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See what a vendor costs across Ramp and FreshBooks
For managers who want one total for a vendor from Ramp card spend and FreshBooks expenses and bills, just by asking their AI assistant.
On this page
Connector
Connect Ramp, pick your AI tool and paste the prompt.
The problem
A vendor's true cost is split across Ramp and FreshBooks
A manager who wants one number for a vendor adds Ramp card spend to FreshBooks expenses and bills by hand. The same purchase can appear in both systems, so the total is overstated without anyone noticing.
Without PopdockAI
- Total the vendor's card spend in Ramp
- Total expenses and bills in FreshBooks
- Search under several similar vendor names
- Count the same purchase twice without noticing
With PopdockAI
- Ramp card transactions totalled for the vendor
- FreshBooks expenses and bills read, with amounts outstanding
- The 10 largest items listed with their source
- Possible double counting flagged, never removed
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Total what the vendor `{vendor-name}` has been paid from `{from-date}` to `{to-date}` (defaults: the last 12 months to today) across Ramp card transactions and FreshBooks expenses and bills.
**Step 1: Ramp card spend (Ramp server)**
Call `ramp-get-transaction` with `merchant-name.contains` set to `{vendor-name}`, `transaction-time.from` and `transaction-time.to`. Sum the amounts. Then call `ramp-get-vendor` with `name.contains` set to `{vendor-name}` and note its `total-spend-last-365-days` for reference.
**Step 2: FreshBooks expenses (FreshBooks server)**
Call `freshbooks-get-expense` with `vendor.contains` set to `{vendor-name}`, `date.from` and `date.to`. Sum the amounts. If `{company}` is given, pass it as `company` on every FreshBooks call; otherwise omit it.
**Step 3: FreshBooks bills (FreshBooks server)**
Call `freshbooks-get-vendor` with `vendor-name.contains` set to `{vendor-name}`. For each match call `freshbooks-get-bill` with `vendor-id`, `issue-date.from` and `issue-date.to`, and sum totals and outstanding.
**Step 4: Report**
A summary with the Ramp card total, FreshBooks expense total, FreshBooks bill total and bill outstanding, then a grand total. Add a list of the 10 largest items with their source. Point out amounts that look like the same purchase in both systems (same amount within 3 days) as possible double counting; do not remove them from the totals.
**Rules & Guidelines:**
* `ramp-get-transaction` and `ramp-get-vendor` are on the Ramp server. `freshbooks-get-expense`, `freshbooks-get-vendor` and `freshbooks-get-bill` are on the FreshBooks server.
* This prompt is read-only. Do not call any write tool on either server.
**Validation:**
* If a vendor name matches several FreshBooks vendors, list them and total each separately.
* Show currencies as returned; if they differ, do not add them together.Who it's for
One answer, three teams that use it
Business owners
Know what a vendor really costs
Card spend, expenses and bills come together in one grand total.
What did we spend with Northwind Catering this year across Ramp and FreshBooks?
Finance managers
Prepare for a vendor negotiation
See the largest items and what is still outstanding before you renegotiate.
Total Fabrikam Software over the last 12 months in Ramp and FreshBooks and show the largest items.
Bookkeepers
Spot purchases recorded twice
Amounts that look like the same purchase in both systems are pointed out for review.
Are any Contoso Supplies purchases in Ramp also recorded as FreshBooks expenses?
How it works
What PopdockAI does when you ask
You name a vendor and a period and your AI assistant totals what you spend across Ramp and FreshBooks. Currencies are never added together and nothing is changed.
01
Ask
You name the vendor and a period, or use the last 12 months.
02
Ramp
It totals the vendor's Ramp card transactions.
03
FreshBooks
It totals matching expenses and reads the vendor's bills.
04
Report
It shows a grand total, the 10 largest items and possible double counting.
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-transaction
ramp-get-vendor
freshbooks-get-expense
freshbooks-get-vendor
freshbooks-get-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
One honest cost figure for every vendor
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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