Order tracking and statuses

The tracking system lets you monitor each wholesale order's progress through a custom workflow of statuses tailored to your business.

How it works

Each order advances through a series of statuses representing the stages of your logistics and commercial process (for example: Received, In preparation, Shipped, In transit, Delivered). These statuses are configured according to each wholesale business's needs, so they may vary. A distributor may have different statuses than a manufacturer or an importer.

In the order listing, the tracking status is displayed with visual indicators that let you quickly identify each order's current stage. You can change an order's status from its detail page. This is especially important in wholesale operations where multiple high-volume orders must be coordinated simultaneously.

Orders can be assigned to a specific sales rep, who becomes responsible for managing and tracking them. This allows each commercial representative to follow up on their assigned wholesale customers' orders.

Available options

• Change status: Move the order to the next step in the workflow or move it back if needed. Each change is recorded in the history.
• Assign sales rep: Link a sales rep to the order to define responsibilities. The assigned sales rep can track their orders independently.
• Filter by status: From the main listing, filter orders by their current tracking status. Useful for identifying bottlenecks in the operation.

Creating or editing a tracking status

Each status is configured with the following fields:

• Name: how the status appears in the order listing (for example, "Order ready unpaid", "Out for delivery").
• Color: identifying color shown next to the status in the order list for quick visual identification.
• Notify customer (switch): when on, every time you apply this status to an order the system sends an email to the customer. When off, the status classifies the order without sending mail.

When Notify customer is on, the automatic email fields are enabled:

• Subject: title of the email the buyer receives.
• Content: body of the email (with rich-text editor).
• Important information: template with data that changes per order (for example, amount due, tracking number, bank details). When you apply the status to an order, you can edit this field on the spot before sending.
• Preview: see how the email will reach the customer before saving.

A typical example is the "Order ready unpaid" status: red color, subject "Pay your order so we can ship it", fixed content with general instructions, and Important information filled in with amount and bank details when applying the status to the order.

Applying a status to an order

When you open an order and pick a tracking status, the following happens:

1. The status is saved and shows with its color in the order listing.
2. If the status has Notify customer on, the editor opens with the email template so you can adjust the variable information (amount, tracking, observations).
3. When saved, the system sends the email to the customer and, if you have additional tracking emails configured in the business settings, the team receives a copy too (for example, sales rep, warehouse).
4. The customer can see the current status of their order from "My Orders" in their portal.

Default statuses

The store ships with 7 default tracking statuses as a starting baseline. They are fully customizable: you can edit name, color, and email, or delete the ones your workflow does not need.

Tips

• Keep tracking statuses up to date so your team and your sales reps have real-time visibility into each wholesale order's progress.
• If your business has a unique workflow (for example, a credit verification step before dispatch), create a custom status with its own color and email.
• Assigning sales reps helps distribute workload and track commercial team productivity.
• Periodically review orders stuck in a status for a long time to detect issues in the preparation or dispatch process.
• Use the Important information field for data that changes per order (amount to charge, tracking) and keep Content with the fixed information. That way you do not need to rewrite the email body every time.