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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.
On this page
Connector
Connect Rillet, pick your AI tool and paste the prompt.
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.
**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.
02
Read
It reads the client's Rillet contracts and items.
03
Pair
It finds the Teamwork.com company and pairs each budget with an overlapping contract.
04
Report
It flags budgets over contract, usage beyond it and mismatched terms.
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.
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
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
Catch delivery drift before it costs margin
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.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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