Connectors

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Shopify

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Apply Shopify payments to Rillet invoices
Write
Cross-Connector

Post Shopify payments against the right Rillet invoices

For finance teams who want each successful Shopify payment recorded on its Rillet invoice without double posting, by asking their AI assistant.

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Apply Shopify payments to Rillet invoices
Apply yesterday's Shopify payments to their Rillet invoices using clearing account 1210.
58 Shopify payments found, and 51 are ready to post. - Ready: 51 payments, 12,480.00 USD - No invoice: 4 orders, including #1042 - Already paid: 2 invoices - Currency mismatch: 1 payment Shall I post the 51 ready payments to account 1210?
Shopify
Sample figures. Your results come from your own account.
shopify-get-transaction
rillet-get-invoices
rillet-get-accounts
rillet-add-invoice-payment
rillet-get-invoice-payments

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Shopify

Shopify
Run it on your own Shopify data.

Connect Shopify, pick your AI tool and paste the prompt.

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The problem

Posting Shopify payments to Rillet one invoice at a time

Every Shopify payment needs to land against the right Rillet invoice, but matching captures by order number and posting them one by one is slow. Post one twice, against a paid invoice or for more than is owed, and receivables stop making sense.

Without PopdockAI

  • Export Shopify sales and captures for the day
  • Search Rillet for each order number, with and without the hash
  • Check the invoice is still open and the amount fits
  • Unwind the double postings that slip through

With PopdockAI

  • Shopify sales and captures are matched to their Rillet invoices
  • Payments are sorted into ready and problem groups
  • Only the ready group is posted, and only after you confirm
  • Payments already recorded or overpaying an invoice are skipped

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Record each successful Shopify payment processed from `{from-date}` to `{to-date}` (default: yesterday) against the matching open Rillet invoice, posting to the Rillet account `{clearing-account-code}`, after the user confirms.

**Step 1: Read the Shopify payments**

Call `shopify-get-transaction` with processed-at.from and processed-at.to set to the range. Keep only transactions whose kind is a sale or a capture and whose status is success (check the tool schema for the exact values). Note order-transaction-id, order-number, order-id, processed-at, shop-amount, currency and gateway.

**Step 2: Find the Rillet invoices**

Call `rillet-get-invoices` (it takes no filters). For each transaction, find the invoice whose invoice-number equals the Shopify order name. Try the order number with and without a leading #.

Sort each transaction into one group:

* ready: invoice found, amount-due greater than 0, same currency
* no invoice: nothing matched. Suggest running backfill-shopify-orders first.
* already paid: amount-due is 0
* over amount: shop-amount is more than amount-due. Do not post these. Report both amounts.
* currency mismatch: report both currencies

**Step 3: Check the account**

Call `rillet-get-accounts` filtered by account-code `{clearing-account-code}`. If it does not exist, or its status is not active, stop and say so.

**Step 4: Confirm**

Show the ready group: order number, invoice-number, payment date, amount, currency, gateway, amount-due before and after. Show the other groups below it. Ask the user to confirm. Post nothing until they do.

**Step 5: Post and report**

For each confirmed payment, call `rillet-add-invoice-payment` once with invoice-id, date (the processed-at date), amount (shop-amount), currency and account-code `{clearing-account-code}`.

Report the payments posted with the returned id, any that failed with the error as returned, and the other groups.

**Rules & Guidelines:**

* `shopify-get-transaction` is on the shopify server. `rillet-get-invoices`, `rillet-get-accounts` and `rillet-add-invoice-payment` are on the rillet server.
* `rillet-add-invoice-payment` is the only write tool this prompt may call, once per confirmed payment. Do not call `rillet-update-invoice-payment`, `rillet-update-invoice` or any shopify write tool.
* Several transactions on one order post as separate payments, in processed-at order. Stop posting on that invoice when amount-due reaches 0.

**Validation:**

* If Shopify returns no qualifying transactions, say so and stop.
* Before posting, call `rillet-get-invoice-payments` and skip any transaction that already has a payment on the same invoice-id with the same date and amount. Report these as possibly already recorded.
* If the user does not confirm, post nothing.

Who it's for

One answer, three teams that use it

Accounts receivable

Apply yesterday's cash in one pass

The daily cash application becomes a short review of the ready group instead of an order by order search.

Apply Shopify payments from 3 to 5 November to their Rillet invoices using clearing account 1200.

Controllers

Keep receivables free of double postings

Payments that look already recorded, overpay an invoice or have the wrong currency are held back for you to look at.

Show me which of last week's Shopify payments would be posted to Rillet and which are no invoice, already paid or over amount.

Ecommerce accountants

See which orders have no invoice yet

The no invoice group shows exactly which Shopify orders still need billing in Rillet before their cash can be applied.

Match yesterday's Shopify captures to Rillet invoices and list any orders where you could not find an invoice.

How it works

What PopdockAI does when you ask

You pick the dates and a clearing account, and your AI assistant matches each Shopify payment to its Rillet invoice and sorts out the problem cases. Nothing is posted until you confirm, and Shopify is never changed.

01

Ask

You pick a date range, yesterday by default, and a clearing account.

Your AI tool

02

Match

It reads Shopify sales and captures and finds the Rillet invoice for each order.

shopify-get-transaction
rillet-get-invoices

03

Sort

It groups payments as ready, no invoice, already paid, over amount or currency mismatch.

No items found.

04

Post

You confirm the ready group and it posts each payment once.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Shopify and one secure connection to your AI tool. No code, no exports.

get-data

shopify-get-transaction

Returns the payment transactions on Shopify orders, such as authorizations, sales, captures and refunds, with gateway and status. Filter by order, customer, kind, status, gateway, amount and processed date.
get-data

rillet-get-invoices

Returns customer invoices (number, customer, dates, status, totals, amount due) from Rillet.
get-data

rillet-get-accounts

Returns chart of accounts entries (code, name, type, status) from Rillet.
run-action

rillet-add-invoice-payment

Records a customer payment against an invoice in Rillet.
get-data

rillet-get-invoice-payments

Returns payments received against customer invoices from Rillet.
Read only.Nothing in Shopify Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Shopify cash on the right invoices, posted once

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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See Documentation