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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.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
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.
**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.
02
Match
It finds each paid order's Rillet invoice by order number or id.
03
Sort
It groups orders as ready, no invoice, paid, over, currency mismatch or possibly recorded.
04
Confirm
You review amounts due before and after, then it posts.
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.
woocommerce-get-order
rillet-get-invoices
rillet-get-invoice-payments
rillet-get-accounts
rillet-add-invoice-payment
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.
The outcome
Online payments recorded once, on the right invoice
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
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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