How to Create and Manage Custom Order Status in WooCommerce

Order management is a very essential part of the success of a WooCommerce store. Although WooCommerce has such types of default order statuses as Pending payment, Processing, and Completed, they do not always apply to any business model. Custom order statuses enable you to build custom workflows to suit your operations with tracking shipment steps, pre-order management, and complicated fulfillment processes.

This comprehensive guide walks you through everything you need to know about creating, implementing, and managing custom order statuses in WooCommerce, using both code-based methods and plugins.

What Is Custom Order Status in WooCommerce?

A custom order status in WooCommerce is a user-defined status that helps track specific stages of an order beyond the default options provided by WooCommerce. Custom statuses allow store owners to create additional workflow stages that reflect their unique business processes.

By default, WooCommerce includes seven standard order statuses:

Status	Description	When It’s Used
Pending Payment	Order received, no payment initiated	The customer hasn’t completed payment
Processing	Payment received, stock reduced, awaiting fulfillment	Order ready for shipping
On Hold	Awaiting payment confirmation	Manual payment methods (bank transfer)
Completed	Order fulfilled and delivered	No further action required
Cancelled	Cancelled by admin or customer	Stock returned to inventory
Refunded	Full refund issued by admin	Customer reimbursed
Failed	Payment failed or declined	Payment gateway rejection

These default statuses work well for simple stores. Still, businesses with complex workflows—such as those involving multiple shipment stages, quality checks, or custom manufacturing—often need additional statuses to accurately track order progress.

Why Add Custom Order Status in WooCommerce?

Custom order statuses offer significant benefits for both store owners and customers:

For Store Owners

Streamlined Order Management:
Custom statuses let you organize orders according to your specific workflow. For example, a furniture store might need statuses like “In Production,” “Quality Check,” and “Ready for Delivery” before marking an order as “Completed.”

Better Filtering and Sorting:
With custom statuses, you can filter orders by specific stages, making it easier to identify which orders need attention. This is especially useful for stores processing hundreds of orders daily.

Improved Business Insights:
Custom statuses enable detailed reporting on specific workflow stages. You can analyze how long orders spend in each stage and identify bottlenecks in your fulfillment process.

Scalable Processes:
As your business grows or changes, custom order statuses allow you to adapt your order management without overhauling your entire system.

For Customers

Better Communication:
More descriptive order statuses keep customers informed about exactly where their order is in the fulfillment process, reducing “Where is my order?” inquiries.

Enhanced Trust:
Transparent order tracking builds customer confidence. When customers see their order progressing through meaningful stages, they feel more assured about their purchase.

Reduced Support Tickets:
Clear status updates mean fewer customers reaching out for order updates, freeing your support team for more complex issues.

Default WooCommerce Order Status Flow

Understanding how WooCommerce handles order status transitions helps you design effective custom statuses:

[Order Placed]
      ↓
[Pending Payment] → [Failed] (if payment fails)
      ↓
[On Hold] (manual payment) OR [Processing] (automatic payment)
      ↓
[Processing]
      ↓
[Completed] OR [Cancelled] OR [Refunded]

Key transition points:

• Orders start as Pending Payment when created
• On Hold is assigned when using offline payment methods (bank transfers, checks)
• Processing triggers when payment is confirmed
• Completed requires manual action for physical products (automatic for digital/downloadable)
• Cancelled and refunded can be applied at various stages

Custom statuses typically insert into this flow between Processing and Completed, though they can be placed anywhere depending on your needs.

How to Create Custom Order Status in WooCommerce (Code Method)

The most flexible way to add custom order statuses is through code. This method gives you complete control over the status behavior and doesn’t require additional plugins.

Step 1: Register the Custom Order Status

First, you need to register your new order status with WordPress. Add the following code to your theme functions.php file or a custom plugin:

/**
 * Register Custom Order Status
 */
function register_custom_order_status() {
    register_post_status( 'wc-awaiting-shipment', array(
        'label'                     => 'Awaiting Shipment',
        'public'                    => true,
        'show_in_admin_status_list' => true,
        'show_in_admin_all_list'    => true,
        'exclude_from_search'       => false,
        'label_count'               => _n_noop( 
            'Awaiting Shipment <span class="count">(%s)</span>', 
            'Awaiting Shipment <span class="count">(%s)</span>' 
        )
    ) );
}
add_action( 'init', 'register_custom_order_status' );

Code Explanation:

Parameter	Purpose
‘wc-awaiting-shipment‘	Unique identifier (must start with wc- and be max 20 characters)
‘label‘	Human-readable name displayed in admin
‘public‘	Makes status publicly accessible
‘show_in_admin_status_list‘	Displays in the order status filter dropdown
‘show_in_admin_all_list‘	Shows orders with this status in the “All” orders list
‘exclude_from_search‘	Whether to exclude from search results
‘label_count‘	Format for displaying count in admin

Step 2: Add Custom Status to Order Status Dropdown

Registering the status isn’t enough, you must also add it to WooCommerce’s order status dropdown menu:

/**
 * Add Custom Order Status to Dropdown
 */
function add_custom_order_status_to_dropdown( $order_statuses ) {
    $new_order_statuses = array();
    
    foreach ( $order_statuses as $key => $status ) {
        $new_order_statuses[ $key ] = $status;
        
        // Insert custom status after 'Processing'
        if ( 'wc-processing' === $key ) {
            $new_order_statuses['wc-awaiting-shipment'] = 'Awaiting Shipment';
        }
    }
    
    return $new_order_statuses;
}
add_filter( 'wc_order_statuses', 'add_custom_order_status_to_dropdown' );

This code inserts your custom status right after “Processing” in the dropdown menu. You can modify the position by changing ‘wc-processing‘ to any other status key.

Step 3: Add Custom Status to Bulk Actions (Optional)

To enable bulk updating orders to your custom status, add:

/**
 * Add Custom Status to Bulk Actions
 */
function add_custom_status_to_bulk_actions( $bulk_actions ) {
    $bulk_actions['mark_awaiting-shipment'] = 'Change status to Awaiting Shipment';
    return $bulk_actions;
}
add_filter( 'bulk_actions-edit-shop_order', 'add_custom_status_to_bulk_actions' );

Step 4: Style the Custom Status (Optional)

Add custom styling to make your status visually distinct in the orders list:

/**
 * Add Custom Status Styling
 */
function add_custom_status_styling() {
    echo '<style>
        .order-status.status-awaiting-shipment {
            background: #f39c12;
            color: #fff;
        }
    </style>';
}
add_action( 'admin_head', 'add_custom_status_styling' );

Complete Code Example

Here’s the complete code for adding a custom “Awaiting Shipment” status:

/**
 * WooCommerce Custom Order Status: Awaiting Shipment
 * Add this code to your theme's functions.php or a custom plugin
 */

// Step 1: Register the custom order status
function register_awaiting_shipment_order_status() {
    register_post_status( 'wc-awaiting-shipment', array(
        'label'                     => 'Awaiting Shipment',
        'public'                    => true,
        'show_in_admin_status_list' => true,
        'show_in_admin_all_list'    => true,
        'exclude_from_search'       => false,
        'label_count'               => _n_noop( 
            'Awaiting Shipment <span class="count">(%s)</span>', 
            'Awaiting Shipment <span class="count">(%s)</span>' 
        )
    ) );
}
add_action( 'init', 'register_awaiting_shipment_order_status' );

// Step 2: Add to order status dropdown
function add_awaiting_shipment_to_order_statuses( $order_statuses ) {
    $new_order_statuses = array();
    
    foreach ( $order_statuses as $key => $status ) {
        $new_order_statuses[ $key ] = $status;
        
        if ( 'wc-processing' === $key ) {
            $new_order_statuses['wc-awaiting-shipment'] = 'Awaiting Shipment';
        }
    }
    
    return $new_order_statuses;
}
add_filter( 'wc_order_statuses', 'add_awaiting_shipment_to_order_statuses' );

// Step 3: Add to bulk actions
function add_awaiting_shipment_to_bulk_actions( $bulk_actions ) {
    $bulk_actions['mark_awaiting-shipment'] = 'Change status to Awaiting Shipment';
    return $bulk_actions;
}
add_filter( 'bulk_actions-edit-shop_order', 'add_awaiting_shipment_to_bulk_actions' );

// Step 4: Add custom styling
function add_awaiting_shipment_styling() {
    echo '<style>
        .order-status.status-awaiting-shipment {
            background: #f39c12;
            color: #fff;
        }
    </style>';
}
add_action( 'admin_head', 'add_awaiting_shipment_styling' );

How to Trigger Email Notifications for Custom Order Status

Email notifications about the changes in the status of an order to custom status are among the most demanded features. Here’s how to implement it:

Method 1: Trigger Existing WooCommerce Emails

You can trigger existing WooCommerce emails (like the “Processing” email) when transitioning to your custom status:

/**
 * Trigger Processing Email for Custom Status Transition
 */
function trigger_email_on_custom_status( $order_id, $old_status, $new_status, $order ) {
    if ( $new_status === 'awaiting-shipment' ) {
        // Get the email class
        $email_class = WC()->mailer()->get_emails()['WC_Email_Customer_Processing_Order'];
        
        // Trigger the email
        if ( $email_class ) {
            $email_class->trigger( $order_id );
        }
    }
}
add_action( 'woocommerce_order_status_changed', 'trigger_email_on_custom_status', 10, 4 );

Method 2: Create Custom Email Notification

For a fully custom email, create a new email class:

/**
 * Custom Email for Awaiting Shipment Status
 */
function send_custom_status_email( $order_id, $old_status, $new_status, $order ) {
    if ( $new_status === 'awaiting-shipment' ) {
        $to = $order->get_billing_email();
        $subject = 'Your order is being prepared for shipment';
        $message = sprintf(
            'Hi %s, your order #%s is now being prepared for shipment. We\'ll notify you when it\'s on its way!',
            $order->get_billing_first_name(),
            $order->get_order_number()
        );
        $headers = array( 'Content-Type: text/html; charset=UTF-8' );
        
        wp_mail( $to, $subject, $message, $headers );
    }
}
add_action( 'woocommerce_order_status_changed', 'send_custom_status_email', 10, 4 );

How to Create Custom Order Status Using Plugins

In case you need no-code solution, there is a number of plugins that will help you to create your own order statuses easily:

Top WooCommerce Custom Order Status Plugins

Plugin	Price	Key Features
WooCommerce Order Status Manager	—	Official extension, email integration, reports
YITH WooCommerce Custom Order Status	—	Custom icons, colors, and extensive customization
Custom Order Status by Addify	—	Automation rules, email notifications
Automated Order Status Controller	—	Time-based automation, conditions
Custom Order Status for WooCommerce (Tyche)	—	Basic functionality, admin emails

Using WooCommerce Order Status Manager (Official Plugin)

The closest integration is offered by the official WooCommerce Order Status Manager plugin:

Features:

• Create unlimited custom order statuses
• Customize status colors and icons
• Set up email notifications for status changes
• Include custom statuses in reports
• Define “next statuses” for workflow control

Setup Process:

1. Install and activate the plugin
2. Navigate to WooCommerce → Order Statuses
3. Click Add Order Status
4. Configure name, slug, color, and icon
5. Set up email notifications under Status Emails
6. Save and test your new status

Best Practices for WooCommerce Custom Order Status

Follow these best practices to ensure your custom statuses work effectively:

Naming Conventions

Do:

• Use clear, descriptive names (e.g., “Awaiting Shipment,” “Quality Check”)
• Follow WooCommerce’s naming pattern (action-oriented)
• Keep names concise (under 25 characters)

Don’t:

• Use vague names (e.g., “Status 1,” “Custom”)
• Create overly long names that truncate in the UI
• Use technical jargon that customers won’t understand

Status Slug Requirements

• Must start with wc- prefix
• Maximum 20 characters total (including prefix)
• Use lowercase letters and hyphens only
• Example: wc-awaiting-shipment ✓

Workflow Design

Keep it Simple:
Do not create too personal statuses. The higher the statuses the more complicated the working process will be and the staff is likely to be confused.

Map Your Process:
Before creating statuses, map your entire order fulfillment process. Identify only the stages that truly need tracking.

Consider Customer Impact:
Only expose statuses that provide meaningful information to customers. Internal statuses (like “Awaiting Manager Approval”) might not need customer visibility.

Testing Recommendations

1. Test in Staging First: Never implement custom statuses directly on your live store
2. Verify Email Triggers: Ensure all email notifications fire correctly
3. Check Reports: Confirm custom statuses appear in WooCommerce reports
4. Test Bulk Actions: Verify bulk status changes work as expected
5. Review Customer View: Check how statuses appear in customer accounts

Common Custom Order Status Examples

Here are practical examples of custom statuses for different business types:

E-commerce (Physical Products)

Status	Use Case
Awaiting Shipment	Order packed, waiting for carrier pickup
Shipped	The package was handed to the carrier
Out for Delivery	Package with a local delivery driver
Delivered	Confirmed delivery

Print-on-Demand

Status	Use Case
In Production	Item being manufactured
Quality Check	Verifying print quality
Ready to Ship	Passed QC, awaiting shipment

Food Delivery

Status	Use Case
Preparing	Kitchen preparing order
Ready for Pickup	Order ready, awaiting driver
Out for Delivery	Driver en route
Delivered	Customer received the order

Subscription Boxes

Status	Use Case
Awaiting Curation	Items being selected
Packing	Box being assembled
Shipped	In transit to the customer

Troubleshooting Common Issues

Custom Status Not Appearing

Problem: Your custom status doesn’t show in the dropdown.

Solutions:

• Verify the status slug starts with wc-
• Check that both register_post_status and wc_order_statuses filters are implemented
• Clear any caching plugins
• Deactivate/reactivate WooCommerce

Orders Disappearing After Status Update

Problem: Orders vanish when changed to custom status.

Solutions:

• Ensure show_in_admin_all_list is set to true
• Verify the status slug is under 20 characters
• Check for JavaScript errors in the browser console

Emails Not Sending

Problem: Email notifications don’t trigger for custom status.

Solutions:

• Verify your email trigger hook is correct
• Check WooCommerce email settings (WooCommerce → Settings → Emails)
• Test with a simple wp_mail() to confirm email functionality
• Check spam folders

Status Not Showing in Reports

Problem: Custom status orders don’t appear in WooCommerce reports.

Solutions:

• Ensure public is set to true in registration
• Use a plugin like Order Status Manager for automatic report integration
• Some reports may require custom code to include new statuses

Advanced: Automating Custom Order Status Changes

Automate status transitions based on specific conditions:

Auto-Change Status After Payment

/**
 * Automatically set custom status after payment
 */
function auto_set_custom_status_after_payment( $order_id ) {
    $order = wc_get_order( $order_id );
    
    // Check if order contains specific product category
    foreach ( $order->get_items() as $item ) {
        $product = $item->get_product();
        if ( has_term( 'custom-made', 'product_cat', $product->get_id() ) ) {
            $order->update_status( 'wc-in-production', 'Order moved to production queue.' );
            return;
        }
    }
}
add_action( 'woocommerce_payment_complete', 'auto_set_custom_status_after_payment' );

Time-Based Status Updates

/**
 * Auto-complete orders after 14 days in 'Shipped' status
 */
function auto_complete_shipped_orders() {
    $orders = wc_get_orders( array(
        'status' => 'wc-shipped',
        'date_modified' => '<' . ( time() - 14 * DAY_IN_SECONDS ),
        'limit' => -1,
    ) );
    
    foreach ( $orders as $order ) {
        $order->update_status( 'completed', 'Auto-completed after 14 days.' );
    }
}
add_action( 'woocommerce_scheduled_sales', 'auto_complete_shipped_orders' );

Conclusion

Custom order statuses transform WooCommerce from a standard e-commerce platform into a tailored order management system that matches your exact business workflow. Whether you implement them through code or plugins, custom statuses provide:

• Greater control over order management
• Better customer communication through detailed status updates
• Improved efficiency with streamlined workflows
• Enhanced reporting on specific fulfillment stages

Begin with mapping your current order process, finding the gaps in the default statuses and only the custom statuses that will add value are implemented. Always use a staging environment to test thoroughly before rolling out to production and also do not forget to configure proper email notifications to keep customers informed.

With custom order statuses properly configured, you’ll have a more organized store, happier customers, and better insights into your business operations.

About the writer

Hassan Tahir wrote this article, drawing on his experience to clarify WordPress concepts and enhance developer understanding. Through his work, he aims to help both beginners and professionals refine their skills and tackle WordPress projects with greater confidence.