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WooCommerce

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Apply WooCommerce payments to Rillet invoices
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Cross-Connector

Record paid WooCommerce orders on their Rillet invoices

For finance teams who want WooCommerce payments posted to the matching Rillet invoices by asking their AI assistant, with repeats held back.

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Apply WooCommerce payments to Rillet invoices
Apply yesterday's paid WooCommerce orders to Rillet invoices, posting to account 1015.
22 WooCommerce orders were paid yesterday; 19 are ready to post to account 1015. - Ready: 19 payments totalling 3,412.50 - Possibly recorded: order 1042 already has a payment of the same amount and date - No invoice: order 1051 has no Rillet invoice - Already paid: order 1047 Shall I post the 19 payments?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-order
rillet-get-invoices
rillet-get-invoice-payments
rillet-get-accounts
rillet-add-invoice-payment

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

WooCommerce

WooCommerce
Run it on your own WooCommerce data.

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

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The problem

Posting web payments to invoices one at a time

Every paid WooCommerce sale still has to be recorded as a payment on its Rillet invoice. Matching orders to invoices, checking the amount due and posting each by hand is repetitive, and posting twice or to a paid invoice throws receivables off.

Without PopdockAI

  • Export paid orders from WooCommerce
  • Find each Rillet invoice by order number
  • Check the amount due and post the payment
  • Fix the payment posted twice

With PopdockAI

  • Paid orders are matched to invoices by order number or id
  • Orders are sorted into ready, no invoice, paid, over or currency mismatch
  • Possible repeat payments are held back
  • You see amounts due before and after, then confirm

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 WooCommerce order paid from `{from-date}` to `{to-date}` (default: yesterday) as a payment on its open Rillet invoice, posting to the Rillet account `{account-code}`, after the user confirms.

**Step 1: Read the paid WooCommerce orders**

`woocommerce-get-order` filters on created-date, not paid-date, so call it with created-date.from set to 30 days before `{from-date}` and created-date.to set to `{to-date}`. Keep only orders whose paid-date falls in the range and whose status is processing, completed or refunded. Note order-id, order-number, paid-date, total, currency, payment-method-name and status.

**Step 2: Find the Rillet invoices**

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

Sort each order into one group:

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

Call `rillet-get-invoice-payments` (no filters). Move any ready order whose invoice-id already has a payment with the same date and amount into a "possibly already recorded" group.

**Step 3: Check the account**

Call `rillet-get-accounts` filtered by account-code `{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, paid-date, amount, currency, payment-method-name, 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 order, call `rillet-add-invoice-payment` once with invoice-id, date (the paid-date), amount (the order total), currency and account-code `{account-code}`.

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

**Rules & Guidelines:**

* `woocommerce-get-order` is on the woocommerce server. `rillet-get-invoices`, `rillet-get-invoice-payments`, `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 order. Do not call `rillet-update-invoice-payment`, `rillet-update-invoice` or any woocommerce write tool such as `woocommerce-update-order`.
* Post the full order total. Refunds are credits, not reduced payments: book them with the book-woocommerce-refunds prompt.

**Validation:**

* If no orders were paid in the range, say so and stop.
* If an order has a paid-date but its status is cancelled or failed, list it separately and do not post it.
* If the user does not confirm, post nothing.

Who it's for

One answer, three teams that use it

Accounts receivable

Apply a day of payments in one pass

Paid orders are matched and grouped, so you post the ready ones and look at the exceptions.

Apply WooCommerce orders paid on Monday to their Rillet invoices using account 1010.

Finance controllers

Keep receivables accurate

Possible repeats and overpayments are held back, so the receivables balance reflects what was really paid.

Match last week's paid WooCommerce orders to Rillet invoices and show any that might already be recorded.

Ecommerce accountants

Find orders with no invoice

Paid orders with no Rillet invoice are listed, so missing invoices are raised before payments are posted.

Which paid WooCommerce orders from October have no Rillet invoice to apply the payment to?

How it works

What PopdockAI does when you ask

You give a date range and the account to post to, and your AI assistant matches paid orders to Rillet invoices. Nothing is posted until you confirm, and refunds are left for credit memos.

01

Ask

You give a date range and the Rillet account to post to.

Your AI tool

02

Match

It finds each paid order's Rillet invoice by order number or id.

woocommerce-get-order
rillet-get-invoices

03

Sort

It groups orders as ready, no invoice, paid, over, currency mismatch or possibly recorded.

rillet-get-invoice-payments

04

Confirm

You review amounts due before and after, then it posts.

Your AI tool

What PopdockAI provides

The tools behind the answer

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

get-data

woocommerce-get-order

Returns WooCommerce orders with status, totals, discounts, shipping, payment method and paid date. Filter by status, customer email or id, order number, created date range, total range or billing last name.
get-data

rillet-get-invoices

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

rillet-get-invoice-payments

Returns payments received against customer invoices 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.
Read only.Nothing in WooCommerce 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

Online payments recorded once, on the right invoice

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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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