send catalogue with stock updates: what integrations are needed?

Why stock accuracy matters when you send catalogue details

A customer asks about an item, waits for a reply, then finds out it is out of stock. That delay and uncertainty can cost you the sale. When you send catalogue information, customers need more than a product photo: they also need a useful answer about availability, options and what to do next.

For a Malaysian retailer, that might mean checking a colour or size before replying. A wholesaler may need to confirm whether an item is available by carton or unit. A service business may need to check whether a time slot is still open. In each case, the stock or availability information must come from a source your team trusts.

What integrations do you need to send catalogue with stock updates?

Usually, you need a connection between three parts of the process: your product and inventory records, the tool that sends replies, and WhatsApp where the customer receives them. The exact setup depends on where you keep your stock data, such as an inventory system, point-of-sale system or maintained product sheet.

Before choosing an integration, check whether it can share the fields your team relies on: product name, SKU or item code, options such as size or colour, available quantity, and the time of the latest update. Also confirm how often stock changes sync and what happens if a connection fails. Do not assume a product catalogue tool automatically reads live stock; ask the provider to confirm the specific connection and behaviour.

DREAMZTRACK Product AI lets you add products and automatically recommend and quote them, for up to about 500 products. Review the setup with your team to understand how product availability is maintained alongside those recommendations. See the Product AI function.

Set up the product data before you send catalogue messages

1. Choose one source of truth. Decide which system or record your team will use to check stock and availability.
2. Clean up product details. Use consistent names, item codes, options and units so a reply refers to the correct product.
3. Agree on stock wording. Decide how to respond when an item is available, low in stock, unavailable or not yet checked.
4. Test a stock change. Update an item in the source system and confirm what the customer-facing process shows. Check what staff should do if the update is delayed.

This preparation helps an ai product recommendation whatsapp journey stay useful: the customer can find a relevant item, get a clear quote and know how to confirm current availability.

Connect accurate availability to a helpful customer journey

Once your product details are ready, think through what happens after a customer asks. A reply should identify what they want, check relevant options and guide them towards the next step. AI Reply is designed to understand which stage a customer is at, rather than respond only to a keyword. Clear stock rules help your team give it useful instructions.

If a customer asks for a particular item or option, AI Keyword Reply can automatically send a voice note, photo or video when a keyword is mentioned. Use helpful content to explain the product, but make sure stock claims still follow your approved availability process.

Some customers need time to decide. If they go quiet after receiving a catalogue or quote, AI Follow Up can follow up with them. A reminder can bring the conversation back, while your team checks the latest stock before confirming an order.

Check these points before going live

• Which system owns the stock quantity or availability?
• Is there a confirmed integration, or will staff update product information manually?
• How quickly do changes appear, and how can staff spot a sync issue?
• Can customers ask for a specific option, quantity or unit?
• What should the reply say when availability cannot be verified?

Run a few test conversations using different products and stock situations. If your tools do not support automatic syncing, keep the catalogue information current and make the reply clearly say when availability needs confirmation. That is safer than presenting an old stock figure as live.