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Close HubSpot order tasks once BigCommerce orders move on
For ecommerce and operations teams who track BigCommerce orders as HubSpot tasks, just by asking their AI assistant.
On this page
Connector
Connect HubSpot, pick your AI tool and paste the prompt.
The problem
Teams keep chasing BigCommerce orders that already moved on
Order follow-up tasks in HubSpot stay open after the BigCommerce order is paid, shipped or completed. Checking means opening each order in BigCommerce and comparing its status by hand.
Without PopdockAI
- Read the order id from each follow-up task
- Open the order in BigCommerce
- Compare its status with the one on the task
- Close tasks one at a time
With PopdockAI
- Order ids and recorded statuses are taken from task titles
- Each order is checked in BigCommerce and grouped
- Cancelled, declined or refunded orders are left open for you
- Only done tasks you approve are completed, and each is checked
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find open HubSpot tasks whose title contains `{title-text}` (default "Follow up BigCommerce order", at most `{max-records}` tasks, default 50) and, after the user confirms, mark completed the ones whose BigCommerce order has moved on.
**Step 1: Read open follow-up tasks from HubSpot**
Call `hubspot-get-tasks` with `task-title.contains` set to `{title-text}` ("Follow up BigCommerce order" if empty) and `max-records` set to `{max-records}` (50 if empty). Keep tasks whose `task-status` is not completed, with `record-id`, `task-title` and `due-date`. Take the order id and the status recorded after the colon from `task-title`. Tasks whose title has no order id are listed as unreadable and left alone.
**Step 2: Read each order in BigCommerce**
The join is the order id in the task title against the BigCommerce order `id`. Call `bigcommerce-get-order` with `id` set to it and keep `status`, `payment-status`, `date-shipped` and `refunded-amount`. If the order is not found, list the task as unmatched and leave it open.
Classify each task:
* Done: the order `status` is now Shipped or Completed, or the recorded status was Awaiting Payment and the order is now Awaiting Fulfillment or Awaiting Shipment.
* Closed another way: the order is Cancelled, Declined or Refunded. Leave the task open for the user to decide.
* Not done: the status is unchanged. Show how many days past `due-date` the task is.
**Step 3: Confirm**
Show the three groups with order id, recorded status, current status and task due date. Ask for an explicit yes to complete the Done group and offer to exclude rows. Do not continue without a yes.
**Step 4: Write and verify**
For each confirmed task, call `hubspot-update-task` once with `id` set to the task `record-id` and `status` set to COMPLETED, changing no other field. Then call `hubspot-get-tasks` with `task-title.contains` set to "BigCommerce order <id>" and confirm the status. Report completed, failed and skipped tasks.
**Rules & Guidelines:**
* `bigcommerce-get-order` is on the bigcommerce server; `hubspot-get-tasks` and `hubspot-update-task` are on the hubspot server.
* The only write tool allowed is `hubspot-update-task`, once per confirmed task, only to set `status` to COMPLETED, and only after the confirmation in Step 3. Call no other hubspot-add, hubspot-update, hubspot-rename, hubspot-remove, hubspot-subscribe, hubspot-unsubscribe or hubspot-import tool.
* Never call `bigcommerce-customer-update`, `bigcommerce-gift-certificate-add` or any other bigcommerce add, update or delete tool. BigCommerce is only read here.
**Validation:**
* If no open task matches, say so and stop.
* If the user declines or does not answer, stop with nothing written.
* Compare status names case-insensitively.Who it's for
One answer, three teams that use it
Order operations
Clear follow-ups for shipped orders
Close tasks for orders that have since shipped or completed, so the team works only the stuck ones.
Which Follow up order tasks in HubSpot are for BigCommerce orders that have now shipped?
Customer service leads
See which orders still need a call
Get the tasks that are not done, with days past due, so the right orders get attention.
Show HubSpot order follow-up tasks where the BigCommerce order is still awaiting payment.
Ecommerce managers
Spot orders that closed another way
See cancelled, declined and refunded orders separately, and decide what to do with their tasks.
Which HubSpot follow-up tasks are for BigCommerce orders that were cancelled or refunded?
How it works
What PopdockAI does when you ask
Your AI assistant reads the open HubSpot follow-up tasks and checks each order in BigCommerce. Only the done tasks you approve are completed, and BigCommerce is only read.
01
Read
It reads open HubSpot follow-up tasks and takes the order id and recorded status from each title.
02
Check
It looks up each order in BigCommerce and sorts tasks into done, closed another way and not done.
03
Confirm
You review the groups and approve the done tasks.
04
Complete
It marks those tasks completed and checks each status.
What PopdockAI provides
The tools behind the answer
Ready made tools for HubSpot and one secure connection to your AI tool. No code, no exports.
hubspot-get-tasks
bigcommerce-get-order
hubspot-update-task
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
Only the stuck orders stay on the list
Related use cases
More ways to put this data to work
Create HubSpot follow-up tasks for stuck BigCommerce orders
Ask your AI to find BigCommerce orders stuck in one status and create a HubSpot follow-up task for each buyer, skipping orders already being chased, after you confirm.
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Close out overdue HubSpot tasks
Ask your AI to go through overdue HubSpot tasks and it suggests complete, reschedule or defer for each, updating only the tasks you decide on.
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Reassign open HubSpot tasks
Ask your AI to move every open HubSpot task from one rep to another. It checks the new owner, shows the tasks, and changes only the owner after you confirm.
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Ask your AI which HubSpot collection tasks are paid in Stripe and it checks each invoice, groups the tasks and completes the paid ones only after you confirm.
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