Use Case
When an order moves to “Processing” status, you want to send a custom notification letting the customer know their order is being prepared. This builds anticipation and sets clear expectations.
Common scenarios:
- “Your order is being prepared” confirmation
- Estimated shipping date notification
- Preparation photos for custom products
- Internal team assignment alerts
- Supplier notification for dropshipping
Step-by-Step Setup
1. Create a New Workflow
Navigate to Sequensy → Workflows in your WordPress admin and click Add New Workflow.
Name your workflow “Order Processing Notification” or “We’re Preparing Your Order”.
2. Configure the Trigger
Select Order Processing as your trigger. This fires when order status changes to “Processing”.
Available filters:
- Products: Specific products needing custom messaging
- Categories: Product categories with different prep times
- Order Total: VIP treatment for large orders
- Shipping Method: Different messaging by shipping speed
3. Set Up the Send Email Action
Configure your processing notification:
| Setting | Example Value |
|---|---|
| To | {billing_email} |
| Subject | We're preparing your order #{order_id}! 📦 |
| From Name | Your Store Name |
Email Body Example:
Hi {billing_first_name},
Great news! We've received your payment and your order is now
being prepared for shipping.
Order #{order_id}
What's next:
1. Our team is carefully packing your items
2. You'll receive tracking info when it ships
3. Estimated delivery: 3-5 business days
Your Order:
{order_items}
Shipping To:
{shipping_address}
Questions? Reply to this email or contact us at support@yourstore.com.
Thanks for your order!
4. Customize by Product Type (Optional)
Create multiple workflows for different products:
- Handmade items: Include prep time estimates
- Pre-orders: Mention expected availability
- Made-to-order: Explain custom creation process
5. Test Your Workflow
- Enable the workflow
- Place a test order
- Change status to “Processing”
- Verify email is sent
- Check messaging is appropriate
Pro Tips
Set accurate expectations: If processing takes 2-3 days, say so. Under-promise and over-deliver.
Product-specific messaging: Custom/handmade products benefit from explaining the care going into preparation.
Include tracking early: If you generate tracking numbers at processing, include them in this email.
Build anticipation: Make customers excited about receiving their order with engaging copy.
Email Templates by Product Type
Standard Products
Subject: Your order is on its way to our packing station!
Hi {billing_first_name},
Your order #{order_id} is now being prepared! Our team is
gathering your items and will have them packed shortly.
You'll receive another email with tracking information
as soon as your package ships.
Handmade/Custom Items
Subject: We've started crafting your custom order!
Hi {billing_first_name},
Exciting news! Our artisans have begun working on your
custom order #{order_id}.
Since this is a handmade item, please allow 5-7 days for
careful creation before shipping.
We'll send photos when it's complete!
Pre-Order Items
Subject: Your pre-order is confirmed and reserved!
Hi {billing_first_name},
Your pre-order #{order_id} is confirmed! Your item is
reserved and will ship as soon as it's available.
Expected availability: {expected_date}
We'll notify you the moment it ships!
Express Shipping
Subject: 🚀 Your express order is priority processing!
Hi {billing_first_name},
Your express order #{order_id} has jumped to the front
of our packing queue!
We're prioritizing your order for same-day shipping.
Expect tracking information within the next few hours.
Internal Team Notifications
Create a parallel workflow to notify your team:
To: fulfillment@yourstore.com
Subject: New order ready for processing: #{order_id}
Order #{order_id} is ready for packing.
Customer: {billing_first_name} {billing_last_name}
Items: {order_items}
Shipping: {shipping_method}
Priority: {shipping_priority}
Troubleshooting
Email not sending on processing?
- Verify order status changed to Processing
- Check trigger conditions
- Review WooCommerce email settings
Duplicate emails?
- Check for conflicting WooCommerce emails
- Review multiple workflow triggers
- Verify status only changed once
Wrong shipping information?
- Verify merge tags are correct
- Check order has shipping address
- Review WooCommerce shipping settings