WooCommerce Automations
Add a WooCommerce Order Note When the Status Changes
Want a note recorded on an order every time it reaches a certain status? Zapify does it automatically. Combine the free An order changes status trigger with the free Add an order note action, and Zapify writes the note you specify — kept private for staff or emailed to the customer — the moment the status changes. No code, both steps in the free plugin.
What this automation does
A Zapify automation is a trigger plus one or more actions — "when this happens, do this." This one uses:
- Trigger: An order changes status (
WC_ORDER_STATUS_CHANGED, WooCommerce) - Action: Add an order note (
WC_ADD_ORDER_NOTE, WooCommerce)
When an order reaches the status you watch for, Zapify adds the note you wrote to that order.
WooCommerce is required
This automation needs WooCommerce installed and active. If it is missing, Zapify offers to install the host plugin from the trigger picker. WooCommerce is a free Zapify integration.
Build the automation
Step 1: Create a new automation
- Go to Zapify → Automations and click Add New to open the builder.
- Name it clearly, such as
Note staff when order is processing.
Step 2: Configure the trigger
- Add a trigger, choose the WooCommerce integration, and select An order changes status.
- Set the fields that decide when it fires:
| Field | What it does | Default |
|---|---|---|
| New status | The status the order moves to that starts the automation. | Any |
| Previous status | The status the order moved from. Leave as Any unless the transition itself matters. | Any |
For example, set New status to Processing, and optionally Previous status to Pending payment to respond only to that transition. Both fields are part of the free trigger.
Step 3: Configure the Add an order note action
- Add an action, choose WooCommerce, and select Add an order note.
- Fill in the fields:
| Field | Notes |
|---|---|
| Order | Required. The order to note. Use the Order ID token from the trigger so the note lands on the order that fired the automation. |
| Note | Required. The note text. Tokens are allowed, so you can include order details. |
| Email this note to the customer | Checkbox, off by default. Off keeps the note private to shop staff; on sends it to the customer as a WooCommerce customer note. |
Step 4: Set the steps Live and save
Each step has its own switch: Live, Off, or Draft. A new automation starts as a Draft.
- Set the trigger and the action to Live.
- Click Save.
Private note or customer note
The Email this note to the customer checkbox decides who sees the note:
- Off (default) — a private note, visible only to staff on the order screen. Good for fulfillment instructions and internal records.
- On — a customer note, which WooCommerce also emails to the customer. Good for status updates the customer should receive, such as "Your order is being prepared for shipment."
Tokens you can use
The trigger exposes order tokens for the Order and Note fields. Use Order ID in the Order field to target the triggering order. In the Note, you can weave in Order number, Order status, Order total, New status, Billing first name, and more from the token list.
PRO feature
Choosing the trigger's from/to status is free. Deciding whether to run based on other order data — total, product, customer role — uses automation Conditions, a PRO feature. See filters and conditions.
Conclusion
With Zapify's free An order changes status trigger and Add an order note action, every status change leaves a clear record on the order — internal or customer-facing. To move the order forward at the same time, pair it with changing the order status, or email the customer directly.
FAQs
Is adding an order note on a status change free in Zapify?
Yes. The An order changes status trigger and the Add an order note action are both free, and WooCommerce is a free Zapify integration. You can build and run this on the free plugin. Only automation-level Conditions — filtering beyond the trigger's own from/to status — require Zapify PRO.
How do I add the note to the order that triggered the automation?
In the action's Order field, insert the Order ID token from the trigger with the token menu. Zapify fills in the triggering order's ID at run time, so the note is added to the correct order automatically rather than one you name by hand.
Can the note be emailed to the customer?
Yes. Enable Email this note to the customer in the action. WooCommerce then adds it as a customer note and emails it to the customer. Leave the checkbox off — the default — to keep the note private to shop staff, visible only on the order screen.
What is the difference between a private note and a customer note?
A private note is internal: it appears on the order in wp-admin but is never sent to the customer. A customer note is emailed to the customer by WooCommerce and also shown on their order. The Email this note to the customer checkbox switches between the two, and it is off by default.
Can I include order details in the note text?
Yes. The Note field accepts tokens. Open the token menu and insert values like Order number, New status, Order total, or Billing first name, and Zapify replaces each with the real value from the order that triggered the automation.
Do I need to write any code?
No. The trigger, the action, and every field are configured visually in the Zapify builder. Once the steps are Live, Zapify and WooCommerce add the note for you.