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WooCommerce

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Backfill WooCommerce orders into Rillet
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Cross-Connector

Get missing WooCommerce sales into Rillet without duplicate invoices

For finance teams who want WooCommerce orders with no Rillet invoice recorded as receivables by asking their AI assistant.

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Backfill WooCommerce orders into Rillet
Backfill yesterday's WooCommerce orders into Rillet against the product Online sales.
14 WooCommerce orders from yesterday have no Rillet invoice; 12 are ready. - Ready: 12 invoices, net 1,840.00, tax 147.20 - Fallback customer: 3 guest orders go to Web customers - Not placed: 2 orders with no matching customer email Shall I create the 12 invoices?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-order
woocommerce-get-order-line
rillet-get-invoices
rillet-get-products
rillet-get-customer-emails
rillet-get-customers
rillet-add-invoice-ar-only

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

Online sales missing from the ledger

When WooCommerce sales are not flowing into Rillet, someone has to find orders with no invoice and key each in with the right customer, net amount and tax. It is tedious, and a second pass over the same dates easily creates duplicates.

Without PopdockAI

  • Export orders and search Rillet for each one
  • Find the customer by email
  • Key in net, tax and total by hand
  • Create duplicates on a second pass

With PopdockAI

  • Sales orders with no Rillet invoice are found by order number or id
  • Customers are matched by email or to a fallback you name
  • You review net, tax and total before anything is created
  • Rillet is re-read before creating, and WooCommerce is never changed

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 every WooCommerce 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 WooCommerce orders**

Call `woocommerce-get-order` with created-date.from and created-date.to set to the range and no status filter. Keep only orders whose status is processing, completed, on-hold or refunded. Skip pending, failed and cancelled orders. Note order-id, order-number, created-date, status, customer-email, billing-first-name, billing-last-name, currency and total.

Call `woocommerce-get-order-line` with date-created.from and date-created.to set to the same range, and sum line-total-tax by order-id. That is each order's item tax. WooCommerce does not report shipping tax on the order lines, so any shipping tax stays inside the net amount.

**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-number, compared with and without a leading #, or equals the order-id. 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 customer-email to email, ignoring case. 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-number, date, status, Rillet customer name, net amount (total minus item 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 WooCommerce order-number, exactly as WooCommerce shows it
* invoice-date: the order created-date
* customer-id: the resolved Rillet customer
* external-system: WooCommerce
* external-id: the WooCommerce order-id
* line1-product-id: the resolved product, line1-quantity 1, line1-currency the order currency
* line1-total: total minus item tax
* tax-amount: the item tax, tax-currency the order currency (leave both out when the item tax is 0)
* line1-description: WooCommerce order followed by the order-number

**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:**

* `woocommerce-get-order` and `woocommerce-get-order-line` are on the woocommerce 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-woocommerce-payments prompt.
* WooCommerce is read-only here. Do not call `woocommerce-update-order`, `woocommerce-add-order-note` or any other woocommerce write tool.
* 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

Accountants

Catch up on missing sales

Find every order with no invoice for a period and create them in one confirmed step.

Backfill WooCommerce orders from 1 to 15 October into Rillet against the Online sales product.

Finance controllers

Rerun without duplicates

Rillet is checked again just before creating, so a repeat run never books the same order twice.

Check whether any WooCommerce orders from last week are still missing from Rillet and add them.

Ecommerce operations

Find orders that cannot be placed

Orders with no matching customer are listed rather than guessed, so they can be fixed first.

Which WooCommerce orders from September could not be matched to a Rillet customer?

How it works

What PopdockAI does when you ask

You give a date range and the product to book against, and your AI assistant finds orders missing from Rillet. Invoices are created only after you confirm, and never twice.

01

Ask

You give a date range and the Rillet product to book against.

Your AI tool

02

Compare

It keeps sales orders with no Rillet invoice under the same order number.

woocommerce-get-order
woocommerce-get-order-line
rillet-get-invoices

03

Confirm

You review net, tax and total for each invoice and the unplaced orders.

No items found.

04

Create

It re-reads Rillet, then creates each invoice once.

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

woocommerce-get-order-line

Returns the product lines on WooCommerce orders: product, SKU, quantity, price, line total and tax. Filter by order, customer, SKU or product id, order status and date range.
get-data

rillet-get-invoices

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

rillet-get-products

Returns products (name, status, pricing, revenue account) from Rillet.
get-data

rillet-get-customer-emails

Returns customer email addresses with their type and the customer's location from Rillet.
get-data

rillet-get-customers

Returns customers (name, address, payment terms, invoicing settings) from Rillet.
run-action

rillet-add-invoice-ar-only

Records an invoice raised in another system for the receivable only, leaving revenue recognition to that system. Up to three lines, each with its own total.
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

Missing online sales booked once, with the right tax

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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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