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WooCommerce

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Investigate a WooCommerce order
Report

Understand any problem WooCommerce order in one read

For support and operations teams who want a WooCommerce order's lines, notes, refunds and money explained by their AI assistant.

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Investigate a WooCommerce order
Can you investigate WooCommerce order 1042? Something looks off.
Order 1042 is processing and paid, but a partial refund leaves it 12.00 short of its lines. - Money: lines 96.00, shipping 8.00, total 104.00, refunded 24.00 - Refund: 24.00 for 1 mug, note says damaged in transit - Waiting: processing for 9 days since payment - Inferred: the remaining mug may not have shipped, no note records it Want the full timeline of notes?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-order
woocommerce-get-order-line
woocommerce-get-order-note
woocommerce-get-refund
woocommerce-get-refund-line
woocommerce-get-customer-download
woocommerce-get-customer

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

WooCommerce

WooCommerce
Run it on your own WooCommerce data.

Connect WooCommerce, pick your AI tool and paste the prompt.

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The problem

The cause of a problem order buried in its notes

When an order looks wrong you have to read its lines, notes, refunds and payment details and work out whether the money adds up. The notes alone can run to dozens of entries, and the cause is often buried among them.

Without PopdockAI

  • Read the order lines and totals
  • Scroll through dozens of notes
  • Check refunds and payment status
  • Add up the money by hand

With PopdockAI

  • Lines, notes, refunds, downloads and customer are read
  • Lines, tax and shipping are reconciled with the total
  • Status is explained against payment
  • Inferred causes are labelled, and nothing is changed

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Investigate WooCommerce order `{order-number}` and explain where it stands, how its money reconciles, and whether anything about it needs attention.

**Step 1: Find the order**

Call `woocommerce-get-order` with `order-number` = `{order-number}`. If nothing comes back and the value is numeric, retry with `order-id`. Keep `order-id`, `status`, `total`, `shipping-total`, `discount-total`, `currency`, `paid-date`, `payment-method-name`, `customer-id` and `customer-email`. If more than one order matches, list them and stop.

**Step 2: Pull the detail, all by `order-id`**

* `woocommerce-get-order-line`: the products, quantities, `line-total` and `line-total-tax`.
* `woocommerce-get-order-note`: the notes, sorted oldest first. System notes record status changes, payment results and stock changes.
* `woocommerce-get-refund`: any refunds. If there are any, also call `woocommerce-get-refund-line` for the refunded products.
* `woocommerce-get-customer-download`: only if a line looks like a digital product.
* `woocommerce-get-customer` with `customer-id`, only when `customer-id` is set and not 0. An empty or 0 id is a guest order.

**Step 3: Check it**

* Money: sum of `line-total` + sum of `line-total-tax` + `shipping-total` should equal `total`. Discounts are already inside the line totals. Report any difference over 0.01.
* Status against payment: `processing` or `completed` with an empty `paid-date` usually means a manual payment method (bank transfer, cheque, cash on delivery) that was marked paid by hand. `on-hold` means WooCommerce is waiting for manual payment confirmation. `pending` means checkout never finished. `failed` means the gateway declined it; look for the decline reason in the notes.
* Refunds: total refunded against `total`. A fully refunded order should have status `refunded`.
* Age: how long it has sat in its current status, using the latest status-change note.

**Step 4: Report**

1. One-line verdict (e.g. "Paid and completed, partially refunded 15.00").
2. Header: number, status, created date, paid date, customer (name, email, guest or registered), payment method, total and currency.
3. Lines table: product, SKU, quantity, line total, tax.
4. Timeline from the notes: date, author, note (shorten long notes).
5. Money reconciliation, including refunds and net received.
6. Issues found, each with the evidence, or "No issues found".
7. Suggested next step, naming the prompt to use where one fits (update-order-status, refund-order).

**Rules & Guidelines:**

* This prompt is read-only. Do not call any write tool: `woocommerce-add-order`, `woocommerce-update-order`, `woocommerce-add-order-note`, `woocommerce-send-order-details`, `woocommerce-add-refund`, `woocommerce-add-customer`, `woocommerce-update-customer`, `woocommerce-add-product`, `woocommerce-update-product`, `woocommerce-update-product-variation`, `woocommerce-add-coupon`, `woocommerce-update-coupon`.
* Quote customer notes (`customer-note` true) separately from private staff notes; they were emailed to the customer.
* State facts from the rows. When a cause is inferred rather than recorded in a note, say so.

**Validation:**

* If no order is found by number or id, say so and stop. Do not search by customer instead.
* If the lines are missing, report the header and say the lines could not be read.

Who it's for

One answer, three teams that use it

Customer support agents

Answer a complaint with the facts

Get a verdict and timeline before replying, so you explain what really happened.

Investigate WooCommerce order 2876, the customer says they were charged twice.

Store managers

Find out why an order is stuck

See how long the order has sat in its status and what the notes say about it.

Why has WooCommerce order 3301 been on hold for a week?

Finance teams

Check the money adds up

A reconciliation of lines, tax, shipping and refunds shows whether totals are right.

Does the money on WooCommerce order 1955 add up after the partial refund?

How it works

What PopdockAI does when you ask

You give the order number, and your AI assistant reads everything about it and reconciles the money. It is read-only and keeps customer notes apart from staff notes.

01

Ask

You give the order number.

Your AI tool

02

Read

It reads the lines, notes, refunds, downloads and customer.

woocommerce-get-order
woocommerce-get-order-line
woocommerce-get-order-note
woocommerce-get-refund
woocommerce-get-refund-line
woocommerce-get-customer-download
woocommerce-get-customer

03

Check

It reconciles lines, tax and shipping with the total and the status with payment.

No items found.

04

Report

You get a verdict, timeline, reconciliation and issues.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for WooCommerce and one secure connection to your AI tool. No code, no exports.

get-data

woocommerce-get-order

Returns WooCommerce orders with status, totals, discounts, shipping, payment method and paid date. Filter by status, customer email or id, order number, created date range, total range or billing last name.
get-data

woocommerce-get-order-line

Returns the product lines on WooCommerce orders: product, SKU, quantity, price, line total and tax. Filter by order, customer, SKU or product id, order status and date range.
get-data

woocommerce-get-order-note

Returns the notes on WooCommerce orders, including system notes for status changes and payment results. Filter by order, author, customer or private notes and date range.
get-data

woocommerce-get-refund

Returns WooCommerce refunds with amount, reason, who made them and whether the gateway returned the money. Filter by order, customer, amount range and date range.
get-data

woocommerce-get-refund-line

Returns the refunded product lines on WooCommerce refunds: product, SKU, quantity and amount. Filter by refund, order, customer, product id or SKU and date range.
get-data

woocommerce-get-customer-download

Returns the downloadable files WooCommerce customers have access to, with downloads remaining and access expiry. Filter by customer, order or product.
get-data

woocommerce-get-customer

Returns WooCommerce customer accounts with name, billing address, role and whether they have paid for an order. Filter by email, id, last name, billing country or state, role and created date range.
Read only.Nothing in WooCommerce Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Any problem order understood in one read

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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