How-To: WooCommerce Integration Guide

Step-by-Step Setup: Connecting WooCommerce to Works25

No custom WordPress plugin is required. Works25 connects natively using WooCommerce REST API v3 and signed Webhooks.

A1. Generate REST API Keys in WooCommerce

First, create a Consumer Key and Consumer Secret inside your WordPress admin dashboard so Works25 can communicate with your store.

Log in to your WordPress Admin Dashboard (wp-admin).
Navigate to WooCommerce → Settings → Advanced → REST API.
Click Add key (or Create an API key).
Enter a Description (for example, Works25 Integration), select an Administrator user, and set Permissions to Read/Write.
Click Generate API key. Copy both the Consumer key (ck_...) and Consumer secret (cs_...) immediately—WooCommerce hides the secret once you leave the page.

Why Read/Write Permission?

Read/Write allows Works25 to automatically register the order.created, order.updated, product.created, and product.updated webhooks on your WooCommerce store, as well as push price list items, promotional discounts, inventory stock counts, HTML descriptions, and order fulfillment updates.

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A2. Add the Integration in Works25

Next, save your store credentials in Works25 and link them to your branch and accounting ledgers.

In Works25, go to Settings → Integration (3rd Party Integrations).
Under Add An Integration, select E-Commerce: WooCommerce.
Select the target Branch where online orders should be recorded.

Fill in the fields:

Field	What to Enter
Store URL	Your full WooCommerce site URL (e.g. `https://shop.yourbrand.com`)
Consumer Key	The `ck_...` key from Step A1
Consumer Secret	The `cs_...` secret from Step A1
Webhook Secret	Auto-generated security key used to verify HMAC-SHA256 signatures from WooCommerce
Payment Account	The Works25 Asset/Bank/Gateway account where paid WooCommerce orders should be posted (e.g. `Bank` or `Online Payment`)
Default Income Account	The Works25 Income account used for synced catalog items and unmapped order lines (e.g. `Sales`)

Click Confirm to save the integration card.

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A3. Auto-Register Webhooks & Test Connection

Once the integration card appears on your screen:

Click the green Configure button on your new woocommerce card.
Click Test Connection & Auto-Register Webhooks.
Works25 will verify your API credentials and automatically configure four webhooks (order.created, order.updated, product.created, and product.updated) inside your WooCommerce store pointing to your Works25 webhook endpoint.

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How Items, Session Times, Customers & Payments Map into Works25

Understanding how SKU matching, appointment scheduling, stock reservation, two-way status updates, and double-entry accounting work.

B1. Matching WooCommerce SKUs to the Works25 Price List

When an order arrives from WooCommerce, Works25 matches each line item in three steps:

1. Price List Identifier / SKU

Matches the WooCommerce product SKU (or auto-assigned WC-{Product_ID} identifier) against Identifier in Settings → Price List or linked Inventory Goods SKU.

2. Exact Item Name

If no SKU matches, Works25 checks if the WooCommerce product name matches an active item name (type) in your Price List.

When a Price List item is matched, Works25 automatically triggers all linked workflows—including workstation processes (jobsdone), loyalty points (pointsbought), memberships (subscriptions), and uncommitted stock reservations (goodmove).

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B2. Session Times, Staff Assignment & Safe Item Fallbacks

Session Time & Booking Calendar (rentalbooking): When a WooCommerce order line contains booking/appointment metadata (such as WooCommerce Bookings, Amelia, Bookly, FooEvents, or custom session_date / session_time fields), Works25 automatically creates a calendar slot in rentalbooking, calculates the end time using the item's mintime (duration in minutes) when no explicit end time is provided, and populates pickupdate, pickuptime, and datesend.

Staff / Resource Assignment: Booking metadata specifying a staff member, therapist, or resource (staff, therapist, resource_name) is matched against your Works25 staff list and assigned directly to the job line (orderlist.staff).

Never drops an order: If a WooCommerce product has no matching SKU or name in Works25, it is added as an ad-hoc line item under category WooCommerce using the exact price and quantity paid by the customer.

Shipping & Customer matching: Shipping fees (shipping_total > 0) are appended as a Shipping line item, and customer phone numbers are normalized (601...) to match or create customer profiles.

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B3. Two-Way Order Status, Refunds & Payment Ledger Sync

Event / Status	Works25 Action	Accounting & WooCommerce Sync
WC `pending` / `on-hold`	Bill created as `Received`	Balance due recorded; stock & session slots reserved
WC `processing`	Bill active as `Received`	Full payment recorded into Payment Account; `pointsbought` & `subscriptions` settled automatically
WC `completed`	Bill marked `Delivered`	Full payment recorded (if needed) and inventory `goodmove` committed
WC `cancelled` / `failed`	Bill marked `Void` (if unpaid)	Unpaid orders voided; reserved stock & `rentalbooking` slots released
WC `refunded` (Paid Order)	Items marked `Returned`	Idempotent refund entry (`{bilid}re`) posted to `Return`, inventory returned in `goodmove`, and settled points reversed
Works25 → `Done` / `Delivered` / `Void`	Staff updates status in Works25	Pushes `completed` or `cancelled` back to WooCommerce and posts Runner/Tracking info as a customer Order Note

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Catalog, Price List, 1-Way Promo Discount & Inventory Stock Sync

Keep your Works25 Price List and WooCommerce Products aligned with clear directional rules that prevent sync loops.

C1. Timestamp-Compared Smart Sync

Works25 compares each WooCommerce product's UTC modification timestamp (date_modified_gmt) against the Works25 Price List item's timestamp (ON UPDATE CURRENT_TIMESTAMP):

Data Field	Sync Direction & Priority Rule
Base Price (`regular_price`), Name, Category, Weight, Image	Bidirectional (Newer Timestamp Wins): Compares `date_modified_gmt` vs `price.timestamp`. Inbound sync always reads WooCommerce `regular_price` so promotional sale prices never overwrite your Works25 base price.
HTML Description (`price.html`)	Works25 Always Wins (Unless Empty): A non-empty Works25 HTML description is never overwritten by WooCommerce; WooCommerce only populates `price.html` when Works25's HTML is empty.
Promotional Sale Price & Dates (`discpercent`, `discstart`, `discend`)	1-Way Push (Works25 → WooCommerce): Works25 calculates `sale_price` from `discpercent` and pushes `date_on_sale_from` and `date_on_sale_to` to WooCommerce.
Linked Inventory Stock (`goodprice` / `goodmove`)	1-Way Push on Catalog Sync (Works25 → WooCommerce): Works25 computes net available stock (`InStock - Reserved Sales Orders`) for items linked in `goodprice` and pushes `manage_stock: true` and `stock_quantity` to WooCommerce. Inbound stock changes happen exclusively via Order Webhooks & Order Sync.

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C2. Why 1-Way Stock Push + Order Webhooks Prevents Sync Loops

Works25 Ledger Is Master

Because Works25 tracks committed stock (goodmove) and multi-SKU recipes (goodprice), product webhooks from WooCommerce never overwrite Works25 inventory quantities.

Pre-Sync Order Catch-Up

Before Smart Sync pushes stock counts to WooCommerce, Works25 automatically pulls recent WooCommerce orders first so online purchases are already deducted in goodmove.

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C3. Syncing from Price List or Integration Settings

Direct from Price List (Settings → Price List): Whenever an active WooCommerce integration exists, a green Sync WooCommerce button appears directly in your Price List toolbar for one-click Smart Sync.
From Integration Settings (Settings → Integration → Configure): Choose between Smart Sync (Timestamp-Compared), Pull from WooCommerce → Works25, or Push from Works25 → WooCommerce, with an optional Category Filter.

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Manual Order Sync & Troubleshooting

Catching up on past orders, setting up webhooks manually if needed, and resolving common connection issues.

D1. Pulling Recent Orders Manually

If your store had orders placed before you connected Works25, or if your WordPress server temporarily lost internet connectivity:

Go to Settings → Integration in Works25.
Click Configure on your woocommerce card.
Click Sync Recent Orders. Works25 will fetch the latest orders directly from your WooCommerce REST API and import or update them automatically.

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D2. Manual Webhook Setup in WooCommerce (Optional)

If your WordPress security firewall blocks automated webhook creation, you can add the webhooks manually in WooCommerce → Settings → Advanced → Webhooks → Add webhook:

Setting	Value
Status	`Active`
Topic	Create webhooks for `Order created`, `Order updated`, `Product created`, and `Product updated`
Delivery URL	Copy the Webhook Delivery URL shown inside your Works25 WooCommerce Configure panel
Secret	Copy the Webhook Secret shown inside your Works25 WooCommerce Configure panel
API Version	`WP REST API Integration v3`

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D3. Common Issues & Fixes

Symptom	Usual Cause	Fix
Connection test returns 401 Unauthorized	Wrong Consumer Key/Secret, or WordPress server strips Basic Auth headers	Regenerate keys with Read/Write permission; Works25 automatically falls back to query-parameter auth over HTTPS
Connection test returns 404 Not Found	WordPress Permalinks are set to Plain	In WordPress Admin → Settings → Permalinks, select Post name and Save
Order items appear under category `WooCommerce` instead of Price List category	The WooCommerce SKU does not match any `Identifier` in Works25 Price List	Click Sync WooCommerce in Settings → Price List or copy the WooCommerce SKU into the item's Identifier field
Order synced, but payment shows as Due	WooCommerce order is still in `pending` or `on-hold` (e.g. bank transfer awaiting verification)	Once marked `processing` or `completed` in WooCommerce, payment syncs automatically

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