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Book approved Ramp bills in Rillet without re-keying
For finance teams who want an approved Ramp bill booked in Rillet by asking their AI assistant, with duplicate and total checks first.
On this page
Connector
Connect Ramp, pick your AI tool and paste the prompt.
The problem
Re-keying Ramp bills into Rillet invites duplicates and miscoding
Re-keying an approved Ramp bill into Rillet means copying vendor, dates, amounts and lines by hand. It is easy to book the same bill twice, code a line to the wrong account, or end up with lines that do not add up to the bill.
Without PopdockAI
- Open the approved bill and its lines in Ramp
- Find the vendor and account in Rillet
- Search Rillet for the bill number first
- Re-key every line and hope the totals agree
With PopdockAI
- The approved Ramp bill and lines read directly
- The Rillet vendor matched and the account checked as active
- A duplicate check on the bill number
- Booked only after you confirm, then read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Book the Ramp bill with invoice number `{invoice-number}` (vendor `{vendor-name}`, optional) into Rillet as a vendor bill, using Rillet account code `{account-code}` for the expense lines (optional; ask if not given).
**Step 1: Read the Ramp bill**
Call `ramp-get-bill` (ramp server), filtering by `vendor-name` if given, and match `invoice-number`. If several bills match, list them and stop. Keep `id`, `invoice-number`, `vendor-name`, `invoice-date`, `due-date`, `amount`, `currency-code`, `approval-status`. If the bill is not approved, say so and stop. Call `ramp-get-bill-line-item` (ramp server) with `bill-vendor-name` to get its lines (`amount`, `memo`, `currency-code`); at most three lines can be booked.
**Step 2: Resolve the Rillet side**
Call `rillet-get-vendors` (rillet server) and match the Ramp `vendor-name` to `name`; take `vendor-id`. If no match, stop and suggest the sync-vendor-to-rillet prompt. Call `rillet-get-bills` with `vendor-id` and look for an `expense-number` equal to the invoice number. If it exists, report it and stop. Call `rillet-get-accounts` and confirm `{account-code}` exists and is active; if not given, show likely expense accounts and ask.
**Step 3: Confirm**
Show the planned `rillet-add-bill` values: vendor-id, expense-number, bill-date, due-date, line amounts, account code and currency. Ask "Book this bill in Rillet? (yes/no)". Wait.
**Step 4: Create**
On yes, call `rillet-add-bill` once. Then call `rillet-get-bills` with `vendor-id` and confirm it exists; report its `bill-id`.
**Rules & Guidelines:**
* Tools starting ramp- are on the ramp server and tools starting rillet- are on the rillet server. Both servers must be connected.
* Ramp is read only in this prompt. Never call a Ramp tool whose name contains add, update, delete, archive, upload or sync.
* The only write allowed is `rillet-add-bill` on the rillet server, called at most once, and only after the user replies yes to the confirmation. Never call any other Rillet write tool.
* The line amounts must add up to the Ramp bill amount; if they do not, stop and ask.
**Validation:**
* If the Ramp and Rillet currencies differ, stop and ask.
* If the user says no, change nothing.
* If the create fails, report the error and do not retry.Who it's for
One answer, three teams that use it
Accounts payable
Book approved bills without re-keying
Vendor, dates and lines come straight from Ramp, so the bill lands in Rillet as approved.
Book Ramp bill INV-2207 from Contoso Supplies in Rillet using account 6200.
Accountants
Keep expense lines on valid accounts
The Rillet account is checked as active before anything is booked.
Book Ramp invoice 88341 from Fabrikam in Rillet and code the lines to account 6400.
Controllers
Avoid double booked bills
Rillet is searched for the same bill number before a new bill is created.
Has Ramp bill INV-1190 from Northwind already been booked in Rillet? If not, book it.
How it works
What PopdockAI does when you ask
You give the Ramp invoice number and your AI assistant prepares the Rillet bill. Nothing is booked until you have seen the exact bill and said yes, and Ramp is never changed.
01
Ask
You give the Ramp invoice number and, if you like, the vendor and Rillet account code.
02
Check
It reads the approved Ramp bill, matches the Rillet vendor and account, and looks for a duplicate.
03
Confirm
You see the exact bill it will book and say yes.
04
Book
It creates the bill in Rillet and reads it back to report the bill ID.
What PopdockAI provides
The tools behind the answer
Ready made tools for Ramp and one secure connection to your AI tool. No code, no exports.
ramp-get-bill
ramp-get-bill-line-item
rillet-get-vendors
rillet-get-bills
rillet-get-accounts
rillet-add-bill
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
Approved bills booked once, on a valid account
Related use cases
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Reconcile Ramp reimbursements with Rillet
Ask your AI to match Ramp reimbursements to Rillet over a date range. It lists unbooked and differing ones, and adds nothing to either system.
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