Tutorials

How to Automate Order Notifications

Sequensy Team •
#woocommerce#notifications#orders

When a customer places an order, multiple people might need to know about it — your fulfillment team, your accountant, maybe even a supplier. Manually forwarding these notifications is error-prone and time-consuming.

Sequensy makes it easy to set up automated notifications that keep everyone in the loop.

Types of Order Notifications

Internal Team Notifications

Keep your team informed:

  • New order alerts for your sales team
  • Fulfillment notifications for your warehouse
  • High-value order alerts for managers
  • Refund notifications for customer service

Customer Notifications

Beyond WooCommerce’s default emails:

  • Personalized thank-you messages
  • Shipping updates with tracking info
  • Delivery confirmation requests
  • Post-purchase follow-ups

External Partner Notifications

Connect with suppliers and partners:

  • Dropship orders to suppliers
  • Wholesale order alerts
  • Partner referral notifications

Building Notification Workflows

Basic Order Alert

Trigger: Order Created

Action: Send Email

  • To: fulfillment@yourstore.com
  • Subject: New Order #{order_number}
  • Body: Order details with product list

High-Value Order Alert

Trigger: Order Created

Condition (Pro feature):

  • Order total > $500

Action: Send Email

  • To: manager@yourstore.com
  • Subject: High-Value Order: ${order_total}
  • Priority: High

Order Status Change Notification

Trigger: Order Status Changed

Condition:

  • New status = “Shipped”

Action: Send Email to Customer

  • Subject: Your order is on its way!
  • Include tracking number and estimated delivery

Multi-Channel Notifications

Use external integrations to notify beyond email:

Trigger: Order Created

Actions (in sequence):

  1. Send email to fulfillment team
  2. Add row to Airtable order tracker
  3. Create Notion task for follow-up

Using Variables in Notifications

Sequensy provides rich data from each trigger. For orders, you can use:

  • {order_number} — The order ID
  • {order_total} — Total amount
  • {customer_email} — Customer’s email
  • {billing_first_name} — First name
  • {billing_address} — Full billing address
  • {shipping_address} — Full shipping address
  • {order_items} — List of products ordered

Example Email Template

Subject: Order #{order_number} Ready for Fulfillment

New order received!

Customer: {billing_first_name} {billing_last_name}
Email: {customer_email}
Total: {order_total}

Shipping Address:
{shipping_address}

Items:
{order_items}

Process this order in the dashboard:
https://yourstore.com/wp-admin/post.php?post={order_id}&action=edit

Best Practices

1. Avoid Notification Overload

Don’t send too many emails:

  • Consolidate where possible
  • Use conditions to filter
  • Route to the right people

2. Use Clear Subject Lines

Make it easy to scan:

  • Include order number
  • Indicate urgency if needed
  • Be specific about the action required

3. Include All Necessary Information

Recipients shouldn’t need to log in:

  • Customer details
  • Product information
  • Shipping address
  • Direct links to take action

4. Test Thoroughly

Before going live:

  • Place test orders
  • Check all notification emails
  • Verify variable substitution
  • Monitor execution logs

Monitoring and Troubleshooting

Sequensy logs every notification:

  • See which emails were sent
  • Track successful deliveries
  • Identify and debug failures
  • Review notification history

Get Started

Automated notifications save hours of manual work every week. Download Sequensy and set up your first order notification workflow in minutes.

All notification features are available in the free version of Sequensy.

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