WooCommerce Order Management & Tracking

Connect Your WooCommerce Store to TrackMy.Shop

WooCommerce gives you the flexibility to run your store exactly the way you want -- on your own hosting, with your own plugins, with complete control. TrackMy.Shop extends that flexibility to the production floor. Once an order comes in through WooCommerce, you need to track it through every step of making, customizing, or assembling the product before it ships. That is where TrackMy.Shop takes over.

The integration connects through WooCommerce's built-in REST API. There is no WordPress plugin to install, no theme modifications, and no extra code running on your server. You generate a pair of API keys in your WooCommerce settings, paste them into TrackMy.Shop, and orders start syncing to your Kanban board.

How the Connection Works

WooCommerce includes a REST API out of the box. You do not need to install anything extra on your WordPress site. To connect, you generate a Consumer Key and Consumer Secret from your WooCommerce settings panel (under WooCommerce > Settings > Advanced > REST API), give the key read/write permissions, and enter those credentials in TrackMy.Shop.

That is the entire setup. TrackMy.Shop uses these keys to pull in new orders and push status updates back. Because it connects through the API rather than a plugin, it works with any WordPress hosting environment and does not add any load to your site's front end.

Setting Up API Keys

Here is the quick version:

1. In your WordPress admin, go to WooCommerce > Settings > Advanced > REST API
2. Click Add key
3. Give it a description like "TrackMy.Shop"
4. Set permissions to Read/Write
5. Click Generate API key
6. Copy the Consumer Key and Consumer Secret
7. Paste both into TrackMy.Shop's WooCommerce integration settings
8. Enter your store URL and save

The connection verifies immediately. If your keys and URL are correct, you will see a confirmation and your recent orders will start importing within moments. For a detailed walkthrough with screenshots, see our help article on WooCommerce setup.

What Syncs Between Systems

The sync is bidirectional and covers everything you need to manage production:

From WooCommerce to TrackMy.Shop:

• Order number, date, and status
• Line items with product names, quantities, variations, and SKUs
• Customer name, email, phone, and shipping address
• Order notes (both customer-provided and internal)
• Any custom meta fields your store collects

From TrackMy.Shop back to WooCommerce:

• Order status updates as you move orders through workflow stages
• Completion and fulfillment status when orders reach the end of your workflow

When a new order arrives in WooCommerce, it appears on your TrackMy.Shop Kanban board automatically. When you move that order from "Assembly" to "Quality Check" on your board, the mapped WooCommerce status updates accordingly. Your WooCommerce order admin, any plugins reading order status, and any email notifications tied to status changes all reflect the update.

Building Your Workflow

WooCommerce comes with a handful of order statuses: Processing, On Hold, Completed, and a few others. That is fine for a standard e-commerce flow, but if you are making products to order, you probably have six or ten steps between "order received" and "order shipped."

TrackMy.Shop lets you define custom workflow stages that match your actual process. A small-batch hot sauce company might set up:

1. Order Received -- new order from WooCommerce
2. Batch Planning -- grouping orders by sauce type for efficient production
3. Cooking -- the sauce is being made
4. Bottling -- filling and capping
5. Labeling -- applying labels and lot numbers
6. Curing -- waiting period before shipping (some sauces need this)
7. Pack and Ship -- boxing up and creating shipping labels

Each stage maps to a WooCommerce order status. You might map stages 2 through 6 to WooCommerce's "Processing" status and stage 7 to "Completed." Or if you use a WooCommerce plugin that adds custom statuses, you can map to those instead.

The point is that your team sees the real workflow. The person running the bottling line sees their column. The person doing labeling sees theirs. Nobody has to guess what is ready for them next.

Branded Customer Tracking Pages

Every order tracked in TrackMy.Shop gets a unique, shareable tracking page. These pages carry your branding -- your logo, your colors -- and show customers exactly where their order stands in your production process.

For WooCommerce stores, you can include the tracking page link in your order confirmation emails. WooCommerce's email templates are customizable, so you can add the link right below the order summary. Customers click through and see something like "Your order is in the Bottling stage" instead of wondering if anyone is working on it.

This is especially valuable for custom and made-to-order products where production takes days or weeks. Customers are far more patient when they can see progress. And you spend less time answering "when will my order ship?" emails.

Real-World Example: Small Batch Hot Sauce

Marcus runs a WooCommerce store selling handcrafted hot sauces. He produces in weekly batches based on incoming orders. Before TrackMy.Shop, he managed everything in a paper notebook and updated WooCommerce statuses manually at the end of each day. Customers would email asking about their order, and he would have to go check the production log to answer them.

After connecting WooCommerce to TrackMy.Shop, here is what changed: orders flow onto the Kanban board automatically. Marcus plans batches by dragging orders into the "Batch Planning" column. When a batch goes into cooking, he moves those orders to "Cooking" with a few clicks. His employee on the bottling line scans barcodes as bottles get filled.

Customers get a tracking page link in their order confirmation email. They can see "Your Carolina Reaper Reserve is in the Curing stage -- almost ready!" Marcus says the status inquiry emails dropped significantly, and he stopped losing track of orders during busy weeks.

Hosting Compatibility

Because the integration uses WooCommerce's REST API over HTTPS, it works with virtually any hosting setup:

• Shared hosting (Bluehost, SiteGround, HostGator, etc.)
• Managed WordPress (WP Engine, Flywheel, Kinsta, Pressable)
• VPS and cloud (DigitalOcean, AWS, Linode)
• Self-hosted servers on your own hardware

The only requirement is that your WooCommerce REST API is accessible over HTTPS, which is the default for any properly configured WooCommerce store. If your site has an SSL certificate and WooCommerce is activated, you are good to go.

If your hosting provider uses a firewall or security plugin that restricts API access, you may need to whitelist TrackMy.Shop's server IPs. Our support team can provide those if needed.

Tips for Getting the Most Out of It

• Use Read/Write permissions when generating API keys. Read-only keys will import orders but cannot sync statuses back to WooCommerce.
• Set up your workflow stages before connecting. Think through your production process first, create the stages, then connect WooCommerce so orders land in the right place from the start.
• Add the tracking page link to your WooCommerce emails. This is the single biggest quality-of-life improvement for both you and your customers.
• Combine with barcode scanning for volume. If you process more than a handful of orders per day, barcode scanning is dramatically faster than manually moving cards.
• Use order notes. Notes added in WooCommerce (like customer customization requests) sync to TrackMy.Shop. And notes added in TrackMy.Shop are visible to your team, keeping all order context in one place.

Common Questions

Does this work with WooCommerce Subscriptions or other plugins? Yes. Any order that appears in your WooCommerce orders list will sync. Subscription renewal orders, orders from marketplace plugins, and orders created by other plugins all come through.

Do I need to install a WordPress plugin? No. The connection uses WooCommerce's built-in REST API. There is nothing to install on your WordPress site, which means no plugin conflicts, no updates to manage, and no additional load on your server.

What about WooCommerce custom order statuses? If you use a plugin that adds custom order statuses to WooCommerce, TrackMy.Shop can map to those as well. During stage mapping setup, you will see all available statuses from your store, including custom ones.

Can I connect multiple WooCommerce stores? Your TrackMy.Shop workspace can connect to one WooCommerce store. If you run multiple stores, you can create separate workspaces for each.

What does it cost? TrackMy.Shop offers a free plan with up to 30 orders per month. Paid plans start at $19.99 per month for higher order volumes and additional features. The WooCommerce integration is included on all plans, including the free tier.