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How to import WooCommerce orders to Podbase?

When a customer places an order in your WooCommerce store, it will automatically appear in your WooCommerce Orders section as well as sync with your Podbase dashboard.

Step 1: View the Order in WooCommerce

  1. Log in to your WordPress Admin Dashboard.

  2. Navigate to WooCommerce → Orders.

  3. You’ll see all recent orders listed here, including the new one placed by your customer.

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Each order includes customer details, purchased items, and payment status.

Step 2: Order Sync with Podbase

Once the order is received, it will automatically sync with your Podbase Orders panel.

  1. Log in to your Podbase account.

  2. Go to Orders

  3. The synced order will appear automatically with all product details and customer information.

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If you don’t see the order immediately, wait up to 15minutes for the order to appear

Step 3: Approve the Order for Production

Before production begins, each order must be approved in your Podbase account, unless it's set otherwise

⚠️ Note: Please ensure that your payment method (credit card or wallet balance) is added and active in Podbase.
The order cost will be charged automatically once it’s approved.

  1. In your Podbase dashboard, find the order you’d like to process.

  2. Click the three-dot icon (⋮) on the right-hand side of the order line and select Approve.

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Step 4: Production and Fulfillment

Once you approve the order, it is immediately sent to production.
You can monitor the progress directly within the Podbase Orders section.

Order statuses include:

  • Processing - Order is being processed
  • In Production – Your item is being prepared.
  • Quality Check - Order going through quality inspection
  • Fulfilled – The order has been completed and shipped.

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Step 5: Shipping and Tracking Information

When the order is fulfilled, tracking information is automatically added to both:

  • Your Podbase order page, 

Important Considerations for WooCommerce Orders

  • Orders sync automatically every few minutes.

  • Canceled or refunded orders in WooCommerce will not be processed in Podbase unless you already can see them in Podbase.

  • Only orders containing products created through the Podbase integration will sync -external products won’t appear in your Podbase dashboard.

  • Once an order is approved and in production, changes to variants or shipping details are no longer possible.