Common B2B Order Statuses in eCommerce

In B2B eCommerce, order statuses are a big deal.

For some, they may seem trivial, but order statuses are the cornerstone of operational efficiency and customer trust. When they’re well-defined, your workflow is clear, while buyers feel in control of their complex, high-value orders. But when they’re vague or inconsistent? Peace turns into chaos. Your inbox floods. Your sales reps are stuck in the loop of that “just checking in” call. And your warehouse staff scrambles to organize what ships next.

In this article, we’ll explore the most commonly used B2B order statuses, what they mean, and how to use them to supercharge your workflow and keep customers smiling.

Why B2B order statuses matter

Order status tracking is essential in B2B. Unlike the fancy exercise jacket you ordered online last week, B2B orders aren’t about convenience or spur-of-the-moment decisions. In contrast, they’re tied to production deadlines, inventory needs, and financial outcomes. For instance, when a construction company can’t confirm if its tile shipment will arrive when needed, their entire supply chain falls apart.

Ambiguity sabotages trust. When buyers are left in the dark, your support team has to deal with anxious and persistent check-ins and frustration. And frustrated customers rarely come back.

For wholesalers, clear statuses mean automation, efficient order management, and fewer surprises. The takeaway? Trust dies in the dark. Order statuses are more than labels. They’re the simplest, most effective way to communicate with your buyers and team.

Common B2B order statuses explained

Let’s break down the most used status labels, what they signal to your customers, and how they benefit most wholesalers’ workflow.

1. Submitted

The beginning of it all: a customer has placed an order through your wholesale website. Modern B2B eCommerce platforms usually trigger automatic notifications to inform customers that you’ve received their order. A quick message that says “We got it! We’re reviewing your order and we’ll update you soon!” goes a long way to reassure buyers.

What it does for your workflow: This status gives you some breathing room. It lets you dig into buyers’ orders and, if necessary, have your sales team address any issues with inventory, specifications, or delivery timelines.

Also known as: Received

2. Approved

The fulfillment journey officially begins. You’ve reviewed the order and greenlit it. There are no gaps to fill or changes that should be made. This label is like giving a firm handshake to buyers. It signals that their order is good to go.

What it does for your workflow: It alerts your team, from warehouse to accounting, that the order is in their pipeline. With a clear “Approved” status, everyone knows it’s time to roll up their sleeves and get to work.

Also known as: Accepted, Acknowledged, Confirmed

Pro tip! Speedy order acceptance builds loyalty with customers, juggling moving parts, like hardware retailers or building materials suppliers. Set an internal rule to quickly move orders into “Approved” within a set timeframe (e.g., 4-8 hours). Delays here can harm your good reputation.

3. Being prepared

The order is no longer sitting in your B2B eCommerce platform. It’s in motion. Your team is actively reviewing the order and getting it ready to ship: checking inventory, prepping invoices, or even assembling.

What it does for your workflow: It creates visibility. Warehouse teams know what needs to be picked next, while sales reps have something solid to say when buyers check in. For customers, this status eases anxiety about what’s happening with their order.

Also known as: In progress, Processing, In fulfillment, In production

4. Awaiting payment

The paperwork is out, and the bill is ready. Whether you collect payment before or after fulfillment, this status signals that the financial side of the transaction is now on rails.

What it does for your workflow: The order becomes a transaction. Accounting knows when to follow up on a payment, and your warehouse teams know when to release the shipment. As for buyers? They double-check pricing and payment terms and start prepping their end of the deal.

Also known as: Billed, Invoiced, Payment requested

Pro tip! Set up automatic invoicing triggers to make life easier and cleaner. Plus, it cuts down on bookkeeping headaches. Sounds too good to be true? Believe Hatch Coffee. This coffee wholesaler saved four hours a week by automating invoicing.

5. Sent

The order is out the door. When customers see this label, they finally rejoice. But this excitement quickly turns into “Okay, when will it get here?” Radio silence at this stage translates to many messages in your support and sales reps’ inboxes.

What it does for your workflow: The order may have left the building, but you’re not off the hook. Add tracking info and an expected delivery date to the order through automated emails or portal notifications. That way, customers get the memo without tying up your team in follow-ups.

Also known as: Shipped, Dispatched

6. Complete

This status is the equivalent of a wrap-up party. The customer has received the order, settled the invoice, and everyone’s done their part. Confetti optional.

What it does for your workflow: It’s closing time. Your ops team can archive the order. On the analytics side, tracking complete orders helps you monitor fulfillment success and spot reliable buyers. At the same time, customers can file orders away, and as a bonus, reorder easily thanks to a clean historical record.

Also known as: Closed, Fulfilled

7. Canceled

Not all orders make it to the finish line. This status means you didn’t fulfill the order: maybe the buyer changed their mind, you had inventory issues, or payment hiccups forced you to hit “pause.” Whatever the reason, this label marks the end of the affair.

What it does for your workflow: It’s all about clarity. Customers know their order didn’t go through, and your fulfillment team can move to another task. Importantly, tracking cancellations helps you spot patterns: is it buyer behavior or gaps in your operations (like restock delays or production issues)?

Also known as: Voided, Rejected

Pro tip! Don’t let cancellations roll off like water off a duck’s back: touch base with buyers to see what went wrong. Why? You can streamline operations and even salvage fractured customer relationships.

How one wholesaler streamlined it all with B2B order statuses

Coterie White, a bridal sales agency, used order statuses to streamline operations and communication across a complex supply chain of designers, retailers, reps, and admins. The result? Smoother workflows, fewer errors, total transparency, and over $200,000 saved annually by eliminating the need for two full-time positions.

Here’s an example of how their status system works in action:

• “Ready for production” signals designers that they should get to work
• “Reaching completion” lets customers know shipping is around the corner and reminds the team to collect the balance due.

Best practices for using order statuses like a pro

Want to make the most of B2B order statuses? Check out our tips:

• Be consistent. Switching terms between phones, emails, and invoices is a no-go.
• Automate triggers to notify customers about changes in order activity. Even better, let them track progress through your B2B customer portal.
• Time-stamp everything. Let customers see when each step happened.
• Train your team. Define each status clearly and ensure your team knows when to use it.

Creating custom statuses that work for you

Most B2B eCommerce platforms, including B2B Wave, let you go beyond default order statuses to tailor them to your unique workflow and brand personality. For instance, to fill in operational gaps, add functional statuses, like “Paid”, “Backordered,” “Delivered”. Or, you can get creative with labels, like “Gearing up” instead of “Being Prepared” if you’re an auto-parts manufacturer. Of course, if you’re going full custom with your statuses, explain them to customers so they’re on the same page.

Final words

Order statuses may seem like a backend function, but they’re actually a high-impact tool. By using clear order statuses, you can turn every transaction into an opportunity to build trust and iron out sales, accounting, and operations.

Want to streamline your B2B order process and keep your customers in the loop? Request a demo today and discover how B2B Wave gives buyers real-time visibility every step of the way.