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Pause WooCommerce orders from customers over their credit limit
For credit and operations teams who want risky WooCommerce orders held before they ship, based on Sage Intacct balances, by their AI assistant.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
The problem
Goods shipped to customers who are over their limit
Orders ship from WooCommerce to customers over their credit limit or long overdue in Sage Intacct, because nobody checks the ledger before fulfilment. By the time finance notices, the goods are gone.
Without PopdockAI
- List open orders in WooCommerce
- Find each customer in Sage Intacct
- Check balance, credit limit and overdue invoices
- Ship before anyone checks
With PopdockAI
- Open orders are grouped by customer and matched with email agreement
- Over-limit, overdue and inactive customers are flagged with the reason
- You choose which orders to hold
- Each hold gets a private note customers never see
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Review WooCommerce orders with status `{order-status}` (default processing) and flag those from customers who are over their Intacct credit limit or have invoices more than `{overdue-days}` days (default 30) overdue. Put orders on hold only for the ones the user picks.
**Step 1: Read the open orders**
Call `woocommerce-get-order` with `status` = `{order-status}` (default processing) and `max-records` = 250. Keep `order-id`, `order-number`, `created-date`, `customer-id`, `customer-email`, `billing-first-name`, `billing-last-name`, `total` and `currency`. Group the orders by `customer-email`.
**Step 2: Find each customer in Intacct**
For each email, find the Intacct customer. Where the order has a non-zero `customer-id`, call `woocommerce-get-customer` with it for the `billing-company`.
Try, in order, and stop at the first single match:
1. `intacct-get-contact` with `email` = the WooCommerce email, then `intacct-get-customer` with `customer-name` = the contact's `company-name`.
2. If the WooCommerce customer has a `billing-company` (from `woocommerce-get-customer`), `intacct-get-customer` with `customer-name` = that company.
3. `intacct-get-customer` with `customer-name` = the WooCommerce first and last name.
Treat a match as confirmed when the Intacct customer's `email` equals the WooCommerce email (ignoring case) or is empty. If it holds a different email, report it as a possible wrong match instead of using it.
Customers with no match go in a separate "not in Intacct" list and are never held by this prompt.
**Step 3: Check credit**
For each matched customer, call `intacct-get-customer` with `customer-id` and keep `status`, `credit-limit` and `total-due`. Call `intacct-get-invoice` with `customer-id`, `total-due.min` = 0.01 and `due-date.to` = today minus `{overdue-days}` days (default 30).
Flag the customer when any of these is true, and record which:
* `total-due` plus the customer's open order total is above a `credit-limit` greater than 0;
* at least one invoice is overdue by more than `{overdue-days}` days;
* the Intacct `status` is not active.
**Step 4: Report and ask**
List flagged customers with their Intacct customer-id, reason, total due, credit limit, overdue amount and oldest overdue days, and under each their open orders (order number, date, total). Then list the "not in Intacct" customers and the count of orders that passed.
Ask the user which orders to put on hold. Do not assume all of them.
**Step 5: Hold the chosen orders**
For each order the user chose, call `woocommerce-update-order` with `order-id` and `status` = on-hold, then `woocommerce-add-order-note` with `order-id`, `note` = "Held for credit review: " followed by the reason and the Intacct customer-id, and `customer-note` = false. Then report each order's new status.
**Rules & Guidelines:**
* `woocommerce-get-order`, `woocommerce-get-customer`, `woocommerce-update-order` and `woocommerce-add-order-note` are on the woocommerce server. `intacct-get-contact`, `intacct-get-customer` and `intacct-get-invoice` are on the intacct server.
* The only write tools this prompt may call are `woocommerce-update-order`, only to set `status` to on-hold, and `woocommerce-add-order-note`, always as a private note, and only for orders the user chose. Do NOT call `woocommerce-send-order-details`, `woocommerce-add-refund`, `intacct-update-customer` or any other write tool, and never set `customer-note` to true.
**Validation:**
* If there are no orders with status `{order-status}`, say so and stop.
* If no customer is flagged, say every matched customer is within terms and stop without asking.
* If an order's currency differs from the Intacct customer's currency, do not add its total to the balance; flag it for the user to judge.
* If an update fails, show the error, do not add the note for that order, and continue with the rest.Who it's for
One answer, three teams that use it
Credit controllers
Check credit before fulfilment
See which open orders belong to customers over their limit or overdue, with the reason shown.
Which processing WooCommerce orders are from customers over their Intacct credit limit?
Fulfilment managers
Know which orders not to ship
Held orders carry a private note explaining why, so the warehouse knows what to wait on.
Hold any WooCommerce orders from customers with Intacct invoices over 90 days overdue.
Finance managers
Reduce bad debt from web orders
A check before shipping stops new exposure to customers who are already behind.
Check on-hold and processing WooCommerce orders against Intacct balances and inactive customers.
How it works
What PopdockAI does when you ask
You set the order status and an overdue threshold, and your AI assistant checks each customer in Sage Intacct. Only the orders you choose are put on hold.
01
Ask
You set the order status and an overdue threshold.
02
Match
It groups open orders by customer and finds each in Intacct, requiring the email to agree.
03
Check
It flags over-limit, overdue and inactive customers with the reason.
04
Hold
You choose orders, then each goes on hold with a private note.
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
woocommerce-get-customer
sage-intacct-get-contact
sage-intacct-get-customer
sage-intacct-get-invoice
woocommerce-update-order
woocommerce-add-order-note
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
Risky orders paused before they ship
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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