WooCommerce Automations
How to Automatically Add an Order Note When a WooCommerce Order Status Changes
You can use Zapify to automatically add a note to a WooCommerce order when its status changes.
For example, you can automatically add a note when an order moves to Processing, Completed, or another status.
This can help store owners and staff keep track of important order events without having to add notes manually.
What Does This Automation Do?
This automation uses:
- Trigger: An order changes to a status
- Action: Add an order note
The trigger tells Zapify when the automation should start.
When the selected order status change occurs, Zapify automatically adds the configured note to that order.
Why Use This Automation?
This automation can be useful when you want to:
- Automatically record important order events.
- Keep useful information attached to an order.
- Help store staff understand what happened to an order.
- Create a consistent record of automated actions.
- Reduce the need to manually add order notes.
Who Can Use This Automation?
This automation can be useful for:
- WooCommerce store owners.
- Store administrators and managers.
- Customer support teams.
- Businesses with multiple people handling orders.
- Stores that need to keep additional information with orders.
How Does It Work?
The automation has two parts.
Trigger
An order changes to a status
You can choose the order status that should start the automation.
For example:
New Status: Processing
You can also choose a Previous Status if you only want the automation to run for a specific status transition.
For example:
Previous Status: Pending payment
New Status: Processing
Action
Add an order note
The action adds a note to the order that triggered the automation.
For example:
Note: Order moved to Processing and is ready for fulfillment.
You can also choose whether the note should be emailed to the customer.
How to Configure This Automation
Step 1: Configure the Trigger
Create a new automation and add the WooCommerce trigger:
An order changes to a status
Choose the New Status that should start the automation.
For example:
New Status: Processing
If the previous status matters, choose the appropriate Previous Status as well.
For example:
Previous Status: Pending payment
If the previous status does not matter, you can leave it as Any status.
Step 2: Configure the Action
Add the WooCommerce action:
Add an order note
Select the order that should receive the note.
For an order-status trigger, this will normally be the order that caused the automation to run.
Then enter the note you want to add.
For example:
Order note:
Order moved to Processing. The order is ready for fulfillment.
You can also choose whether the note should be emailed to the customer.
If you enable Email this note to the customer, WooCommerce will send the note to the customer.
If you leave it disabled, the note remains available with the order for store staff.
Step 3: Set the Automation Live
Once the trigger and action are configured, set the automation live.
A newly created automation is initially a Draft.
The automation will only start working after you set it live.
Example
Imagine a customer places an order on your WooCommerce store.
The order changes from:
Pending payment → Processing
Zapify detects the status change and automatically adds this note to the order:
"Order moved to Processing. The order is ready for fulfillment."
Your store staff can then see the note directly on the order.
This gives your team useful information without requiring someone to add the note manually.
Customer Email Option
The Add an order note action also provides an option to email the note to the customer.
You can use this when the information is useful for the customer as well as your store staff.
For example:
Order note:
Your order has been processed and is now being prepared for shipment.
If Email this note to the customer is enabled, the customer can receive the note by email.
If it is disabled, the note remains for the store team.
Choose this option based on whether the information is intended for the customer or only for internal use.
Frequently Asked Questions
Can Zapify automatically add a note to a WooCommerce order?
Yes. The Add an order note action allows Zapify to automatically add a note to an order.
Can I add a note when an order reaches a specific status?
Yes. Use the An order changes to a status trigger and select the status that should start the automation.
Can I check the previous order status?
Yes. You can select a previous status when you want the automation to respond to a specific status transition.
Can the note be sent to the customer?
Yes. The Email this note to the customer option allows you to choose whether the order note should also be emailed to the customer.
What happens if I do not email the note to the customer?
The note is still added to the WooCommerce order, but it remains available for your store team rather than being emailed to the customer.
Does Zapify add the note to the order that triggered the automation?
Yes. The order from the trigger can be used in the action so the note is added to the same order.
Do I need to write any code?
No. You can configure this automation using Zapify's trigger and action settings without writing code.
Summary
Zapify can automatically add a note to a WooCommerce order when its status changes.
The basic workflow is:
An order changes to a status → Add an order note
You can choose the order status that starts the automation, optionally check the previous status, write the note, and decide whether the note should also be emailed to the customer.
This helps keep important order information organized and reduces repetitive manual work.