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Check Rillet contracts against Teamwork.com budgets
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Cross-Connector

Check Teamwork.com budgets against what the client pays in Rillet

For finance and delivery leads who want a client's Rillet contracts compared with Teamwork.com project budgets, with mismatches flagged.

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Check Rillet contracts against Teamwork.com budgets
Compare what Contoso is contracted for in Rillet with their project budgets in Teamwork.com.
Contoso has 2 contracts and 3 project budgets; 2 need attention. - Over contract: Website rebuild budget is 48,000 against a 40,000 contract - No partner: Support retainer project has no matching contract - Term gap: contract ends 45 days before the project budget Want the full pairing table?
Rillet
Sample figures. Your results come from your own account.
rillet-get-customers
rillet-get-contracts
rillet-get-contract-items
teamwork-com-get-companies
teamwork-com-get-projects
rillet-get-customer-emails
teamwork-com-get-people
teamwork-com-get-budgets
teamwork-com-get-account

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Rillet

Rillet
Run it on your own Rillet data.

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

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The problem

Project budgets drift past what the client signed for

What a client signed for lives in Rillet, while what the team plans and burns lives in Teamwork.com budgets. Lining them up by hand is slow, so a project planned beyond the contract or running after it ended goes unnoticed.

Without PopdockAI

  • Read the client's contracts and items in Rillet
  • Find the matching company and projects in Teamwork.com
  • Line up contract terms with budget dates by hand
  • Notice the overrun only when the margin is gone

With PopdockAI

  • Contracts and items read from Rillet
  • The Teamwork.com company matched by name or email domain
  • Each budget paired with the contract whose term overlaps it
  • Overruns, gaps and date mismatches flagged, nothing 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:** Compare what `{company-name}` is contracted for in Rillet with the budgets its projects are delivering against in Teamwork, and flag where the two disagree.

**Step 1: Read the contracts in Rillet**

Find the customer: call `rillet-get-customers` and match `name` or `invoicing-name` to `{company-name}` (ignore case, punctuation and legal suffixes). If several match, list them and stop. Call `rillet-get-contracts` with that `customer-id`. Keep `name`, `status`, `start-date`, `end-date`, `total-value`, `currency` and `invoicing-interval`. Call `rillet-get-contract-items` with the same `customer-id` for the products on each contract.

**Step 2: Read the project budgets in Teamwork**

Call `teamwork-get-companies` with `name.contains` = `{company-name}` and then `teamwork-get-projects` with its `company-id`. If the company is not found by name, use `rillet-get-customer-emails` and `teamwork-get-people` to match by email domain. For each project, call `teamwork-get-budgets` with `project-id`. Keep `type`, `capacity`, `capacity-used`, `currency-code`, `start-date`, `end-date`, `is-retainer` and `status`.

**Step 3: Pair them**

Pair each Teamwork financial budget with the Rillet contract whose term overlaps the budget dates. Time budgets (hours) cannot be compared with contract value directly; convert them using `default-rate` when it is set, and say you did.

**Step 4: Report**

A table: contract, contract value and term, paired project and budget, budget capacity, used, percent used. Flag:
* budget capacity above contract value (the team is planning more than was sold);
* capacity used above contract value (work beyond what the client is paying for);
* an active contract with no budget, or a budget with no contract;
* a contract that has ended while its project is still active in Teamwork;
* term dates more than 30 days apart between contract and budget.

**Rules & Guidelines:**

* Tools starting teamwork- are on the teamwork MCP server; tools starting rillet- are on the rillet MCP server. If a tool from either server is unavailable, say which server is not connected and stop.
* This prompt is read-only. Do NOT call `rillet-add-invoice`, `rillet-update-invoice`, `rillet-add-customer`, `rillet-update-customer`, `rillet-add-credit-memo`, `teamwork-create-company`, `teamwork-update-company`, `teamwork-create-time-entry`, `teamwork-update-time-entry`, or any other tool on either server whose name starts with add, update, create, apply, set or record.
* Never convert between currencies. If Teamwork and Rillet amounts are in different currencies, report both side by side and say the comparison is not like for like. Teamwork's site currency is `currency-code` from `teamwork-get-account`.

**Validation:**

* If the customer has no contracts, say so and list the budgets only.
* If no project has a budget, say so and list the contracts only.

Who it's for

One answer, three teams that use it

Project managers

Plan within what the client pays for

See whether your project budget already exceeds the contract before the team burns the hours.

Is our Teamwork.com budget for the Fabrikam rollout higher than what they signed for in Rillet?

Finance controllers

Protect margin on services work

Overruns, contracts with no budget and ended contracts on active projects are flagged in one report.

Check Northwind Traders contracts in Rillet against their Teamwork.com budgets and flag overruns.

Account managers

Know when to raise a change order

Usage beyond the contract shows up early, so you can talk to the client before the invoice surprises them.

Has Contoso used more project budget in Teamwork.com than their Rillet contract covers?

How it works

What PopdockAI does when you ask

You name the client and your AI assistant pairs their Rillet contracts with Teamwork.com project budgets. Currencies are never converted and neither system is changed.

01

Ask

You name the client.

Your AI tool

02

Read

It reads the client's Rillet contracts and items.

rillet-get-customers
rillet-get-contracts
rillet-get-contract-items

03

Pair

It finds the Teamwork.com company and pairs each budget with an overlapping contract.

teamwork-com-get-companies
teamwork-com-get-projects
teamwork-com-get-budgets

04

Report

It flags budgets over contract, usage beyond it and mismatched terms.

Your AI tool

What PopdockAI provides

The tools behind the answer

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

get-data

rillet-get-customers

Returns customers (name, address, payment terms, invoicing settings) from Rillet.
get-data

rillet-get-contracts

Returns customer contracts (term, status, total value, invoicing) from Rillet.
get-data

rillet-get-contract-items

Returns contract line items (product, quantity, price, term) from Rillet.
get-data

teamwork-com-get-companies

Returns client and owner companies from Teamwork.com with contact details and project counts. Filter by country code, industry, company ID, status, city, name and state.
get-data

teamwork-com-get-projects

Returns Teamwork.com projects with status, company, owner, category and dates. Filter by name, member user ID, project ID, start date, category name, end date, company ID, status and company name.
get-data

rillet-get-customer-emails

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

teamwork-com-get-people

Returns people (users) from Teamwork.com with their company, role, rates and contact details. Filter by email, type, name, company ID, person ID, last name, role name and company name.
get-data

teamwork-com-get-budgets

Returns project time and financial budgets from Teamwork.com with their capacity and usage. Filter by capacity, end date, type, project ID, status and start date.
get-data

teamwork-com-get-account

Returns the Teamwork.com site account details: plan, billing status, owner and currency.
Read only.Nothing in Rillet 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

Catch delivery drift before it costs margin

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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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