WooCommerce Delivery Integration & Automated Tasking

WooCommerce is one of the most flexible e-commerce platforms for delivery automation. With both webhooks and REST API support, you can create seamless integration from order to delivery confirmation – all happening automatically.

This guide provides everything you need to connect your WooCommerce store to our delivery automation system.

Integration Overview: Two Methods Available

WooCommerce supports both webhook (one-way) and REST API (two-way) integration:

Method 1: Webhooks (Simpler, One-Way)

How it works: Your store automatically sends order data to us when triggered

Best for:

Quick setup without extensive technical knowledge
Stores wanting automatic task creation
Businesses comfortable with manual order status updates

Process:

Customer places order
You change order status to trigger delivery
WooCommerce automatically posts order data to us
We create delivery task
We notify you via email of delivery progress
You manually update order status when complete

Method 2: REST API (Advanced, Two-Way)

How it works: We can both read from and write to your WooCommerce store

Best for:

Fully automated workflow
Stores wanting automatic order status updates
Businesses with technical resources for setup

Process:

Customer places order
You change order status to trigger delivery
WooCommerce automatically posts order data to us (OR we monitor for status changes)
We create delivery task
We automatically update order status in your store (Dispatched, Completed, Failed)
Customer sees real-time status in their order history

Recommendation: Start with webhooks (Method 1), upgrade to REST API (Method 2) as you scale.

WooCommerce Integration Capabilities

Built-in WooCommerce Features:

Webhooks (Settings → Advanced → Webhooks)
REST API (Settings → Advanced → REST API)

Third-Party Plugins (Optional but Recommended):

WooCommerce Order Status Manager by SkyVerge – Custom order statuses
WunderAutomation by Wundermatics – Advanced webhook automation
Advanced Custom Fields (ACF) – Add custom date fields to orders

Note: We’re not affiliated with these providers – they’re recommended based on successful customer implementations.

JSON Schema: Required Data Format

When sending order data to us (via webhook or API), use this exact JSON structure:

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "TheFrozenFoodCourierWooCommerceReceiver",
  "description": "The Frozen Food Courier WooCommerce Receiver Webhook Schema",
  "type": "object",
  "properties": {
    "senderID": {
      "description": "The Frozen Food Courier Merchant Identifier",
      "type": "string",
      "$comment": "Obtain your Merchant Code by registering at thefrozenfoodcourier.co.za/register - REQUIRED"
    },
    "orderID": {
      "description": "Order Identifier",
      "type": "integer",
      "$comment": "Retrieve via {{ order.id }} - REQUIRED"
    },
    "status": {
      "description": "Order Status",
      "type": "string",
      "$comment": "Retrieve via {{ order.status }} - OPTIONAL (see Custom Order Statuses section)"
    },
    "number": {
      "description": "Order Number",
      "type": "string",
      "$comment": "Retrieve via {{ order.number }} - OPTIONAL (requires Sequential Order Number Plugin)"
    },
    "customerEmail": {
      "description": "Customer Email",
      "type": "string",
      "$comment": "Retrieve via {{ order.email }} - REQUIRED"
    },
    "customerNote": {
      "description": "Customer Order Notes",
      "type": "string",
      "$comment": "Retrieve via {{ order.customer_note }} - OPTIONAL (include if notes contain access instructions)"
    },
    "billing_firstName": {
      "description": "Billing First Name",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_first_name }} - REQUIRED"
    },
    "billing_lastName": {
      "description": "Billing Last Name",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_last_name }} - REQUIRED"
    },
    "billing_company": {
      "description": "Billing Company Name",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_company }} - OPTIONAL"
    },
    "billing_email": {
      "description": "Billing Email",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_email }} - REQUIRED"
    },
    "billing_phone": {
      "description": "Billing Phone Number",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_phone }} - REQUIRED (should be mobile number for SMS/WhatsApp)"
    },
    "billing_address1": {
      "description": "Billing Address Line 1",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_address_1 }} - REQUIRED"
    },
    "billing_address2": {
      "description": "Billing Address Line 2",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_address_2 }} - OPTIONAL"
    },
    "billing_city": {
      "description": "Billing City",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_city }} - REQUIRED"
    },
    "billing_state": {
      "description": "Billing State/Province",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_state }} - REQUIRED"
    },
    "billing_country": {
      "description": "Billing Country",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_country }} - OPTIONAL"
    },
    "billing_postcode": {
      "description": "Billing Postal Code",
      "type": "string",
      "$comment": "Retrieve via {{ order.billing_postcode }} - REQUIRED for address completeness"
    },
    "shipping_firstName": {
      "description": "Shipping First Name",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_first_name }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_lastName": {
      "description": "Shipping Last Name",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_last_name }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_phone": {
      "description": "Shipping Phone Number",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_phone }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_company": {
      "description": "Shipping Company Name",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_company }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_address1": {
      "description": "Shipping Address Line 1",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_address_1 }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_address2": {
      "description": "Shipping Address Line 2",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_address_2 }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_city": {
      "description": "Shipping City",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_city }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_state": {
      "description": "Shipping State/Province",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_state }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_country": {
      "description": "Shipping Country",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_country }} - OPTIONAL (see Shipping Address section)"
    },
    "shipping_postcode": {
      "description": "Shipping Postal Code",
      "type": "string",
      "$comment": "Retrieve via {{ order.shipping_postcode }} - OPTIONAL (see Shipping Address section)"
    },
    "dispatchReadyDate": {
      "description": "Dispatch Ready Date",
      "type": "string",
      "$comment": "Retrieve via {{ order.acf | key: 'field_xxxx' }} - OPTIONAL (see Dispatch Ready Date section)"
    },
    "dispatchReadyDateMask": {
      "description": "Date Format Mask",
      "type": "string",
      "$comment": "Enter date mask (example: YYYYMMDD) - OPTIONAL (see Dispatch Ready Date section)"
    },
    "taskAction": {
      "description": "Task Action",
      "type": "string",
      "$comment": "REQUIRED - Enter either UPDATE or CANCELLED"
    }
  },
  "required": [
    "senderID",
    "orderID",
    "customerEmail",
    "billing_firstName",
    "billing_lastName",
    "billing_email",
    "billing_phone",
    "billing_address1",
    "billing_city",
    "billing_state",
    "billing_postcode",
    "taskAction"
  ]
}

Understanding Key Fields

Required Fields (Must Be Included)

senderID – Your unique merchant code

Obtain during registration at thefrozenfoodcourier.co.za/register
Example: TFFC-MERCHANT-001

orderID – WooCommerce internal order ID

Numeric identifier (e.g., 12345)
Used to track deliveries back to specific orders

customerEmail – Customer’s email address

Required for delivery notifications
Primary contact method

Billing Information – Complete billing details

Name, email, phone, address
Used if shipping address not provided

taskAction – What to do with this task

UPDATE – Create new task or update existing
CANCELLED – Cancel a previously created task

Optional but Recommended Fields

number – Sequential order number

Human-friendly order reference (e.g., ORD-2024-001)
Requires Sequential Order Number plugin
Makes tracking easier for you and customers

shipping_* – Shipping address fields

Preferred for delivery (see Shipping Address section below)
Falls back to billing if not provided

customerNote – Order notes from customer

Useful if customer included access instructions
Example: “Gate code is 1234” or “Leave at back door”

dispatchReadyDate – When order will be ready

Advanced feature for scheduling
Requires custom field setup (see section below)

Shipping Address vs Billing Address

How We Handle Addresses

Not all WooCommerce stores require shipping addresses. Our validation process is smart:

If shipping address is provided:

✅ We use shipping address for delivery
✅ Billing information used for contact details

If shipping address is NOT provided:

✅ We automatically use billing address for delivery
✅ No manual intervention required
✅ Order processes smoothly

Best Practice: Configure your WooCommerce store to collect shipping addresses for physical goods. This ensures:

Accurate delivery locations
Billing address remains for invoicing
Clear separation of purpose

If you sell digital + physical products: Only require shipping address for physical/frozen goods. WooCommerce can conditionally show shipping fields based on cart contents.

Custom Order Statuses

Custom order statuses allow intermediate tracking stages between order placement and completion.

Why Use Custom Statuses?

Without custom statuses:

Processing → Completed
No visibility into delivery progress

With custom statuses:

Processing → Dispatch Ready → Dispatched → Out for Delivery → Completed
Full visibility into delivery journey
Better customer communication

Recommended Status Flow

1. DISPATCH READY (slug: wc-dispatch-ready)

Order is packed and ready for collection
Triggers webhook to create delivery task
We schedule pickup and delivery

2. DISPATCHED (slug: wc-dispatched)

We’ve collected the order
Driver departed with goods
Customer notified delivery is on the way

3. OUT FOR DELIVERY (slug: wc-out-for-delivery)

Driver actively heading to customer
Real-time tracking active
Imminent arrival

4. COMPLETED (slug: wc-completed)

Delivery successfully completed
Customer received goods
Task closed

5. FAILED DELIVERY (slug: wc-failed-delivery)

Delivery unsuccessful
Requires rescheduling
Customer contacted

Setting Up Custom Statuses

Option 1: WooCommerce Order Status Manager Plugin

Install Order Status Manager
Create custom statuses with desired slugs
Configure status transitions
Set email triggers (optional)

Option 2: Code (functions.php)

// Register custom order statuses
function register_custom_delivery_statuses() {
    register_post_status( 'wc-dispatch-ready', array(
        'label' => 'Dispatch Ready',
        'public' => true,
        'show_in_admin_status_list' => true,
        'label_count' => _n_noop( 'Dispatch Ready <span class="count">(%s)</span>', 'Dispatch Ready <span class="count">(%s)</span>' )
    ));
    // Repeat for other statuses...
}
add_action( 'init', 'register_custom_delivery_statuses' );

Important: WooCommerce Analytics

Built-in WooCommerce Analytics only updates when order status = COMPLETED

Implication: If you use custom intermediate statuses (Dispatched, Out for Delivery), revenue won’t show in analytics until you manually change to Completed.

Solutions:

Use REST API (we auto-update to Completed when delivered)
Manually update orders to Completed after delivery confirmation
Use third-party analytics that recognize custom statuses

Dispatch Ready Date (Advanced Feature)

For businesses that need to schedule deliveries in advance, you can add a “Dispatch Ready Date” to orders.

Use Cases

Meal prep businesses: Meals prepared today, ready for delivery tomorrow
Scheduled deliveries: Customer chooses delivery date at checkout
Production schedules: Match delivery to production completion

How to Implement

Step 1: Add Custom Date Field

Use Advanced Custom Fields (ACF) or similar plugin:

Create field group for “Order” post type
Add “Date Picker” field
Name it “Dispatch Ready Date”
Note the field key (e.g., field_abc123)

Step 2: Include in Webhook Payload

{
  "dispatchReadyDate": "{{ order.acf | key: 'field_abc123' }}",
  "dispatchReadyDateMask": "YYYY-MM-DD"
}

Step 3: We Schedule Accordingly

When we receive a dispatch ready date:

Task created immediately (status: PLANNED)
Collection/delivery scheduled for specified date
Customer notified with confirmed date

Date Format Masks

Specify the format of your date field so we can parse it correctly:

Your Format	Mask	Example
2024-10-15	YYYY-MM-DD	Standard ISO
15/10/2024	DD/MM/YYYY	South African
15-10-2024	DD-MM-YYYY	Alternative SA
2024/10/15	YYYY/MM/DD	Alternative ISO

Why the mask is needed: Different systems interpret dates differently. The mask tells us exactly how to read your date format.

Receiving Delivery Status Updates

You have three methods to receive updates on delivery progress:

Method 1: Email Notifications (Simplest)

Setup: Configure during merchant registration

What you receive:

Task accepted confirmation
Validation status (if on hold)
Planned confirmation
Scheduled notification
Dispatched notification
En route notification
Completed/Failed confirmation

Advantages:

No technical setup required
Works immediately
Permanent record of all deliveries

Limitations:

Requires manual order status updates
Customer doesn’t see status in their WooCommerce account

Method 2: REST API (Automatic Updates)

Setup: Requires WooCommerce REST API credentials (read/write)

What happens:

We automatically update order status in your store
Customer sees real-time status in order history
Complete automation loop

Status Updates We Perform:

Our Status	WooCommerce Status	When
PLANNED	wc-dispatch-ready or custom	Task in planning
DISPATCHED	wc-dispatched or custom	Driver departed
ENROUTE	wc-out-for-delivery or custom	Heading to customer
COMPLETED	wc-completed	Delivery successful
FAILED	wc-failed-delivery or custom	Delivery unsuccessful

Setup Requirements:

Generate REST API credentials (Settings → Advanced → REST API)
Grant read/write permissions
Provide credentials during merchant registration
Map our statuses to your custom statuses (if using)

Advantages:

Fully automated
Real-time customer visibility
Reduces manual work
Better customer experience

Method 3: Webhook Response (Semi-Real-Time)

Setup: Create webhook receiver in WooCommerce (requires coding)

How it works:

We post status updates to your webhook URL
Your code processes the update
You update order status programmatically

JSON Response Schema:

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "TheFrozenFoodCourierResponder",
  "description": "The Frozen Food Courier Webhook Response Schema",
  "type": "object",
  "properties": {
    "senderID": {
      "description": "The Frozen Food Courier Identifier",
      "type": "string",
      "$comment": "Always: THEFROZENFOODCOURIER"
    },
    "orderID": {
      "description": "Your Order Identifier",
      "type": "integer",
      "$comment": "Your WooCommerce Order ID"
    },
    "orderStatus": {
      "description": "Delivery Status",
      "type": "string",
      "$comment": "Statuses: PLANNED, DISPATCHED, ENROUTE, COMPLETED, FAILED"
    }
  },
  "required": [
    "senderID",
    "orderID",
    "orderStatus"
  ]
}

Advantages:

Real-time updates
Custom processing logic
Full control over status handling

Limitations:

Requires developer expertise
More complex setup

Step-by-Step Setup Guide

Quick Start (Webhook Method)

Step 1: Register as Merchant

Visit thefrozenfoodcourier.co.za/register
Complete registration
Receive merchant code
Note webhook URL provided

Step 2: Install WunderAutomation (Recommended)

Install WunderAutomation plugin
Create new workflow
Trigger: “Order status changed to Dispatch Ready”
Action: “Send webhook”
URL: [Provided webhook URL]
Method: POST
Content-Type: application/json

Step 3: Configure Webhook Payload

Map WooCommerce fields to our JSON schema:

{
  "senderID": "YOUR_MERCHANT_CODE",
  "orderID": "{{ order.id }}",
  "customerEmail": "{{ order.email }}",
  "billing_firstName": "{{ order.billing_first_name }}",
  "billing_lastName": "{{ order.billing_last_name }}",
  "billing_email": "{{ order.billing_email }}",
  "billing_phone": "{{ order.billing_phone }}",
  "billing_address1": "{{ order.billing_address_1 }}",
  "billing_address2": "{{ order.billing_address_2 }}",
  "billing_city": "{{ order.billing_city }}",
  "billing_state": "{{ order.billing_state }}",
  "billing_postcode": "{{ order.billing_postcode }}",
  "taskAction": "UPDATE"
}

Step 4: Test the Integration

Place test order
Change status to “Dispatch Ready”
Verify webhook fires
Confirm we received task
Check email for confirmation

Step 5: Go Live

Process real orders normally
Change status to “Dispatch Ready” when ready
Delivery automation handles the rest

Advanced Setup (REST API Method)

Step 1-2: Same as Quick Start

Step 3: Generate REST API Credentials

WooCommerce → Settings → Advanced → REST API
Click “Add Key”
Description: “The Frozen Food Courier Integration”
User: Select admin user
Permissions: Read/Write
Generate API Key
Save Consumer Key and Consumer Secret

Step 4: Provide API Credentials

Login to merchant portal
Settings → Integrations
Enter Consumer Key and Consumer Secret
Configure status mapping
Save

Step 5: Configure Custom Statuses (If Using) Map our statuses to yours:

Our PLANNED → Your “wc-dispatch-ready”
Our DISPATCHED → Your “wc-dispatched”
Our ENROUTE → Your “wc-out-for-delivery”
Our COMPLETED → Your “wc-completed”
Our FAILED → Your “wc-failed-delivery”

Step 6: Test End-to-End

Place test order
Change status to trigger delivery
Verify task created
Check status auto-updates in WooCommerce
Confirm customer sees status changes

Troubleshooting

Problem: Webhook Not Firing

Check:

✓ Webhook URL is correct
✓ Order status trigger matches your custom status
✓ Webhook is enabled (not paused)
✓ WooCommerce webhooks are functioning (test with webhook.site)

Problem: Task Not Created

Check:

✓ Merchant code (senderID) is correct
✓ Required fields are populated (see JSON schema)
✓ JSON format is valid (use JSON validator)
✓ customerEmail, billing_phone, and address fields present

View Error Response: Check webhook delivery logs in WooCommerce for our error response explaining what’s missing.

Problem: Order Status Not Updating (REST API)

Check:

✓ API credentials are correct
✓ API user has admin permissions
✓ API permissions set to Read/Write (not just Read)
✓ Custom status slugs match exactly
✓ Status mapping configured correctly

Problem: Duplicate Tasks Created

Cause: Webhook firing multiple times for same order

Solution:

We automatically reject duplicate order IDs for safety
Check webhook trigger conditions (should fire only once per status change)
Disable automatic retry in webhook configuration

Related Resources

Integration Guides:

Delivery Automation Overview
Work Order Processing
Real-Time Tracking

WooCommerce Documentation:

Recommended Plugins:

Get Help

Technical Support: 📧 hello@thefrozenfoodcourier.co.za

We’re here to help with:

Integration setup assistance
Webhook configuration
REST API implementation
Custom requirements
Troubleshooting

Don’t hesitate to reach out – we want your integration to work perfectly!

The Frozen Food Courier – Seamless WooCommerce integration for frozen food delivery

Tasking via WooCommerce

Tasking via WooCommerce

WooCommerce Delivery Integration & Automated Tasking

Integration Overview: Two Methods Available

Method 1: Webhooks (Simpler, One-Way)

Method 2: REST API (Advanced, Two-Way)

WooCommerce Integration Capabilities

JSON Schema: Required Data Format

Understanding Key Fields

Required Fields (Must Be Included)

Optional but Recommended Fields

Shipping Address vs Billing Address

How We Handle Addresses

Custom Order Statuses

Why Use Custom Statuses?

Recommended Status Flow

Setting Up Custom Statuses

Important: WooCommerce Analytics

Dispatch Ready Date (Advanced Feature)

Use Cases

How to Implement

Date Format Masks

Receiving Delivery Status Updates

Method 1: Email Notifications (Simplest)

Method 2: REST API (Automatic Updates)

Method 3: Webhook Response (Semi-Real-Time)

Step-by-Step Setup Guide

Quick Start (Webhook Method)

Advanced Setup (REST API Method)

Troubleshooting

Problem: Webhook Not Firing

Problem: Task Not Created

Problem: Order Status Not Updating (REST API)

Problem: Duplicate Tasks Created

Related Resources

Get Help

SA Cold Chain Directory

Tasking via WooCommerce

Tasking via WooCommerce

WooCommerce Delivery Integration & Automated Tasking

Integration Overview: Two Methods Available

Method 1: Webhooks (Simpler, One-Way)

Method 2: REST API (Advanced, Two-Way)

WooCommerce Integration Capabilities

JSON Schema: Required Data Format

Understanding Key Fields

Required Fields (Must Be Included)

Optional but Recommended Fields

Shipping Address vs Billing Address

How We Handle Addresses

Custom Order Statuses

Why Use Custom Statuses?

Recommended Status Flow

Setting Up Custom Statuses

Important: WooCommerce Analytics

Dispatch Ready Date (Advanced Feature)

Use Cases

How to Implement

Date Format Masks

Receiving Delivery Status Updates

Method 1: Email Notifications (Simplest)

Method 2: REST API (Automatic Updates)

Method 3: Webhook Response (Semi-Real-Time)

Step-by-Step Setup Guide

Quick Start (Webhook Method)

Advanced Setup (REST API Method)

Troubleshooting

Problem: Webhook Not Firing

Problem: Task Not Created

Problem: Order Status Not Updating (REST API)

Problem: Duplicate Tasks Created

Related Resources

Get Help

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