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Find WooCommerce orders with no FreshBooks payment
For finance teams who want store sales checked against FreshBooks payments by asking their AI assistant for the last month.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
The problem
Store sales that never reach the books
Store sales missing from FreshBooks tend to show up only at month end. Someone then compares orders with payments by hand, working out whether the client, invoice or payment is missing, and the check keeps being put off.
Without PopdockAI
- Export completed orders from WooCommerce
- Find each customer's client in FreshBooks
- Look for a matching invoice and payment
- Put it off until month end
With PopdockAI
- Orders are read and each customer found in FreshBooks
- A same amount payment within 7 days counts as covered
- Gaps are grouped as no client, no invoice or no payment
- Only same currency payments are compared, and nothing is 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 WooCommerce orders with status `{order-status}` (default: completed) created in the last `{lookback-days}` days (default 30), find those with no FreshBooks payment in company `{company}`.
**Step 1: Read orders**
Call `woocommerce-get-order` with `status` set to `{order-status}` and `created-date.from` set to today minus `{lookback-days}` days. Keep `order-number`, `total`, `currency`, `customer-email`, `paid-date`.
**Step 2: Read FreshBooks**
For each distinct `customer-email`, call `freshbooks-get-client` with `email` to get the client `id`, then `freshbooks-get-payment` with `client-id` and `date.from` set to the same start date. Also call `freshbooks-get-invoice` with `customer-id` to see whether an invoice exists.
**Step 3: Report**
An order is covered when the client has a payment of the same `amount` within 7 days of `paid-date`. Report counts, then orders grouped as: no client, client but no invoice, invoice but no payment. Show order number, total and customer for each.
**Rules & Guidelines:**
* FreshBooks tools (named freshbooks-...) are on the freshbooks server; WooCommerce tools (named woocommerce-...) are on the woocommerce server. Both servers must be connected.
* Pass `{company}` as the company parameter on every FreshBooks call when it is given; if FreshBooks reports more than one company and none was given, ask which one and stop.
* This prompt is read-only. Never call any FreshBooks add, update, delete, mark or send tool (for example `freshbooks-add-invoice`, `freshbooks-add-payment`, `freshbooks-add-credit-note`, `freshbooks-send-invoice-by-email`) or any WooCommerce add, update or send tool (for example `woocommerce-add-order-note`, `woocommerce-update-order`, `woocommerce-send-order-details`).
**Validation:**
* If no orders come back, say so and stop.
* Only compare payments in the same `currency-code` as the order; flag the rest.Who it's for
One answer, three teams that use it
Bookkeepers
Find unrecorded sales before month end
See orders with no payment grouped by what is missing, so you know whether to add a client, invoice or payment.
Which WooCommerce orders from the last 14 days have no FreshBooks payment for Contoso?
Finance managers
Check the books match the store
Counts and grouped gaps give a quick read on whether online revenue is fully recorded.
Check completed WooCommerce orders this month against FreshBooks payments for Fabrikam.
Store owners
Make sure every sale is counted
Know which sales never made it into your accounts before you look at the monthly figures.
Are any WooCommerce orders from last month missing a payment in FreshBooks?
How it works
What PopdockAI does when you ask
You give an order status, look-back and the FreshBooks company, and your AI assistant checks each order for a payment. It only reports, so neither system is changed.
01
Ask
You give an order status, a look-back period and the FreshBooks company.
02
Read
It reads WooCommerce orders and finds each customer in FreshBooks.
03
Check
It looks for a payment of the same amount within 7 days of the paid date.
04
Report
You get counts and orders grouped by no client, no invoice or no payment.
What PopdockAI provides
The tools behind the answer
Ready made tools for WooCommerce and one secure connection to your AI tool. No code, no exports.
woocommerce-get-order
freshbooks-get-client
freshbooks-get-payment
freshbooks-get-invoice
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
Missing sales grouped by what is absent
Related use cases
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