WooCommerce Order Notifications: Telegram, Slack & Email with AI Formatting

Every new order deserves instant awareness — for your team and your customer. AIWU workflows let you send AI-formatted order notifications to Telegram, Slack, email, or any combination simultaneously. This guide sets up a complete multi-channel order notification system.

Before You Start

You’ll need:

• WooCommerce with at least one product
• AIWU with API key configured
• Familiar with the workflow builder (First Custom Workflow guide)
• For product chatbot integration, see WooCommerce Chatbot
• The messaging channels you want to use (Telegram bot token, Slack webhook, or just email)
• Time needed: 15–20 minutes for full multi-channel setup
• Plan required: Free for email · Pro for Telegram and Slack

What You’ll Build

A single WooCommerce order triggers up to three simultaneous notifications:

• Telegram: Instant alert to your phone or team channel with order summary
• Slack: Formatted notification in your operations channel
• Customer email: Personalized AI-written confirmation that goes beyond WooCommerce’s default template

You don’t need all three — set up whichever channels you actually use.

Channel 1: Telegram Order Alert

Go to WordPress Admin → AI Copilot → Workflows → Create New Workflow.

Configuration:

Prompt:

Format a concise Telegram order alert. Use this structure:
🛒 New Order #{order_id}
👤 {billing_first_name} {billing_last_name}
📦 {order_items}
💰 {order_total}
📍 {billing_city}, {billing_country}

Keep it exactly in this format. No extra text.

Channel 2: Slack Order Notification

Create a second workflow with the same trigger:

Prompt:

Write a Slack notification for a new WooCommerce order. Format it clearly for a team channel. Include order number, customer name, items ordered, total, and shipping city. Add an emoji for each line item category if possible. Make it scannable in 3 seconds. Order data: #{order_id}, Customer: {billing_first_name} {billing_last_name}, Items: {order_items}, Total: {order_total}, City: {billing_city}.

Getting a Slack webhook URL: Go to your Slack workspace → Apps → Incoming Webhooks → Add to Slack → select your channel → copy the webhook URL.

Channel 3: Personalized Customer Confirmation Email

This replaces (or supplements) WooCommerce’s default order confirmation with an AI-written message that feels personal.

Prompt:

Write a warm, personalized order confirmation email. Customer name: {billing_first_name}. Order number: {order_id}. Items ordered: {order_items}. Total: {order_total}. Estimated delivery: 3–5 business days.

Include:
- Personal greeting using their first name
- Confirmation of what they ordered (list items)
- Reassurance that the order is being processed
- One sentence about what to expect next (shipping notification)
- Warm sign-off from "The {site_name} Team"

Tone: warm and professional. Max 150 words.

Activate All Three Workflows

Toggle each workflow Active and save. To test: place a test order in your WooCommerce store (use a $0 or $0.01 test product). All three channels should receive their notifications within 15–30 seconds of order placement.

Common Issues

Problem: “Workflow fires for every order status change, not just new orders.”
Fix: Set the Order Status trigger to Processing only. This fires once when payment is confirmed, not on every status update.

Problem: “Customer email arrives but looks like plain text with no formatting.”
Fix: Add basic HTML to the email output if your AIWU version supports it, or format the prompt output with line breaks. Some email clients render plain text perfectly — test in your own inbox first.

Problem: “Slack message appears but the formatting is broken.”
Fix: Slack uses its own markdown (not standard markdown). Add to your prompt: “Use Slack formatting: *bold* for emphasis, no HTML.”

What’s Next

• 🔧 Build more custom workflows: Custom Workflow Builder Guide
• 💬 Let customers track orders via chatbot: Customer Support Chatbot Setup
• 🧠 Train the chatbot on your order policies: Embeddings in 10 Minutes
• 👗 See it all in action: Use Case: Fashion Store

Last verified: AIWU v.4.9.2 · Updated: 2026-02-25