🔗 WooCommerce: Data Mapping & Synchronisation

This guide details exactly how data flows between your WooCommerce store and Optiply. It outlines synchronisation schedules, custom configuration options, and the specific logic used to handle variable products, stock updates, and order statuses.

⏱️ 1. Synchronisation Overview

The table below outlines how often Optiply pulls data from (or pushes data to) WooCommerce.

Entity	Sync Direction	Frequency
Products & Variants	WooCommerce → Optiply	Hourly
Product Deletions	WooCommerce → Optiply	Daily
Stocks	WooCommerce → Optiply	Hourly (and upon new Sell Orders)
Sell Orders	WooCommerce → Optiply	Hourly
Item Deliveries (Receipts)	Optiply → WooCommerce	Every 15 minutes (If enabled)

Important Sync Rules & API Limitations:

Product Sync & API Versions: WooCommerce API versions below 5.6 do not support modified_at filtering. If your store runs on an API version < 5.6, Optiply must run a full daily sync for products instead of hourly updates. For versions > 5.6, products update every hour.
Product Deletions: Because deleted products or variants are not actively retrieved from WooCommerce, Optiply runs a daily "Full Sync" to check which products are enabled in Optiply but no longer exist in WooCommerce.

⚠️ Best Practice for Removing Products:

If you want to safely delete a product, first change its status to enable = false in WooCommerce. Wait for the sync cycle so the product disappears from Optiply. Once it is gone from Optiply, you can safely delete the product from WooCommerce entirely.

⚙️ 2. Integration Options & Features

Optiply offers a few specialised backend configurations for WooCommerce. Note: These options cannot be changed within the Optiply app. Please contact Customer Support if you need to adjust them.

SubTenants (Multi-Store Setups)
If you have a main shop and a secondary WooCommerce shop selling the exact same products, you can link them! We pull Products and Sell Orders from the main shop, and only pull Sell Orders from the secondary shop.
- Requirement: Products must have the exact same SKUs across both shops for mapping to work.
- Backend Setting: We disable the product sync on the secondary shop (sync_products: false).
Sell Order Status Sync
By default, Optiply only pulls Completed Sell Orders from WooCommerce. However, you can request that we sync all order statuses to Optiply (pullAllOrders: true).
Push Stock on Item Deliveries (Purchase Orders)
Because WooCommerce has no native purchase orders, receiving stock in Optiply does not automatically adjust your WooCommerce inventory. If you want Optiply to automatically update your WooCommerce stock when you book a delivery, please let us know at support@optiply.nl and we will enable this for you.

🗺️ 3. Data Mapping Details

Products

Note: Products with the type "variable" are not mapped, as they simply serve as parent products. We only map the underlying variants that hold stock/purchases.

Optiply Field	WooCommerce Field	Logic / Notes
Name	`name`
SKU Code	`sku`
Article Code	`id`
Price	`price`
Unlimited Stock	Evaluated	IF `virtual = false` AND `downloadable = false` AND `manage_stock = true` → `FALSE`. Otherwise → `TRUE`.
Stock Level	`stock_quantity`
Status	Evaluated	IF `status = 'publish'` → `enabled`. Otherwise → `disabled`.

Sell Orders

Optiply Field	WooCommerce Field	Notes
Total Value	`total`
Placed Date	`date_created_gmt`
Completed Date	`date_modified_gmt`
Remote ID	`id`

Sell Order Lines

Optiply Field	WooCommerce Field	Logic / Notes
Product ID	`line_items.variation_id`	If using a SubTenant (secondary shop), we map orders using `line_items.sku` instead.
Quantity	`line_items.quantity`
Subtotal Value	`line_items.subtotal`

Sell Order Limitations:

Sell Orders will be deleted in Optiply if the status in WooCommerce changes to: Cancelled, Refunded, or Failed.
We do not sync Order Line changes. New lines added, quantity edits, or deleted lines on existing orders in WooCommerce will not update in Optiply.

❓ 4. Frequently Asked Questions (FAQs)

Why am I getting a "403 - Forbidden" error during connection?

Optiply requests use a specific User-Agent (starting with or containing "Optiply"). If your server or security plugin is blocking the connection with a 403 error, you need to whitelist our User-Agent in your WooCommerce/server firewall settings.

Why aren't my supplier details syncing over?

It is not possible to keep track of supplier information natively in WooCommerce. Because this data is not available via their API, we cannot read it. You must manage and link your supplier data directly within Optiply.

If a customer changes their order in WooCommerce, will Optiply catch the update?

No. Optiply does not sync subsequent changes to Sell Order lines. If an order is modified in WooCommerce after the initial sync, those changes will not be reflected in your Optiply purchasing advice.

WooCommerce - Data Mapping & Synchronisation