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Fill the gaps when Shopify orders never reached Rillet
For finance teams who want Shopify orders missing from Rillet created as invoices without duplicates, by asking their AI assistant.
On this page
Connector
Connect Shopify, pick your AI tool and paste the prompt.
The problem
Shopify orders missing from Rillet leave receivables short
When Shopify orders do not reach Rillet, receivables are understated and someone has to create invoices by hand. Each order has to be checked against existing invoices and matched to a customer, and a second pass easily creates duplicates.
Without PopdockAI
- Export Shopify orders and search Rillet for each one
- Find the right customer by email
- Split tax from the total for every invoice
- Create duplicates on the second pass
With PopdockAI
- Canceled and voided orders are skipped automatically
- Only orders with no Rillet invoice under their name are kept
- Customers are matched by email, with your fallback if you name one
- Invoices are re-checked before creating, so a rerun does not duplicate
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Record every Shopify order created from `{from-date}` to `{to-date}` (default: yesterday) that has no Rillet invoice yet as a Rillet AR-only invoice against the Rillet product `{rillet-product-name}`, after the user confirms the list.
**Step 1: Read the Shopify orders**
Call `shopify-get-order` with created-at.from and created-at.to set to the range. Skip orders with cancelled-at set, and skip orders whose financial-status shows they were voided. Note order-id, name, created-at, email, customer-id, currency, subtotal-price, total-tax and total-price.
**Step 2: Find the gaps**
Call `rillet-get-invoices` (it takes no filters). An order already has an invoice if any invoice-number equals the order name, compared with and without the leading #. Keep only the orders with no match.
**Step 3: Resolve the Rillet references**
* Product: call `rillet-get-products` and find the product whose name equals `{rillet-product-name}`. If none or more than one matches, list the candidates and stop.
* Customer: call `rillet-get-customer-emails` and match the order email to email. If exactly one Rillet customer-id matches, use it. Otherwise, if `{fallback-customer-name}` was given, call `rillet-get-customers` and use the customer whose name equals it. If neither resolves, list the order under "no customer" and do not create it.
**Step 4: Confirm**
Show a table of the invoices you will create: order name, date, Rillet customer name, net amount (total-price minus total-tax), tax, total, currency. Show the "no customer" orders separately. Ask the user to confirm. Create nothing until they do.
**Step 5: Create**
For each confirmed order, call `rillet-add-invoice-ar-only` once with:
* invoice-number: the Shopify order name, exactly as Shopify shows it
* invoice-date: the order created-at date
* customer-id: the resolved Rillet customer
* external-system: Shopify
* external-id: the Shopify order-id
* line1-product-id: the resolved product, line1-quantity 1, line1-currency the order currency
* line1-total: total-price minus total-tax
* tax-amount: total-tax, tax-currency the order currency
* line1-description: Shopify order followed by the order name
**Step 6: Report**
A table of created invoices with the returned id, a list of any that failed with the error as returned, and the orders skipped for no customer.
**Rules & Guidelines:**
* `shopify-get-order` is on the shopify server. `rillet-get-invoices`, `rillet-get-products`, `rillet-get-customer-emails`, `rillet-get-customers` and `rillet-add-invoice-ar-only` are on the rillet server.
* `rillet-add-invoice-ar-only` is the only write tool this prompt may call, once per confirmed order. Do not call `rillet-add-invoice`, `rillet-add-invoice-revenue-only`, `rillet-update-invoice` or `rillet-add-invoice-payment`. Recording the payment is the apply-shopify-payments prompt.
* Do not call any shopify write tool. Shopify is read-only here.
* Re-read `rillet-get-invoices` immediately before creating if more than a few minutes passed since Step 2, so a second run does not create duplicates.
**Validation:**
* If there are no gaps, say every order in the range already has a Rillet invoice and stop.
* If a create fails, report it and continue with the rest. Do not retry with altered values.
* If the user does not confirm, create nothing.Who it's for
One answer, three teams that use it
Accounts receivable
Catch up after a sync outage
Create the missing receivable invoices in one reviewed batch instead of keying them in from order screens.
Backfill Shopify orders from 1 to 15 October into Rillet that do not have an invoice yet, using the Online Sales product.
Controllers
Close the month with complete revenue
Check before close that every Shopify order has a Rillet invoice, and fill the gaps without risking duplicates.
Are any of last month's Shopify orders missing from Rillet? Create the invoices once I have checked the list.
Finance operations
Handle orders with no matching customer
Orders with no customer by email are listed, not created, or go to a fallback customer you name.
Create Rillet invoices for this week's missing Shopify orders and put any with no matching customer under Contoso Web Sales.
How it works
What PopdockAI does when you ask
You choose a date range and a product, and your AI assistant finds the Shopify orders Rillet does not have. You see every invoice with its net, tax and total before anything is created.
01
Ask
You choose a date range and a Rillet product.
02
Compare
It reads Shopify orders and keeps those with no Rillet invoice.
03
Confirm
You see each invoice with customer, net, tax and total, and say yes.
04
Create
It re-checks for duplicates and creates each invoice once.
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.
shopify-get-order
rillet-get-invoices
rillet-get-products
rillet-get-customer-emails
rillet-get-customers
rillet-add-invoice-ar-only
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
Every Shopify sale in your Rillet receivables
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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