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Find billable work you have not invoiced yet
For project managers who want unbilled FreshBooks time and expenses grouped by client, just by asking their AI assistant.
On this page
Connector
Connect FreshBooks, pick your AI tool and paste the prompt.
The problem
Billable work sits uninvoiced for weeks
Billable hours and expenses are easy to forget. Checking time and expenses separately and working out each client and project means work done is never invoiced.
Without PopdockAI
- Check time entries for unbilled hours
- Check expenses for unbilled items
- Work out the client and project for each
- Find forgotten work months later
With PopdockAI
- Unbilled billable time is found and converted to hours
- Billable expenses not on an invoice are added
- Results are grouped by client with the oldest item
- Unassigned time listed apart, 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:** Find billable work not yet invoiced since {from-date} (default: the last 90 days), grouped by client.
**Step 1: Unbilled time**
If `{company}` is not empty, pass it as `company` on every call; otherwise omit `company`. Call `freshbooks-get-time-entry` with `billable` true, `billed` false and `started-at.from` {from-date}. Convert `duration` from seconds to hours.
**Step 2: Unbilled expenses**
Call `freshbooks-get-expense` with `billable` true and `date.from` {from-date}. Keep only rows where `invoice-id` is empty.
**Step 3: Report**
A table by `client-id`: hours, expense total, project ids. Resolve client names with `freshbooks-get-client` and project titles with `freshbooks-get-project` for the top results. Highlight the oldest unbilled item per client.
**Rules & Guidelines:**
* This prompt is read-only. Never call any `freshbooks-add-*`, `freshbooks-update-*`, `freshbooks-delete-*`, `freshbooks-mark-invoice-as-sent` or `freshbooks-send-invoice-by-email` tool.
**Validation:**
* If both reads return nothing, say there is no unbilled work and stop.
* Time entries without a `client-id` go in a separate "unassigned" line.Who it's for
One answer, three teams that use it
Project managers
Bill every hour your team works
See unbilled hours by client and project so nothing slips through.
What billable hours are unbilled in FreshBooks for the last 60 days?
Bookkeepers
Invoice expenses on time
Find billable expenses not on any invoice, grouped by client.
Which billable FreshBooks expenses since August have not been invoiced?
Agency owners
Recover revenue you earned
See the oldest unbilled item per client and invoice it before it goes stale.
Which clients have the oldest unbilled work in FreshBooks?
How it works
What PopdockAI does when you ask
You give a start date or use the last 90 days, and your AI assistant finds unbilled time and expenses. It reports only.
01
Ask
You give a start date, or use the last 90 days.
02
Time
It finds billable time entries that are not billed and converts them to hours.
03
Expenses
It finds billable expenses that are not on an invoice.
04
Report
You get a table by client with hours, expense totals and the oldest item.
What PopdockAI provides
The tools behind the answer
Ready made tools for FreshBooks and one secure connection to your AI tool. No code, no exports.
freshbooks-get-time-entry
freshbooks-get-expense
freshbooks-get-client
freshbooks-get-project
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
Forgotten billable work found by client
Related use cases
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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.