How to set up WooCommerce order notifications: Complete Guide (2022)

May 10, 2022

WooCommerce new order multiple email

Discover the easy way to set up WooCommerce order notifications and send new order emails to multiple addresses, depending on the supplier for each product or category.

Custom order notifications can help you process and fulfill orders faster and smoother. If you’re a WooCommerce store owner, you can easily set up order notifications via email - from within the WordPress admin dashboard itself.

However, it comes with a limitation. When your WooCommerce store receives a new order, it sends an email notification to the same recipients regardless of which products have been ordered. But what if you want the 'New order' email to go to different people for different products?

For example:

  • Do you send order information to different suppliers, who then send the products to the customer?
  • Does your store route each order to a different vendor or distributor?
  • Do you need to send conditional emails depending on the product, product group or category in the order?

In this tutorial, I will show you how to set up default WooCommerce order notifications and the steps to send different emails per product, which you can easily achieve with our WooCommerce Multiple Email Recipients plugin. In this tutorial, I will tell you how to set up the plugin for this exact use case.

Take full control over who receives the WooCommerce new order emails for each product, category, and more.

What new order emails does WooCommerce send?

As always, you should only install a plugin if WooCommerce itself doesn't have the features you need. Let’s first look at what emails WooCommerce itself sends to notify the admin of new orders.

I'm often surprised by how few people know that WooCommerce lets you add multiple admin email addresses to the New Order emails. Here’s how you can do this:

  1. Go to WooCommerce → Settings → Emails
  2. Here, you can add as many email addresses as you like to each notification. To add WooCommerce multiple email recipients, just separate each address with a comma:
Adding multiple admin email addresses for WooCommerce new order notifications
Add multiple recipients to the WooCommerce new order email

You can send each of the WooCommerce admin emails to multiple addresses. This includes the 'New order', 'Cancelled order' and 'Failed order' emails.

With this method, WooCommerce will now send every new order email to the same multiple recipients. There are no options to send to different email addresses depending on the product ordered. You need the WooCommerce Multiple Email Recipients plugin for that.

Why would I want WooCommerce to send different emails for different products?

Lots of stores sell products from a central website, allowing customers to choose products and check out with one cart. After the admin or store manager receives the order, they distribute it to the appropriate supplier who processes and fulfils the order.

Here are some examples of the types of stores that need to notify different recipients of new orders depending on product or category:

  • Multiple suppliers. You need WooCommerce to send orders to the supplier of each product ordered.
  • Company departments. If different departments handle different types of products, then each order needs to be routed to the correct team.
  • Product manufacturers. Many WooCommerce stores accept orders online and pass the order to the manufacturer for direct fulfilment.
  • Dropshippers. More and more WooCommerce dropshipping stores are being launched and need an easy way to forward each order to the drop shipper.
  • Product distributors. You might sell products from a central website with one cart and have different distributors dispatch the orders.
  • Franchise networks. Similarly, orders might be taken centrally on the main website and sent to a local franchise outlet for processing and delivery.
  • Restaurant groups. If you're using our WooCommerce Restaurant Ordering plugin to take food orders for multiple locations, then you need a way to automatically send the order to the correct branch.
  • Multiple business locations. Many businesses sell from multiple outlets, each of which processes the orders which are local to them.
  • Letting customers choose the provider. Some WooCommerce stores sell other companies' products and let the customer choose which provider to receive it from. This is a popular choice for comparison stores.

All of these stores need to send different emails for different products or categories.

The old way

Ok, so now we know why lots of stores need to send orders to different suppliers. The next question is how to manage the process as part of your WooCommerce supplier management.

The worst way you can handle this is to manually forward each order to the supplier. That's incredibly inefficient while increasing the likelihood of mistakes and human error. No one wants orders to get lost!

It's much better to have WooCommerce send orders to suppliers in a completely automated process. This cuts out the manual work, saving you time and money.

In the next section, I'll explain how to do this using the WooCommerce Multiple Email Recipients plugin for that.

Tutorial: How to send WooCommerce order emails to different addresses per product

Plan your store structure

The WooCommerce Multiple Email Recipients plugin is super-flexible. It lets you choose whether to send different WooCommerce emails per product category or add suppliers to products directly.

Think about how your store is structured:

  • Do your suppliers correspond to your product categories? For example, you might have a lampshades category which is fulfilled by Supplier A and a lightbulbs category which is fulfilled by Supplier B. With a neat category/supplier relationship like this, you should set up a new order email notification for each supplier and select their product categories. That's easier to set up and manage than selecting each of the supplier's products individually.
  • Alternatively, do products within each category have different suppliers or distributors? If there's no direct relationship between your product categories and suppliers, then you'll need to add additional email recipients per product.

I'll show you how to set up both options next.

Create WooCommerce order emails for product categories

  1. First, go to WooCommerce Multiple Email Recipients plugin and install it on your WordPress site.
  2. Go to WooCommerce → Settings → Emails The settings page lets you create WooCommerce conditional emails. Simply type in multiple email addresses to which you want to send a WooCommerce shipping notification. You can, for example, add suppliers to a product depending on its category. As the example below shows, when a customer buys a cake, a WooCommerce order email goes to a supplier, in this case, a Patisserie, while when a customer buys a different type of food, the WooCommerce shipping email is sent to another vendor.
WooCommerce Multiple Email Recipients

Is it possible to select multiple products and categories?

The plugin has advanced logic built-in so that recipients will never miss an email. For example:

  • If you add additional email recipients but don’t select any products or categories, then these email addresses will receive the email for ALL orders.
  • If you have selected categories, then the email will be sent to the additional recipients for all orders containing products from the selected categories.
  • Alternatively, if you have selected products, then the email will be sent to the additional recipients for all orders containing one or more of these products.
  • If you have selected both products and categories, then the email will be sent for all possible matches. For example, if you have selected the 'Clothing' category and a 'Pizza' product, then the email should be sent for orders containing clothing products OR the pizza product OR both.
WooCommerce conditional emails in Barn2 WooCommerce Multiple Email Recipients plugin

How to add extra recipients to the WooCommerce order notification emails?

The WooCommerce Multiple Email Recipients plugin makes it easy to add extra WooCommerce order notification recipients.

The following instructions explain how to add extra email recipients for the email notifications that WooCommerce normally sends to the administrator. These are the 'New Order', 'Cancelled Order' and 'Failed Order' emails.

You can either add additional email addresses which will receive email notifications about all orders, or you can configure this per product or category.

Setup instructions

  1. Go to WooCommerce → Settings → Emails.
  2. Click 'Manage' for either the 'New Order', 'Cancelled Order' or 'Failed Order' email notification (or any additional emails which are added by third-party plugins).
  3. Click the 'Add recipients' link underneath the 'Recipient(s)' field.
  4. 3 new fields will appear:
    • Email address(es) - List the email addresses that you want to add to the email, separated by commas if you are adding more than one. For example, you might add "admin@mycompany.com, billing@mycompany.com".
    • Search for a category - Select one or more categories if you only want the additional recipients to receive emails relating to orders containing products from a certain category.
    • Search for a product - Alternatively, select one or more products if you only want the additional recipients to receive emails relating to orders containing specific products.
  5. Click 'Add recipients' again to add recipients who will receive notifications for different products or categories.

Can I select multiple products and categories?

The plugin has advanced logic built-in so that recipients will never miss an email. For example:

  • If you add additional email recipients but don’t select any products or categories, then these email addresses will receive the email for ALL orders.
  • Alternatively, have you selected categories? If so, the email will be sent to the additional recipients for all orders containing products from the selected categories.
  • If you have selected products, then the email will go to the additional recipients for all orders containing one or more of these products.
  • Finally, have you selected both products and categories? If so, the email will be sent for all possible matches. For example, if you have selected the 'Clothing' category and a 'Pizza' product, then the email should be sent for orders containing clothing products OR the pizza product OR both.

What if an order contains multiple products or categories?

The WooCommerce order notifications emails list all the products in the order. The WooCommerce Multiple Email Recipients plugin simply lets you add extra recipients for these emails based on the products or categories contained in the order.

For example, let's say that you have added two additional email recipients:

  • sales@nike.com will receive emails relating to orders from the 'Nike' category.
  • sales@adidas.com will receive emails relating to orders from the 'Adidas' category.

If a customer orders products from both the Nike and Adidas categories, then the plugin sends the full order notification emails to both sales@nike.com and sales@adidas.com. Each recipient will know which of the products listed in the email they are responsible for and can ignore the others.

Will suppliers see each other's products?

Possibly.

With the 'category' option, each recipient will see all the products ordered. If the customer orders products from multiple suppliers, then each supplier will see the full order.

In contrast, with WooCommerce per-product emails to suppliers, each supplier only sees the products that they need to send.

Can I send customer emails to multiple recipients?

WooCommerce Multiple Email Recipients

Yes, you can send different additional emails per customer with the WooCommerce Multiple Email Recipients plugin. Use it to add extra email addresses for each customer.

You can choose how many additional email addresses to allow per customer. As a result, customers can add extra recipients on the Account and Checkout pages. You can also add extra addresses yourself in the WordPress admin.

Are your WooCommerce new order notifications not working?

If you have any trouble with your emails, make sure to check your WooCommerce settings to ensure all the email addresses are accurate. If your email notifications are getting flagged as spam, get in touch with your web host to check if it’s been blacklisted.

Install WooCommerce Multiple Email Recipients today!

In conclusion, now you know how to set up and customize your WooCommerce order notifications. Setting up WooCommerce order notifications has never been easier. Simply use the default settings for basic notifications and use our WordPress plugin - WooCommerce Multiple Email Recipients - for customized notifications.

Take full control over who receives the WooCommerce new order emails for each product, category, and more.

8 Comments

  1. Rex Havoc
    August 12, 2022 Reply

    Hi
    We have 150,000 products we drop-ship from 20 suppliers. Many of the suppliers supply the same product but at different prices and different stock levels.
    Everyday the preferred supplier of a product might change depending on price and availability. Is there an easy way to bulk-update our product list to the preferred supplier using a csv file?

    • Nikki
      August 16, 2022 Reply

      Hi Rex, you can use WooCommerce's built-in product import/export feature. You can then quickly edit the prices and stocks in a spreadsheet and then import them back to your store. Alternatively, you can use a plugin such as WP Sheet Editor's front-end editor plugin to bulk edit WooCommere Products.

      Let me know if there's anything else that we may help you with. Cheers!

  2. Daniel Chen
    August 12, 2021 Reply

    Hi, i tried this one "Can I send emails based on shipping method instead of product or category?" but failed to apply. I reached the plugins support, and they told me the plugin could not do this feature because the product needs to have the class assigned. How were you able to link the shipping class to the shipping method, and trigger the notification?

  3. Trung
    August 5, 2021 Reply

    I want to send different order emails to base on customer. That means each salers take care some of customers so when customer buy something, the email will send to their saler. Please make that features.

    • Edge
      August 6, 2021 Reply

      Hello, Trung. Thanks for your suggestion for an option to send a copy of new order emails to a specific email address (e.g. a sales agent) depending on the customer's user role (i.e. each sales agent gets a copy of new order emails for all customers in a user role assigned to that sales agent). I have added it to our feature request list so that we can track the amount of demand. We will let you know if we add this to a future version of the plugin.

      In the meantime, you could contact support for the Advanced Notifications plugin and also ask if they can add this feature.

      Let me know if there's anything else that we may help you with. Cheers!

  4. John
    July 8, 2021 Reply

    We are looking to split the current supply of our products to two different suppliers.
    With the advanced notifications this appears to be simple enough, however, we would also need to split the payment and delivery charges to each. Is there a way to do this? Currently I'm thinking that we could ring fence each product (or category) in some way so that they cannot order more than one category in any one order. Your comments would be appreciated.

    • Edge
      July 8, 2021 Reply

      Hi, John. Thanks for asking. As there isn't a way to split payments and delivery charges according to supplier/vendor in WooCommerce by default or out of the box, I suggest that you either refer to the official WooCommerce Docs or contact WooCommerce Support for the best advice. Alternatively, you could also use the information in Options 1 and 3 at https://barn2.com/kb/multiple-restaurants/ . I hope this helps! Cheers.

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