How to manage Webflow Ecommerce orders: the complete guide

An order comes in. Somewhere between the ping and the parcel landing on a doormat, there are about a dozen small jobs. This guide walks through each of them in Webflow Ecommerce, says where the built-in tools stop, and covers the workarounds people actually use.

What happens when someone places an order?

For every successful order, Webflow sends two emails:

• the customer gets an order confirmation
• you (the store manager or managers) get an “order received” email

You decide who gets the new-order notification in the Notifications tab of your Ecommerce settings. Any valid email address works, including a shared inbox or a group, which is handy if you have a packing assistant.

Both emails can be restyled and reworded in Settings › Email (more on that below).

Where do I find my orders in Webflow?

Orders live in the CMS tab › Orders, in both the Designer and the Editor. You’ll also see new-order indicators in Webflow, and the notification email links straight to the order.

The top of the Orders tab shows a small store overview:

For anything deeper (trends, top products, comparisons), see how to see sales reports in Webflow.

How do I find a specific order?

The orders list shows the date, total and status of each order. You can:

• Search by order number or customer name
• Filter by status: all orders, fulfilled, unfulfilled, refunded or disputed
• Sort by date (newest first by default; click the date column label to reverse)
• Select several orders and update their status in bulk
• Export your orders as a CSV

What you can’t do natively is search by product, email or note text, or sort by order value. If you’re hunting for “that order with the nut-allergy note”, you’re scrolling.

How do I pack an order correctly?

Click an order to open its details. You’ll find:

• Purchase details: every product with its variant, quantity, price and tax
• Order history: dated status changes
• Shipping details: name and address for the label
• Billing details: the customer’s billing information
• The Stripe payment charge ID, for receipts and disputes

Gift messages and other checkout fields

Webflow’s checkout supports Additional info fields, which you can use to collect things like phone numbers, gift messages and personalised instructions. Whatever the customer enters is shown with the order (and can be shown on the order confirmation page).

The risk is human: those fields sit among everything else on the order page, and in a busy week it’s easy to seal the box before you spot “please include a gift receipt”.

How do I mark an order as shipped?

Once the parcel’s gone, fulfil the order:

1. Open the order and click Fulfill (or fulfil several at once from the list using select).
2. Enter the shipping provider and tracking number.
3. Confirm. Webflow sends the customer an order shipped email with those details.

Full walkthrough, including the double-email trap and how to make tracking links clickable: how to add a tracking number to a Webflow order.

Orders that don’t need shipping

Digital and service products don’t need a delivery address. Product type controls whether Webflow collects shipping information, so you won’t be asked for an address on a PDF. See how to sell digital products on Webflow.

How do I unfulfil an order?

Open the order and mark it unfulfilled. Two things to know first:

• The customer has already received the “order shipped” email.
• Fulfilling it again resends that email.

How do I refund an order in Webflow?

You can refund straight from the Orders tab in the Designer or Editor: open the order and choose to refund it, or set several orders to refunded in bulk.

Webflow’s help docs link to Stripe’s documentation on issuing refunds for more detail. If you need something the Orders tab doesn’t offer, check your payment provider’s own dashboard.

What about disputes and chargebacks?

A dispute is when a customer asks their bank to reverse a payment, because of fraud or a disagreement. Disputed orders appear under the Disputed filter. Webflow points you to Stripe’s guidance on preventing and handling disputes, and notes that:

• disputed payments incur a fee, which is refunded if the bank rules in your favour
• Webflow checkout supports Strong Customer Authentication (SCA) for customers in the EEA, which adds a verification step and reduces fraud

How do I customise Webflow’s order emails?

Go to Settings › Email in the Designer:

• Email design: upload your logo and set the accent and background colours
• Templates: edit the labels and text in each ecommerce email, using dynamic fields like customer name, store name and store URL
• Preview and test: preview each template with your own products and send a test email

You can also resend the order confirmation from any order’s detail page. Removing Webflow branding from the email footer needs Ecommerce Plus or Advanced.

Can I automate order management?

Webflow suggests three routes:

• Zapier: triggers for new order and updated order; actions to fulfil, unfulfil, update and refund orders. Common uses: sending orders to ShipStation, pushing details to QuickBooks, Slack alerts, thank-you notes.
• Shippo: an integration in your Ecommerce settings that syncs orders with Shippo and marks them fulfilled once you buy a label.
• The Webflow Data API: read and update orders (including shipping provider, tracking number and tracking URL) from your own code.

A simple daily routine for small stores

1. Morning: filter by Unfulfilled, oldest first.
2. Pack: open each order, read the additional info, pack and label.
3. Post: one trip, keep the receipts.
4. Fulfil: add courier and tracking to each order before confirming.
5. End of week: check refunds and disputes, export a CSV for your bookkeeping if you need one.

Where Webflow’s order tools stop

To be fair to Webflow: for a store doing a handful of orders a day, the Orders tab is fine. The friction shows up as you grow:

• search only covers order number and customer
• no sort by value, no product or note search
• packing notes sit among the rest of the order details
• tracking is a free-text field with no generated link
• no customer view (who’s ordered four times?)

That’s the gap Flowcommander’s order management fills, without moving your store anywhere.