1. Managing Orders
All your store orders appear under WooCommerce → Orders in your WordPress dashboard.
Here you can view, edit, and update every order placed on your site.
Order Statuses
WooCommerce automatically assigns each order a status based on where it is in the purchase process:
Status | Meaning |
Pending Payment | Order received but not paid for yet |
Processing | Payment received; order being prepared |
On Hold | Waiting for payment or confirmation |
Completed | Order fulfilled and finished |
Cancelled | Order cancelled by admin or customer |
Refunded | Order refunded to the customer |
Failed | Payment failed or was declined |
💡 Tip: You can filter orders by date, status, or customer to quickly find what you need.
Editing an Order
Click any order to open its details. From there, you can:
Update the order status (e.g., from Processing → Completed)
Resend order emails to the customer
Click on update.
This flexibility makes WooCommerce suitable for both physical and digital products.
2. Processing Refunds & Cancellations
Sometimes, refunds happen — and WooCommerce makes them straightforward.
Manual Refunds
To issue a manual refund:
Go to WooCommerce → Orders
Open the order you want to refund
Click Refund
Enter the amount (full or partial) and optionally add a note
Click Refund manually
Update the order status to: refunded
This records the refund in your system but doesn’t automatically send money back — you’ll need to process it through your payment gateway (like Stripe).
Automatic Refunds
If your payment gateway supports it (such as Stripe, or WooCommerce Payments), you can process the refund directly from WooCommerce:
Click Refund via [Gateway Name]
WooCommerce sends the refund through the payment processor automatically
The order status changes to Refunded
💡 Pro Tip: Always update the customer with a short note explaining the reason for the refund or cancellation — clear communication prevents misunderstandings.
Cancellations
You can cancel orders manually from the Orders page, or allow customers to cancel pending/unpaid orders automatically using plugins like Order Cancel for WooCommerce.
3. Order Email Notifications
WooCommerce automatically sends a series of emails for different order events — both to customers and the store admin.
Default Email Types
Email Type | Recipient |
New Order | Admin |
Cancelled Order | Admin |
Failed Order | Admin |
Order on Hold | Customer |
Processing Order | Customer |
Completed Order | Customer |
Refunded Order | Customer |
Customer Invoice / Note | Customer |
You can customize these under WooCommerce → Settings → Emails.
Customization Options
Click on manage
Enable/disable any email type
Edit subject lines and content to match your brand voice
Change email recipients
Check the Email preview
Click on Save Changes
💡 Design Tip: Use a plugin like Kadence WooCommerce Email Designer or Email Customizer for WooCommerce to style your emails without coding.
4. Best Practices
Keep statuses updated so customers always know what’s happening.
Set clear refund policies and display them on your website.
Respond quickly to refund or cancellation requests.
Automate notifications so you don’t miss important updates.
Conclusion
Managing orders and refunds might sound like the “back office” part of eCommerce, but it’s actually where customer satisfaction is built.
By staying organized, communicating clearly, and using WooCommerce’s built-in tools effectively, you’ll turn even refund requests into opportunities to show professionalism and care.