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Triage stuck WooCommerce orders
Report

Clear stuck WooCommerce orders, paid ones first

For store and operations teams who want orders stuck in pending, on-hold, failed or processing sorted with a next action by their AI assistant.

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Triage stuck WooCommerce orders
Which WooCommerce orders have been stuck for more than 3 days?
31 WooCommerce orders have been stuck for more than 3 days, worth 4,860.00 USD. - Processing, paid: 9 orders, 2,140.00, ship these first - On hold: 6 bank transfers to check against the bank - Failed: 7 declined cards, contact or clear - Pending: 9 abandoned checkouts Want the do-first list with order numbers?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-order
woocommerce-get-order-note

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

Paying customers waiting on stuck orders

WooCommerce orders get stuck in pending, on-hold, failed or processing, and each status means something different. Without a regular sweep, paying customers wait while abandoned and declined orders clutter the list.

Without PopdockAI

  • Filter orders by each stuck status
  • Read notes to see what happened
  • Decide what to do with each one
  • Leave paid orders waiting to ship

With PopdockAI

  • Orders stuck past your threshold are pulled for each status
  • Notes are read for the 25 highest-value orders
  • Each order gets a recommended next action
  • Paid processing orders come first, 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:** Find orders that have been stuck in a non-final status for more than `{older-than-days}` days (default 3), rank them by value and age, and recommend what to do with each. Only include orders with a total of at least `{min-total}` (default 0).

**Step 1: Pull each stuck status**

The `status` filter takes one value, so call `woocommerce-get-order` four times, once each for `pending`, `on-hold`, `failed` and `processing`, with `created-date.to` = today minus `{older-than-days}` days and `total.min` = `{min-total}` when given.

**Step 2: Read the recent history**

For the 25 highest-value orders across all four lists, call `woocommerce-get-order-note` with `order-id` to find the latest note and when the status last changed.

**Step 3: Classify each order**

* `pending`: payment never completed; usually an abandoned checkout. Over 7 days old with no payment note: recommend cancelling.
* `on-hold`: waiting for manual payment (bank transfer, cheque). Recommend checking the bank account, then moving to `processing` if paid, or contacting the customer.
* `failed`: the gateway declined the payment. Recommend contacting the customer, then cancelling if they do not retry.
* `processing`: paid but not shipped. This is a fulfilment delay and the most urgent group, because the customer has already paid.

**Step 4: Report**

1. A count and total value per status.
2. One table per status, oldest first: order number, created date, days waiting, customer email, total, latest note (shortened), recommended action.
3. A "do first" list of up to 5 orders: paid `processing` orders first, then the highest-value `on-hold` orders.

**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`.
* Recommend actions only. To act on an order, point the user to the update-order-status prompt.
* Pass `max-records` explicitly (500 unless stated otherwise). If a read returns exactly that many rows, say the result may be truncated and that totals are a lower bound.
* If the rows carry more than one `currency`, report each currency separately. Never add amounts across currencies.

**Validation:**

* If none of the four reads returns an order, say that nothing is stuck beyond the threshold and stop.
* If `{older-than-days}` is empty or not a number, use 3. If `{min-total}` is empty, do not pass `total.min`.

Who it's for

One answer, three teams that use it

Fulfilment managers

Ship paid orders that are waiting

Paid processing orders are at the top of a do-first list, oldest first.

Which paid WooCommerce orders have been in processing for more than 2 days?

Customer service agents

Follow up on held payments

On-hold and pending orders get a recommended next step, such as checking a bank transfer.

Triage WooCommerce orders on hold or pending for over 5 days.

Store managers

Clear the clutter deliberately

Abandoned and declined orders are identified so they can be cleared on purpose.

Show stuck WooCommerce orders over 100 dollars older than a week with what to do for each.

How it works

What PopdockAI does when you ask

You set an age threshold and optional minimum total, and your AI assistant sorts stuck orders by urgency. It is read-only and warns when a list may be truncated.

01

Ask

You set an age threshold and an optional minimum total.

Your AI tool

02

Read

It pulls orders stuck in each status and the latest notes for the 25 largest.

woocommerce-get-order
woocommerce-get-order-note

03

Classify

It gives each order a recommended next action.

No items found.

04

Report

You get counts and value per status and a do-first list.

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-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.
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

Paid orders waiting to ship handled first

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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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