WhatsApp Catalogue Sync: Keep Product Broadcasts Matched to Your Source Sheet

A WhatsApp catalog is a digital repository inside your WhatsApp Business account. Wati's guide compares it to a mini storefront in your chat profile, where customers browse products without leaving the chat.

Sync is the connection between that catalog and the place you maintain products. AiSensy's feature page, for example, connects a Facebook catalog and lists products from a Shopify account.

Think of it as two separate jobs. Sync keeps listings current, while a broadcast tells opted-in customers that something changed. WASenderPlus handles the second job and leaves the catalog connection to the tool that owns it.

Start by confirming which WhatsApp number and WhatsApp Business account the catalog belongs to. Linking the wrong one leaves your listings on a profile your customers may never open.

AiSensy's published flow shows one route. You open Manage Catalog in Flows, then connect the Facebook catalog you want to use. Menu names differ between tools, so follow your provider's current documentation.

After you link it, test from a personal phone. Open the business profile, browse the catalog, and confirm that a recently edited title, price and product link appear as you expect.

AiSensy's flow illustrates Shopify product sync clearly. Its Products section lists items from your Shopify account, and the pencil icon sends you to Shopify when you want to edit them.

That pattern is called editing at source. You change a price in the store, not in the WhatsApp listing. A change made downstream may be overwritten later, so check how your connector treats manual edits.

Run a small test before relying on it. Edit one item's price, note the time, and check when the new price appears in the catalog. Repeat it with an inventory update.

Vendor pages often describe connecting a catalog and say less about timing. Before you commit, ask your provider about sync frequency and whether updates run on a schedule or after each change.

Put these questions to your provider in writing, then keep the answers beside your launch checklist, because they decide how far ahead you must prepare a product update:

• Which fields update: title, description, price, images, product link or stock?
• What triggers a refresh: a schedule, a store event or a manual action?
• What happens to items held in review during a refresh?
• Where do failures show up, and who receives the alert?

Pick one source of truth for each field. Your store might own price and stock, while a marketing sheet owns broadcast wording. Writing this down tells each team where to make a correction.

Worked example: your store shows a jacket at a new price, the Facebook catalog still shows the old one, and your sheet matches neither. Treat the store as correct and update the other two from it.

Apply the same order every time: correct the source, wait for the catalog to show the change, then refresh the sheet. Only then start a broadcast that quotes the price.

Wati's guide cites a limit on products or services per catalog, with up to 10 images or a video per item. AiSensy's page also cites a product limit. Confirm current limits in Meta's documentation, as they can change.

Each listing can carry a title, description, price and product link, according to Wati. Map those fields to named columns in your sheet so the broadcast copy and the listing use matching words.

Before publishing, check that the title matches your store, that the price includes the same taxes customers see at checkout, and that the link opens the exact product page.

A large range forces a choice about what belongs in chat. Once you have confirmed the current limit, start by ranking products by what customers actually ask your team about, not by what the store lists first.

Consider three options. Keep a curated selection in the catalog, use Collections to organise it, and link to your store for the full product range. Ask your provider whether it supports other catalog arrangements.

Broadcasts offer a separate route. A sheet can hold any product you want to mention, with a product link to the store page, because the message doesn't need the item to appear in the catalog.

Wati's guide says new or updated items go through review before they appear. Review timing can change, so check Meta's current documentation rather than building a launch plan around a fixed number.

Build review into your launch order. Publish the listing first, confirm item approval, and only then start the broadcast. A message pointing to a pending listing may send customers to a product they can't view.

Keep a fallback link ready. If an item stays in review on launch day, point the broadcast at your store's product page and update the sheet's link column before you send.

Treat every rejected item as a content problem first. Compare the listing against Meta's current commerce rules, then correct the image, title or description at the source, not in a downstream copy.

A regular spot check can reveal silent failures. Pick items your team recently changed, then compare price and stock across your store, the Facebook catalog and the listing customers see in chat.

Give one person the alert. Ask your connector where failures are reported, route them to a named owner, and add a status column to your sheet so nobody promotes a held product.

Collections group related products inside a catalog. Wati's guide suggests groups such as Bestsellers, New Arrivals and price-based collections, which give customers guided browsing instead of one long list.

Build groups around the way customers ask. A clothing shop might use occasions, while a service business might group by job type. Both work for products and services if the names match customers' words.

Mirror your Collections in your sheet with a collection column. You can then filter a New Arrivals broadcast to customers who asked about that group, using the same label they see in chat.

Wati recommends clean images that are well-lit and consistent. Use high-resolution photos with the same background and framing across a group, so a customer can compare items in a small chat window.

Keep short descriptions focused on what a buyer must know: material, size, compatibility or what a service includes. Put that detail in the listing, then keep your broadcast to a single product point.

Accurate pricing needs an owner. State whether prices include tax and shipping, use the same format in your catalog and sheet, and recheck both on the day you send a product update.

Customers tap the catalog, browse products, view images and check prices, as Wati's guide describes. AiSensy adds that they can select items and send them in the chat, which gives your team a clear starting point.

Selecting an item isn't the end of the order. Decide who confirms stock, delivery and payment, then write saved wording for each. An order that arrives through chat still needs those steps in your process.

Share your catalog in a single link or message when a customer asks what you sell. In a broadcast, use a direct product link instead when the message concerns one item.

Choose by ownership, volume and workflow. AiSensy positions the WhatsApp Business API as a way to show more items and handle complex queries without the WhatsApp Business App's restrictions.

Check each vendor's current documentation for setup and cost, as both can change. Then note who owns the number, where your customer list lives, and how many people answer replies.

Record your listings before you change anything. Capture each title, description, price, image and product link in a sheet, because you want a copy you control whatever the migration does to the original.

Ask the new provider three things: whether your existing listings carry over, whether your WhatsApp number moves, and what customers see during the change. Get these answers before you choose a date.

Afterwards, compare the new catalog with your sheet line by line. Recreate Collections, test the links, and update any saved message that points to an old catalog link.

A catalog flow sends the catalog when a customer's message meets a condition. AiSensy's guide uses a flow builder: you click Create Flow, then set a trigger based on keywords or AI.

Keyword triggers match words such as Shop, Products and Hi. An AI agent trigger works from customer intent instead. Test both with misspellings, because a greeting that fires the catalog may not suit a support question.

WASenderPlus centres on outbound broadcasts and the team inbox, so compare providers that offer these flows if automatic catalog replies matter most to you. Include lead qualification and automated order steps in that evaluation.

AiSensy describes CRM integration and automation covering order confirmations and inventory updates. If you evaluate that route, ask which events start each message and which system holds the final order record.

Map the journey on paper first. Note where an order is created, where stock falls, and who hears about each event. Then give every step one owner before you test it.

A sheet-led process suits planned, lower-frequency updates. You refresh stock and price, review the rows, and send a batch. It doesn't replace real-time order confirmation automation, so don't plan for that with a sheet alone.

A paced broadcast takes time to finish, so stock can sell out while your queue runs. Plan limited-stock messages around that delay, and avoid quoting exact quantities in the message body.

Before you start, filter your sheet for items marked sold out and check prices against your source. A simple stock status column, updated on send day, gives your team one place to look.

Prepare a correction before you need it. Write a short reply for agents covering a sold-out item, offer a similar product, and record the customer's interest in your sheet for the next restock notice.

Say a jacket returns to stock. Your product tab updates its price and product link, and your recipient tab lists customers who asked for that jacket and agreed to restock messages.

Your message reads: Hi [First name], [Product] is back at [Price]. View it here: [Product link]. Reply STOP to opt out. WASenderPlus fills each field per row, then sends at your paced setting.

A customer replies asking about a size. That reply reaches the team inbox, where an agent checks the row, answers and notes the order. Someone who replies STOP follows your opt-out handling instead.

WASenderPlus defaults to a daily cap of 250 sends on a fresh number and allows up to 6,000 on a warm number. WASenderPlus sets the warm-up period for a new number at 2 weeks.

WASenderPlus defaults to a gap of 4–40 seconds between sends. These are WASenderPlus operational settings, not WhatsApp-published limits or guarantees. They help you plan queue length and how many agents stay available for replies.

Here is the arithmetic: 250 sends at 4-second gaps takes about 17 minutes, and at 40-second gaps about 2.8 hours. Those are figures from the setting, not a guarantee. Use the range to plan agent cover.

A shared number gives customers one place to ask about products, whoever is on shift. In WASenderPlus, replies reach a team inbox, so your agents work from the same conversation list.

Agree an order handoff before launch. Decide who answers product questions, who confirms payment and delivery, and what an agent must note when passing a conversation on. Keep that routine on one page.

Keep agents' product answers current by giving them read access to your sheet. When a customer selects an item or quotes a broadcast price, the agent can check the same row you sent from.

Catalog access is a business control, not just a technical setting. Name an owner for the WhatsApp Business account, an owner for the Facebook catalog, and a backup for each, then check permissions in Meta's current settings.

Separate editing from connecting. Merchandisers might change listings at source, while one admin alone can connect or disconnect the catalog. Review that access when a staff member or agency leaves.

Apply the same thinking to your sheet. Limit who can edit price and consent columns, use version history to trace changes, and keep a separate tab for rows that are ready to send.

Not every product range starts in Shopify. A service business may keep its list in a CRM, and a wholesaler may hold it in a spreadsheet or custom product feed. Each source needs a named route to your catalog.

Ask a connector whether it accepts your source directly or needs an intermediate Facebook catalog. Then test a single item before bulk import, checking that field names, currency and links all arrive correctly.

For broadcasts, a spreadsheet can be that route. Export from your CRM or feed, tidy the columns, and use the Google Sheets add-on to send. Repeat the export before each campaign, because the copy doesn't refresh itself.

Catalog reports and broadcast logs may not answer the same question, so decide what you need to know first. AiSensy lists advanced analytics and customer behavior insights; ask any vendor exactly which events those reports include.

Tag each broadcast link with a campaign name using your analytics tool. Your store can then show visits and orders by campaign, even when the message itself holds only a product link.

In your sheet, add columns for send date, reply and order status. Agents update them from the team inbox, giving you a simple record that connects broadcasts, replies and orders for each product.

Choose a catalog connector when you need listings to follow a store automatically, or when customers must order through automated flows. Wati and AiSensy publish catalog guides you can compare against your needs.

Consider WASenderPlus when your customer list already lives in a sheet, several people answer one number, and your main job is sending paced product updates to people who opted in.

Some teams need both jobs covered. Before you buy, test one product update from start to finish: change the source, confirm the listing, send to a test group, and handle a reply.