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Follow up stuck BigCommerce orders from HubSpot
For ecommerce and operations teams who want stalled BigCommerce orders chased in HubSpot, by asking their AI assistant to set up the tasks.
On this page
Connector
Connect HubSpot, pick your AI tool and paste the prompt.
The problem
Stuck BigCommerce orders get chased twice or never
Orders that sit in Awaiting Payment or another status for days are easy to miss in BigCommerce. Chasing them means finding each buyer in HubSpot and setting up a follow-up by hand, so some get two and some get none.
Without PopdockAI
- Filter BigCommerce orders by status and age
- Find each buyer in HubSpot by email
- Check for an existing follow-up task
- Create tasks one at a time
With PopdockAI
- Orders stuck in your chosen status are read with their items
- Each buyer is matched to one HubSpot contact by billing email
- Orders already being chased are skipped
- You confirm before tasks are created, 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:** For BigCommerce orders in status `{order-status}` (default Awaiting Payment) that were created more than `{older-than-days}` days ago (default 3), create one HubSpot follow-up task per order on the buyer's contact and company. Nothing is written until the user confirms.
**Step 1: Find stuck orders in BigCommerce**
Call `bigcommerce-get-order` with `status` set to `{order-status}` (Awaiting Payment if empty), `date-created.to` set to today minus `{older-than-days}` days (3 if empty) and `max-records` of 25. Keep `id`, `billing-email`, `billing-first-name`, `billing-last-name`, `date-created`, `total-including-tax`, `currency-code`, `payment-status` and `payment-method`. Orders with no `billing-email` are listed as unmatchable. For each order, call `bigcommerce-get-order-product` with `order-id` set to the order `id` and keep `name` and `quantity` for the task body.
**Step 2: Find the buyer in HubSpot**
The join is the BigCommerce `billing-email` against the HubSpot contact `email`, compared case-insensitively after trimming. Call `hubspot-get-contacts` with `email` set to it and keep `record-id` and `company-id`. If none or more than one comes back, list the order as unmatched and do not create a task for it.
**Step 3: Skip orders that already have a task**
Call `hubspot-get-tasks` with `task-title.contains` set to "BigCommerce order <id>". If a task comes back whose `task-status` is not completed, skip the order and show that task.
**Step 4: Confirm**
Show a table: order id, buyer, email, date, total and currency, payment status, items, and the task due date (today). Ask for an explicit yes and offer to exclude rows. Do not continue without a yes.
**Step 5: Write and verify**
For each confirmed order, call `hubspot-add-task` once with `subject` set to "Follow up BigCommerce order <id>: <status>", `body` set to the date, total, payment status, payment method and items, `due-date` today, `status` NOT_STARTED, `priority` MEDIUM (HIGH when `payment-status` shows the payment was declined), `type` TODO, `contact-ids` set to the contact `record-id` and `company-ids` set to the `company-id` when there is one. Set `owner-id` only when `{owner-id}` is a numeric HubSpot owner ID; otherwise leave it unset, because no tool turns a person's name into an owner ID. Then call `hubspot-get-tasks` with `task-title.contains` set to "BigCommerce order <id>" and confirm each task exists. Report created, failed and skipped rows.
**Rules & Guidelines:**
* `bigcommerce-get-order` and `bigcommerce-get-order-product` are on the bigcommerce server; `hubspot-get-contacts`, `hubspot-get-tasks` and `hubspot-add-task` are on the hubspot server.
* The only write tool allowed is `hubspot-add-task`, once per confirmed order and only after the confirmation in Step 4. Call no other hubspot-add, hubspot-update, hubspot-rename, hubspot-remove, hubspot-subscribe, hubspot-unsubscribe or hubspot-import tool, and do not use the engagement task tools.
* Never call `bigcommerce-customer-update`, `bigcommerce-gift-certificate-add`, `bigcommerce-coupon-add` or any other bigcommerce add, update or delete tool. BigCommerce is only read here.
* Keep the subject format exactly as given; the complete-order-follow-up-tasks prompt finds these tasks by it.
**Validation:**
* If no order matches, say so and suggest a different status or a shorter wait.
* If the user declines or does not answer, stop with nothing written.
* Never create a second open task for the same order.Who it's for
One answer, three teams that use it
Order operations
Chase unpaid orders on time
Get a follow-up task for each order stuck awaiting payment, on the right buyer in HubSpot.
Create HubSpot follow-up tasks for BigCommerce orders Awaiting Payment for more than 5 days.
Customer service leads
Contact buyers with declined payments
Declined payments get higher priority tasks, so those buyers hear from you first.
Which BigCommerce orders are Declined from the last week, and can you set up HubSpot tasks for them?
Sales reps
Rescue orders before they are lost
Follow up with buyers whose orders are stuck, with the items they ordered on the task.
Set up follow-up tasks in HubSpot for BigCommerce orders stuck in Pending for 3 days or more.
How it works
What PopdockAI does when you ask
You choose the status and age, and your AI assistant finds the stuck orders and their buyers in HubSpot. Tasks are only created after you confirm, and BigCommerce is only read.
01
Find
It reads BigCommerce orders stuck in the status you name for longer than you set.
02
Match
It finds each buyer in HubSpot by billing email and skips orders with an open task.
03
Confirm
You review the orders, buyers and items, and say yes.
04
Create
It creates one follow-up task per order and checks each one exists.
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.
bigcommerce-get-order
bigcommerce-get-order-product
hubspot-get-contacts
hubspot-get-tasks
hubspot-add-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
Every stuck order gets one follow-up
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