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Reconcile Asana time with Business Central job hours
For finance teams billing from Dynamics 365 Business Central who want their AI assistant to check timesheet hours against Asana tracked time.
On this page
Connector
Connect Asana, pick your AI tool and paste the prompt.
The problem
Hours lost or billed twice
People track time in Asana while billed hours come from Business Central timesheets. When the two disagree, hours go unbilled or get billed twice, and checking means matching people and totals across systems.
Without PopdockAI
- Export the job's timesheet lines
- Total Asana tracked time per person
- Match names across both
- Miss lines not yet posted
With PopdockAI
- Timesheet lines and Asana tracked time read
- People matched by name, never guessed
- Gaps over 10 percent or 2 hours flagged
- Unposted line count noted, 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:** For Business Central job `{job-number}`, compare timesheet hours with Asana tracked time from `{date-from}` to `{date-to}` (default today), per person, and report the gaps. Read only.
**Step 1: Read the timesheet lines in Business Central**
Call `business-central-get-timesheet` with `job-number` set to `{job-number}`, `date.from` set to `{date-from}`, `date.to` set to `{date-to}` (today if empty) and `company` set to `{company}` if given. Keep `resource-name`, `date`, `quantity`, `status`, `posted`, `task-number` and `description`. Treat `quantity` as hours.
**Step 2: Find the Asana project and its tasks**
Call `asana-get-project` with `name.contains` set to `{job-number}`. If that returns nothing, call `business-central-get-job` for the job and retry with its description. If more than one project matches, list them and stop. If none matches, report the Business Central hours only and say there is no Asana project to compare against.
Call `asana-get-tasks` with `projects.contains` set to the project name. Keep each `task-id` and `name`.
**Step 3: Read the tracked time in Asana**
For each task, call `asana-get-time-tracking-entry` with `task-id` set to it, `entered-on.from` set to `{date-from}` and `entered-on.to` set to `{date-to}`. Keep `created-by`, `entered-on` and `duration-minutes`. Convert minutes to hours. If the project has more than 50 tasks, say so and only read the tasks with time logged in the period that a sample shows are active, stating which you skipped.
**Step 4: Match people**
Match the Business Central `resource-name` to the Asana `created-by` by full name, ignoring case. If a name does not match exactly, try first and last name in either order. Do not guess beyond that: list unmatched people separately on each side.
**Step 5: Report**
A table per person: name, Business Central hours, Asana hours, difference, and a flag where the difference is more than 10 percent or more than 2 hours. Then the people who appear on only one side. End with totals for each system and the overall difference, and note how many Business Central lines are not yet posted or approved.
**Rules & Guidelines:**
* `business-central-get-timesheet` and `business-central-get-job` are on the business-central server; `asana-get-project`, `asana-get-tasks` and `asana-get-time-tracking-entry` are on the asana server.
* Read only. Do not call `asana-create-time-tracking-entry`, `asana-update-time-tracking-entry` or any other asana create or update tool, and no business-central create or update tool.
**Validation:**
* If Business Central has no timesheet lines for the job in the period, say so and still report the Asana hours.
* If Asana has no tracked time, say time tracking may not be used on this project rather than calling every hour a gap.Who it's for
One answer, three teams that use it
Billing specialists
Bill the right hours
Flagged gaps show where Asana and Business Central disagree.
Compare job J-2210 hours in Business Central with Asana time for October.
Project managers
Find people missing from timesheets
People who tracked time in Asana but have no timesheet lines are listed.
Who tracked Asana time on job J-1877 last month but has no Business Central timesheet?
Finance managers
Check what is not yet posted
Unposted or unapproved line counts show what still needs action.
How many Business Central timesheet lines for job J-1042 are not posted yet, and do hours match Asana?
How it works
What PopdockAI does when you ask
You give a job number and dates, and your AI assistant compares hours person by person. Nothing is changed in either system.
01
Ask
You give a job number and a date range.
02
Read
It reads the Business Central timesheet lines and the time tracked on the matching Asana project.
03
Match
It pairs people by name and compares their hours.
04
Report
You get flagged gaps, one-sided people and unposted line counts, with nothing changed.
What PopdockAI provides
The tools behind the answer
Ready made tools for Asana and one secure connection to your AI tool. No code, no exports.
asana-get-project
asana-get-tasks
asana-get-time-tracking-entry
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
Billable hours reconciled before invoicing
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.
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