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Create Rillet vendors from Ramp vendors without duplicates
For finance teams who want a Ramp vendor set up in Rillet by asking their AI assistant, with a duplicate check first.
On this page
Connector
Connect Rillet, pick your AI tool and paste the prompt.
The problem
Setting up Ramp vendors in Rillet means retyping and guessing
When a vendor already exists in Ramp, setting it up in Rillet means retyping the name and email and finding an address Ramp does not hold. Skip the search and you create a duplicate, and miss a required address field and it will not save.
Without PopdockAI
- Look up the vendor and contact in Ramp
- Search Rillet for the same name or email
- Hunt down the address Ramp does not hold
- Retype it all and fix the failed save
With PopdockAI
- The vendor and default contact email read from Ramp
- Rillet checked by name and email, with a stop on a match
- Missing required address fields asked for up front
- Created only after you confirm, then checked in Rillet
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create a Rillet vendor for the Ramp vendor `{vendor-name}` if Rillet does not already have it. Address details `{address}` (optional) are used because Ramp does not supply a street address.
**Step 1: Find the Ramp vendor**
Call `ramp-get-vendor` (ramp server) with `name.contains` = `{vendor-name}`. If several match, list them (id, name, active) and stop for the user to pick. Keep `name`, `vendor-country`, `active`, `id`. Call `ramp-get-vendor-contact` (ramp server) with `vendor-id` to get an `email` (use the one marked default).
**Step 2: Check Rillet**
Call `rillet-get-vendors` (rillet server) and look for the same name (ignore case, punctuation, Inc, LLC, Ltd) or the same `email`. If found, report the existing `vendor-id` and stop. Do not create a duplicate.
**Step 3: Confirm**
Rillet requires `name`, `country`, `address-line1`, `city` and `zip-code`. Take these from `{address}` and the Ramp `vendor-country`; if any is missing, ask the user and stop. Show the exact values for `rillet-add-vendor` and ask "Create this vendor in Rillet? (yes/no)". Wait.
**Step 4: Create**
On yes, call `rillet-add-vendor` once with the confirmed values and the email if known. Then call `rillet-get-vendors` and confirm the new vendor appears; report its `vendor-id`.
**Rules & Guidelines:**
* Tools starting ramp- are on the ramp server and tools starting rillet- are on the rillet server. Both servers must be connected.
* Ramp is read only in this prompt. Never call a Ramp tool whose name contains add, update, delete, archive, upload or sync.
* The only write allowed is `rillet-add-vendor` on the rillet server, called at most once, and only after the user replies yes to the confirmation. Never call any other Rillet write tool.
**Validation:**
* If the Ramp vendor is not found, stop.
* If the user says no or does not answer, change nothing.
* If the create fails, report the error and do not retry.Who it's for
One answer, three teams that use it
Accounts payable
Set up vendors so bills can be entered
Create the Rillet vendor from Ramp in one message, with every required address field filled in.
Set up Contoso Office Supply in Rillet from Ramp. Their address is 40 Market Street, Seattle, 98101, US.
Vendor master data
Keep the vendor list free of duplicates
Rillet is checked by name and email first, so a vendor is never created twice.
Is the Ramp vendor Fabrikam Freight already in Rillet? If not, create it.
Controllers
Know new vendors saved correctly
The vendor is confirmed in Rillet after it is created, so you can trust the ledger.
Create Northwind Catering in Rillet from Ramp and confirm it appears afterwards.
How it works
What PopdockAI does when you ask
You give the Ramp vendor name and any address details, and your AI assistant checks Rillet for an existing vendor. Nothing is created until you have reviewed the exact values and said yes.
01
Ask
You give the Ramp vendor name and any address details.
02
Check
It finds the Ramp vendor and its contact email, then looks for the same vendor in Rillet.
03
Confirm
You supply any missing address field, review the exact values and say yes.
04
Create
It creates the vendor in Rillet and confirms it appears.
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.
ramp-get-vendor
ramp-get-vendor-contact
rillet-get-vendors
rillet-add-vendor
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
Ramp vendors in Rillet once, complete and ready to bill
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One prompt template with infinite possibilities.
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