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Warn project teams when a client is behind on Intacct invoices
For finance and delivery leads who want an overdue Sage Intacct balance raised as a risk on the client's Teamwork.com projects by their AI assistant.
On this page
Connector
Connect Teamwork.com, pick your AI tool and paste the prompt.
The problem
Teams keep working for clients who have stopped paying
Overdue balances sit in Sage Intacct while project teams live in Teamwork.com, so billable work carries on for clients months behind. By the time someone raises it, more unbilled work has piled up.
Without PopdockAI
- Run an aging report in Sage Intacct
- Find the client's active projects in Teamwork.com
- Check whether a risk was already raised
- Tell each team by email and hope it is seen
With PopdockAI
- Past-due invoices are totalled with the oldest due date
- Active projects are found, skipping those with an open overdue risk
- You approve the risk text before anything is added
- Risks mention only the total, never invoice numbers
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Check whether client `{customer-name}` has Intacct invoices more than `{days-overdue}` days overdue (default 60), and if so add a cost risk to each of their active Teamwork projects, after the user confirms.
**Step 1: Check the overdue balance in Intacct**
Call `intacct-get-customer` with `customer-name.contains` set to `{customer-name}`. If more than one matches, list them and stop. Call `intacct-get-invoice` with the `customer-id`, `total-due.min` = 0.01 and `due-date.to` set to today minus `{days-overdue}` days. If nothing comes back, say the client has nothing that overdue and stop. Otherwise total `total-due` and note the oldest `due-date`.
**Step 2: Find the client's active projects in Teamwork**
Call `teamwork-get-companies` with `name.contains` set to the Intacct `customer-name`. If none or several match, say so and stop. Call `teamwork-get-projects` with the `company-id` and `status` = active. If there are none, say so and stop.
**Step 3: Skip projects that already carry the risk**
For each project, call `teamwork-get-risks` with the `project-id` and `status` = open. If an open risk's `source` already mentions overdue invoices for this client, skip that project and say so.
**Step 4: Confirm**
Show the user the projects that will get a risk, and the risk text: source "Client has <total> in Intacct invoices more than <days> days overdue (oldest due <date>)", impacts cost true, and mitigation plan "Confirm a payment plan with the client before further billable work." Wait for an explicit yes.
**Step 5: Create and confirm**
After the user says yes, call `teamwork-create-risk` once per confirmed project with `project-id`, `source`, `mitigation-plan`, `impacts-cost` = true, `probability` = 3 and `impact` = 3 unless the user gives other values. Then call `teamwork-get-risks` for each project and confirm the new risk is there.
**Rules & Guidelines:**
* `intacct-get-customer` and `intacct-get-invoice` are on the intacct server. `teamwork-get-companies`, `teamwork-get-projects`, `teamwork-get-risks` and `teamwork-create-risk` are on the teamwork server.
* `teamwork-create-risk` is the only tool that may write, once per confirmed project.
* Do NOT call `teamwork-update-risk`, `teamwork-update-project`, `teamwork-create-message`, or any Intacct action tool such as `intacct-update-customer`.
**Validation:**
* Do not put invoice numbers or anything beyond the overdue total in the risk text, since project members may not have finance access.
* If a create call fails for one project, report it and carry on with the rest.Who it's for
One answer, three teams that use it
Project managers
Know before you commit more hours
A risk on your project tells you the client is behind on payment, so you can raise it before more billable work goes in.
Flag a risk on Contoso's Teamwork.com projects if they have Intacct invoices over 45 days overdue.
Credit controllers
Warn delivery without sharing the ledger
Raise the overdue position with project teams in their own tool, with only the total shown and no invoice details.
Northwind Traders owes us money. Add an overdue risk to their active Teamwork.com projects for anything past 30 days.
Delivery directors
Put payment risk on the risk register
Payment problems show up beside the other project risks, so they are part of the next risk review.
Add Intacct overdue invoice risks for Fabrikam to any Teamwork.com project that does not already have one.
How it works
What PopdockAI does when you ask
You name the client and an overdue threshold, and your AI assistant checks Sage Intacct and finds the client's projects. Risks are added only after you confirm, then read back.
01
Ask
You name the client and an overdue threshold.
02
Check
It totals past-due Sage Intacct invoices and the oldest due date.
03
Match
It finds active Teamwork.com projects, skipping those with an open overdue risk.
04
Confirm
You approve the risk text, then each risk is created and read back.
What PopdockAI provides
The tools behind the answer
Ready made tools for Teamwork.com and one secure connection to your AI tool. No code, no exports.
sage-intacct-get-customer
sage-intacct-get-invoice
teamwork-com-get-companies
teamwork-com-get-projects
teamwork-com-get-risks
teamwork-com-create-risk
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
Project teams know when a client is behind on payment
Related use cases
More ways to put this data to work
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.
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