom Order Status for WooCommerce (free-plugin) - This will give you basic custom order status functionality. Purchasing the full version is required if you want advanced functionality such as sending custom emails when the order status changes.
  • WooCommerce Order Status Manager (paid extension) - Gives you full functionality out of the box. We recommend using this as it’s the ‘official’ WooCommerce extension.
  • Custom Code (free but only for advanced WP users) - If you are a developer, or have a developer on your team, another option is to implement custom code. Have a read of this walkthrough to learn how to integrate the code into your WP theme.

Custom order statuses using WooCommerce Order Status Manager extension

While the WooCommerce Order Status Manager extension allows you to view and action orders with both core and custom statuses, additional functionality such as reporting, segmenting and advanced automated emails are very limited. 

Let’s take a quick look at what it can help you accomplish:

Edit and add custom statuses

You can add or edit custom statuses and configure other settings such as colour and icon:

View all orders and filter

Through your WooCommerce admin, you can pull up all your orders, and then filter by clicking on the core or custom order status from the top:

It is not possible to filter by multiple statuses or conditions. For example, filtering for all orders with either the custom status of out to engraving or being manufactured. Or filtering for all statuses that are out to engraving and have an order value of over $500.

Sending emails when an order is set to a custom status

Just as you can send emails to customers through WooCommerce when an order is updated to core status like processing or failed, you can similarly create these emails for custom statuses:

You can’t however, create advanced automated emails that target a customer when they meet a specific order status condition. For example, perhaps when an order has the status of out to engraving and was created more than 2 days ago, you want to send an automated email to the customer reassuring them all is ok and that the item will be shipped soon. This isn’t possible with this extension.

This is where Metorik can come in and really help you take advantage of WooCommerce custom order statuses.

How to use WooCommerce custom order statuses like a pro

Metorik takes a more flexible and creative approach to custom order statuses, allowing you to use them to better understand your data, improve your customer experience and brand, and ultimately make more sales. 

Let’s take a quick look at what Metorik can do:

Instantly import and edit all your custom order statuses

Metorik automatically syncs with your WooCommerce store to provide display your orders with their up to date order status.

From your store settings you can easily view all your order statuses:

And edit the status name, icon, and colour:

Segment by multiple order statuses and other filters

You can quickly segment orders based on a core or custom shipping status (like in WooCommerce):

However, with Metorik you can also segment by multiple statuses. For example, all orders with the status, out for engraving, being manufactured or processing:

You can also get a bit more advanced and add an additional filter, such as all orders that have the order status of out to engraving and have a total order value greater than $500:

Reports for order statuses

Metorik allows you to easily see analytics for both core and custom order statuses. From the orders report, you can view a table breakdown of all your order statuses and their respective amount of orders, net sales, gross sales, average net sales, and average gross sales. You can export this data by hitting the export button in the top right corner:

You can also exclude order statuses from reports. This is useful if you have a custom order status that you don’t want to be included in your report totals:

Advanced automated custom emails

Remember when we wanted to try to send an automated email to our customers reassuring them all is ok with their order, if their order has the status of out to engraving for more than 2 days.

This is possible using Metorik Engage.

To get this done, head to Engage and create a new orders automation:

Then create the rules that will trigger the automation. In this case order status is in out to engraving and order updated over 2 days ago:

Finally, draft the email that will be sent. I’m using the billing address first name variable to personalise the email:

Now whenever a customer meets that condition, an email will automatically be sent to them.

Conclusion

Using WooCommerce custom order statuses, you can keep track of your orders with greater precision. This will result in a significantly better experience for you, your team, and your customers. In conjunction with Metorik you can further optimise this experience by:

  • Instantly importing and editing core and custom order statuses. 
  • Segmenting by multiple order statuses and other filters.
  • Viewing reports to see key metrics for both core and custom order statuses.
  • Excluding custom and core order statuses from reports.
  • Sending advanced automated emails based on core and custom order status conditions.

Introducing Metorik

For

A single dashboard unifying your store's orders, customers, and products, helping you understand your data and make more informed decisions.