Order Processing Templates
Order processing is at the heart of ecommerce operations. Wakflo’s order processing templates help you automate the entire order lifecycle from receipt to fulfillment, shipping, and follow-up communications.
Available Templates
Complete automation of the order-to-delivery process
End-to-End Order FulfillmentAutomated shipping and delivery communications
Shipping Notification SystemKeep customers informed throughout the fulfillment process
Order Status UpdatesStreamline the returns and refund process
Returns ManagementEnd-to-End Order Fulfillment
This comprehensive template automates the entire fulfillment process from the moment an order is received until it’s delivered to the customer.
Key Features:
- Multi-channel order processing
- Inventory verification and allocation
- Smart fulfillment routing
- Shipping label generation
- Customer communications
- Order tracking and status updates
How It Works
Order received
Captures new orders from any connected sales channel
Order validation
Verifies order details, payment status, and fraud screening
Inventory check
Confirms product availability and allocates inventory
Fulfillment routing
Determines optimal fulfillment location and method
Shipping label generation
Creates and sends shipping labels to fulfillment location
Customer notification
Sends confirmation and tracking information to customer
Delivery monitoring
Tracks package and updates customer with delivery status
Decision Points
The template includes several intelligent decision points to optimize the fulfillment process:
Fulfillment Location
Selects warehouse based on inventory availability, proximity to customer, and current workload.
Shipping Method
Chooses carrier and service level based on order value, customer preferences, and delivery time requirements.
Order Prioritization
Prioritizes orders based on customer type, shipping speed selected, and order value.
Required Integrations
- Ecommerce platform (e.g., Shopify, WooCommerce)
- Inventory management system
- Shipping provider (e.g., ShipStation, EasyPost)
- Email or SMS service for notifications
Shipping Notification System
This template focuses on keeping customers informed throughout the shipping process, from order confirmation to delivery.
Key Features:
- Personalized order confirmation emails
- Automatic shipping notifications
- Real-time delivery updates
- Branded tracking page links
- Delivery confirmation messages
- Post-delivery follow-up
Notification Types
Order Confirmation
Timing
Sent immediately after order is placed
Content
- Order number and date
- Items purchased with images
- Payment information
- Estimated shipping date
- Customer service contact
Example Subject
Thanks for your order #12345! Here’s what happens next
Shipping Confirmation
Timing
Sent when order ships and tracking is available
Content
- Carrier information
- Tracking number with link
- Expected delivery date
- Package contents
- Shipping address confirmation
Example Subject
Your order #12345 is on its way! Track your package
In-Transit Updates
Timing
Sent at key milestones during delivery
Content
- Current package location
- Updated delivery estimate
- Any delivery exceptions
- Refreshed tracking link
Example Subject
Your package will be delivered tomorrow! Order #12345
Delivery Confirmation
Timing
Sent when delivery is confirmed
Content
- Delivery confirmation details
- Product care tips
- Return policy reminder
- Support information
- Request for feedback
Example Subject
Your order has been delivered! Enjoy your purchase
Sample Email Template
Shipping Confirmation Email
Hello [Customer Name],
Great news! Your order #[Order Number] has shipped and is on its way to you.
Tracking Information:
Carrier: [Carrier Name]
Tracking Number: [Tracking Number]
Estimated Delivery: [Delivery Date]
Your Order Includes:
Product Image
[Product Name]
Qty: [Quantity] | SKU: [SKU]
Shipping To:
[Customer Name]
[Address Line 1]
[City, State ZIP]
[Country]
Questions about your order? Contact our customer service team.
Thank you for shopping with us!
The [Company Name] Team
Order Status Updates
This template focuses on keeping your internal systems in sync with the latest order status information and communicating updates to customers.
Key Features:
- Automated status transitions
- Multi-channel status synchronization
- Custom status workflows
- Customer notifications at each stage
- Exception handling for delays
- Status tracking and reporting
Order Status Flow
Alternative Paths:
Cancelled
On Hold
Backordered
Returned
Status Update Triggers
| Status Change | Trigger Event | Actions | Customer Notification |
|---|---|---|---|
| New → Processing | Payment confirmed | Inventory allocation, Fraud check | Order confirmation email |
| Processing → Fulfilled | Order picked and packed | Generate packing slip, Prepare for shipping | Optional preparation notification |
| Fulfilled → Shipped | Shipping label created | Record tracking information, Update inventory | Shipping confirmation with tracking |
| Shipped → Delivered | Delivery confirmation from carrier | Close order, Schedule follow-up | Delivery confirmation email |
| Any → Cancelled | Cancellation request or system trigger | Release inventory, Process refund | Cancellation notification |
Customization Options
Custom Status Definitions
Create your own status stages that match your business processes
Status Transition Rules
Define what triggers move an order from one status to another
Channel-Specific Status Mapping
Map your custom statuses to each marketplace’s status system
Notification Templates
Customize the content of status update notifications
Returns Management
This template automates the entire returns process from initial request to refund processing and inventory updates.
Key Features:
- Self-service return request portal
- Return authorization generation
- Return shipping label creation
- Return tracking and status updates
- Inspection workflow
- Refund processing
- Inventory reintegration
Returns Process Flow
Return request received
Customer submits a return request through your website or customer service
Return evaluation
System evaluates return eligibility based on return policy rules
Return authorization
Generates a Return Merchandise Authorization (RMA) number
Return label creation
Creates and emails a prepaid return shipping label to customer
Return tracking
Monitors return shipment status until received
Inspection process
Logs receipt of return and initiates inspection workflow
Refund processing
Issues appropriate refund based on return condition and policy
Inventory update
Updates inventory with returned items suitable for resale
Return Policy Rules Engine
The template includes a configurable rules engine to automate return eligibility decisions:
Example Return Rules
- Time-based: Returns must be initiated within X days of delivery
- Product category rules: Different policies for different product types
- Condition requirements: Items must be unused with original packaging
- Return reason categorization: Different processes for defective vs. unwanted items
- Customer tier rules: Extended return periods for VIP customers
- Seasonal adjustments: Modified policies during holiday periods
- Return frequency limits: Restrictions for customers with excessive returns
Customer Communication Templates
Return Request Confirmation
Subject: Your Return Request for Order #[Order Number] Has Been Approved
Hello [Customer Name],
We’ve approved your return request for order #[Order Number]. Here’s what you need to know:
Return Details:
Return Reference: [RMA Number]
Item(s): [Item List]
Estimated Refund: [Refund Amount]
Next Steps:
- Print the attached return shipping label
- Pack the item(s) in their original packaging if possible
- Attach the shipping label to the outside of the package
- Drop off the package at any [Carrier] location
Once we receive and inspect your return, we’ll process your refund to your original payment method. This typically takes 3-5 business days after inspection.
You can track the status of your return here: Check Return Status
If you have any questions, please reply to this email or contact our customer service team.
Thank you for your patience!
The [Company Name] Team
Best Practices
Tips for Effective Order Processing Automation
- Start with High-Volume Processes: Automate your most common order types first
- Implement Exception Handling: Create clear workflows for orders that don’t fit standard patterns
- Focus on Communication: Keep customers informed at every stage of the process
- Test with Real Orders: Use historical order data to validate your automation
- Monitor Performance: Track key metrics like processing time and error rates
- Collect Feedback: Ask customers about their experience with your order process
- Gradually Enhance: Start with basic automation and add complexity over time
Next Steps
Ready to streamline your order processing? Here’s how to get started: