How-to › Checkout, orders and customers
How to Set Up Order Emails and Documents
Make sure receipts and shipping emails arrive, look like your brand and say what you want. You check delivery, set your senders, shape each document and test. 11 parts.
Quick links
Where to find it:WP Admin › EasyCart › Settings › Emails & Documents › Email
Before you start
What your store sends
Which emails go out and where you control them.
Which emails your store sends
What goes out, to whom, and what you control
What goes out. When a customer pays, they get the order receipt, and your store notification addresses get a copy. When you ship an order, the customer gets the shipping confirmation. You can also send a packing slip, an invoice or a message from an order, and a refund sends a refund email. Account emails cover password resets and activation, and each email uses the sender you set for its type.
What you control. Two pages under Settings › Emails & Documents. Email covers who your emails come from, whether they arrive, how they look, which go out and their words. Documents covers what each order document shows.
What you need. The free plugin gives every document its Standard profile, fully editable, with a live preview. PRO or Premium adds more profiles, the invoice PDF, PDF attachments, a logo for each profile and document rules. Those show locked without PRO.
The steps: check delivery, set your senders, review the order emails, shape your documents, then test.
Set it up
Seven steps
Check delivery, set senders, review the order emails, shape the documents and test.
Step 1. Check that mail gets through
Settings › Emails & Documents › Email
Open EasyCart › Settings, then Email under Emails & Documents. The page is headed Emails and documents and leads with what your store needs now. A new store gets Get your emails ready, the steps in order. A store whose emails are failing gets what failed and the fix first. A store whose emails go out gets Email health first.
Email health reports the last 7 days: the share delivered, how many sent and failed, the last successful send, the way mail leaves your site and a chart of the last 14 days.
Deliverability lists what helps your emails reach the inbox: a From address on your store’s own domain, a mail plugin in the path, and SPF, DKIM and DMARC records on your domain. The checks never stop an email. Press Check again after you fix something, or Open the email log to see every send.
Fix what it flags before you go on. A store that sends from a free webmail address, or from a domain with no DKIM, is the usual reason receipts land in spam.
Step 2. Set the sender, then send yourself a test
Your store’s emails: steps 1 and 2
Under Your store’s emails, each step checks itself as you go.
Who emails come from: Order emails come from is the sender shoppers see on receipts, invoices and refunds. Write it as Store Name <orders@yourdomain.com>, on a domain you control. Leave Account emails ( new account, password reset ) come from the same address ticked or untick it to give them their own. Copies of every order, refund and stock email go to is where your store’s copies land. Press Save.
Send yourself a test: type your address and press Send a test receipt. It sends a receipt for your latest order, the way real ones are sent. Check the inbox and the spam folder.
⚠️ Careful: The store notification address and both sender addresses ship with placeholder values that are not yours. Until you change them, your copies go nowhere useful and receipts come from an address you do not control. Set all three before your first real order.
Step 3. Add your logo and business details
Your logo and footer, and the mail settings
Your logo and footer: Change the logo sets the logo at the top of every email and on documents, with its Logo position ( Left, Center or Right ). Fill in Business name, Business address and Tax ID: they print in the footer of receipts and shipped emails, and on invoices. EU and UK invoices must show them. Closing text ( PRO ) is the line your emails end on. Press Save.
The rest of the mail settings are under Every setting, lower on the page. Order emails has the SMTP fields for the built-in mailer, the receipt switches and the Payment pending notice: while an order is not yet approved as paid, the receipt, the order confirmation page and the order in My Account say the payment is still being processed. Turn it off if customers pay later by design, such as by bank transfer, invoice or on pickup. Account emails has the SMTP fields for password resets and activation. If you run an SMTP or mail service plugin, leave the send method on WordPress mail and let it do the work.
Step 4. Choose which emails go out, and their words
Which emails go out, and The words each email uses
Which emails go out lists every email with when it goes out and when it last went: Order receipt, Shipped, Refund, Account emails, the New account, Low stock and Sold out alerts to you, Review requests and Cart reminders ( PRO ). The alerts have switches; the receipt and shipped email have Edit, which opens their document.
The words each email uses lists the receipt, the order confirmation page, downloads and gift cards waiting, the gift card, invoice and refund emails, text updates and subscriptions. Change the words opens each one’s phrases in a drawer, in your store’s language: the subject line, the greeting, the thank-you line and the rest. For a store in more than one language, use Settings › Appearance › Language, where each language keeps its own copy.
Step 5. Shape your documents
Settings › Emails & Documents › Documents
Open Documents under Emails & Documents. Your documents has a tile for each document with its profiles, Preview ( drawn for your latest order ) and Edit, which opens its editor: a set of show and hide switches with a live preview beside it:
Order receipt: the email a customer gets when they pay, and your store’s copy.
Shipping confirmation: the email a customer gets when their order is marked shipped.
Packing slip: the page that goes in the box.
Invoice PDF (PRO): the invoice or receipt PDF, with your business details.
PRO also adds Invoice email, Gift receipt and Credit note documents.
The Order receipt and the Shipping confirmation also have a Withdrawal button ( EU ) switch. While the customer can still withdraw from the order, it adds the “Withdraw from contract here” button to their copy of the email. It only shows when the withdrawal button is on under Settings › Cart & Checkout › Checkout. Both emails also have a Business details switch, on by default, for the details you entered in Store details.
The Packing slip has a Logo position choice above its switches: Top of the page or Beside the title, which saves room on a printed slip. With PRO, the Invoice PDF and the Credit note have one too: Top of the page, With your business details, Above the title or Under the heading, the default.
What every document prints. Addresses follow each country’s own format, so a German address reads 10115 Berlin and a UK postcode sits on its own line. When an order charged more than one VAT rate, receipts and invoices list the VAT rate by rate, such as VAT @ 20% and VAT @ 5%. A reprinted receipt or invoice shows the VAT the order was charged, even after your VAT settings change.
Discount codes. Receipts, invoices, order emails, the order confirmation and My Account print the code a customer used beside its discount. To keep a private code off them, turn off Show discount codes on receipts and documents on Settings › Checkout, under After the order. The discount itself still shows.
Switches save the moment you change them. There is no Save button. The preview uses your newest order, and you can type another order number to check one with options or a discount. On a store with no orders yet, the preview appears once there is one.
Every document starts on its Standard profile. Use Edit wording to change its headings and phrases, and Logo & footer (PRO) to give a profile its own images. With PRO you can also add profiles: a new one starts as a copy of the one you are looking at, and each has Rename, Make default, Reset and Delete. The default profile goes out unless you pick another when you send. The full guide to profiles is in the Document Profiles doc.
💡 Note: The Standard profiles read the packing slip, receipt and PDF settings you already had, so upgrading changes nothing on its own.
Step 6 (PRO). Invoice PDF and attachments
Which PDF goes with which email
On the Invoice PDF section, fill in Business details (your registered name, address and VAT number, which EU invoices must show), the File name (invoice-{order_id}.pdf is the default, and {invoice_number} and {date} also work) and the Paper size (Automatic, A4 or US Letter). Press Send sample under Email me a sample PDF to get one for your latest order. Leave Business details empty to use the ones from Settings › Store details. A store in Australia gets Tax invoice as the PDF’s title in place of Invoice.
If you take Pay by bank transfer, the invoice email for an unpaid order without a Pay button lists your instructions and your bank details, in the fields your country uses, with the order number as the payment reference. Enter them with bank transfer in Settings › Payments & Taxes › Payments.
Then open Email attachments. It is a grid with the emails down the side, which are Order receipt, Order receipt store copy, Order shipped and Packing slip email, and the PDFs across the top, which are Invoice PDF and Packing slip PDF. Each cell is Off, Attach, or Attach with a named profile. Cells save as you change them.
PDFs need the PHP dom and mbstring extensions. If one is missing, a warning names it above the grid, and emails go out without the PDF instead of not at all.
Step 7 (PRO). Different documents for different orders
Document rules and Customer downloads
Document rules pick profiles, attachments, payment terms and customer downloads for a kind of order. A rule reads When all of these match or When any of these match, then lists conditions: Customer role, Payment (manual, paid online or a free order), Delivery (shipped, local pickup or nothing to ship), Gift order, Order total and Ship-to country. Under Then use choose the profiles and attachments. The first rule that matches wins, and new rules start off until they have a condition.
The free Customer downloads section has two switches: Print receipt link on the account order page and Print receipt link on the order confirmation page. With PRO the same section adds downloads of the receipt PDF, invoice PDF, packing slip and gift receipt from My Account.
Sending documents from an order
Resend, adjust for one send, split a shipment
Anything the store sends automatically can be sent again by hand. Open the order, then its … menu and Send Email, and choose Order receipt or Order shipped. With PRO you can also choose Packing slip, Invoice or Message, pick another profile, attach PDFs and untick items that are not in the box. Every send is written to the order’s activity log.
Test it
Every email your customers will see
1. On Settings › Email press Send a test receipt. Check the inbox and the spam folder.
2. Under What your customer gets, press Preview on the receipt, shipped email, packing slip and invoice. In each editor, type another order number in the preview to try an order with a discount, and one with options.
3. Place a real test order with your gateway in test mode. Check the receipt, and the store copy in your own inbox.
4. Ship the order from the order screen with Email the customer ticked. Check the shipped email.
5. If you turned on PDF attachments, open one and read it.
Then turn test mode off.
Keep it running
When an email does not arrive
The email log, the retry queue and the usual problems.
If it does not work
The usual reasons an email is missing or looks wrong
Emails are failing. A banner on EasyCart screens reads Store emails are failing with the last error and a Fix email button. Open the email log from Settings › Email. It shows each send as Sent, Retrying or Failed, with the recipient, subject and transport, and a search box. It keeps the last 30 days and never stores the message body.
A receipt did not arrive. On the order, look for a red Receipt not sent chip, or an amber Email retrying one. The Email log has a Retry button on each failed row, and Retry all failed at the top.
Failed sends are lost. Tick Retry failed emails automatically in the Email log header. A failed email is then tried again after 1 minute, 10 minutes, 1 hour and 6 hours, for five attempts in all. The Retry queue shows what is waiting, with Send queue now to run it at once. Retries run on WordPress cron every 5 minutes while anything is waiting. A simulated failed message shows a retry happening without emailing anyone.
Everything goes to spam. Read the Delivery checks. A missing SPF, DKIM or DMARC record, or a from address on a different domain than your store, is the usual cause.
No copy reaches you. Store notification addresses still holds the placeholder. Change it.
A PDF is missing. The PHP dom or mbstring extension is off. The warning above the Email attachments grid names it. Ask your host.
Keep going
Related panels
Every setting on the Email page.
Every switch on the Documents page.
Gift, drop-ship and your own profiles.
The Send Email window on an order.
Ready to run your store on WP EasyCart?
Everything in this guide works with the free plugin. PRO and Premium add subscriptions, memberships, wholesale pricing and more. Try every PRO feature free for 14 days.
