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Match WooCommerce refunds to FreshBooks credit notes
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Cross-Connector

Check every WooCommerce refund has a FreshBooks credit

For finance teams who want store refunds matched to FreshBooks credit notes by asking their AI assistant.

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Match WooCommerce refunds to FreshBooks credit notes
Check that every WooCommerce refund from the last 30 days has a matching credit in FreshBooks for Northwind Traders.
Of 14 refunds in the last 30 days, 11 have a matching FreshBooks credit and 3 do not. - No credit: order 5120, refund 45.00, dana@contoso.com - No credit: order 5131, refund 120.00 - Client missing in FreshBooks: order 5140, refund 30.00 - Uncovered total: 195.00 Want the list of credits that have no refund?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-refund
freshbooks-get-client
freshbooks-get-credit

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

WooCommerce

WooCommerce
Run it on your own WooCommerce data.

Connect WooCommerce, pick your AI tool and paste the prompt.

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The problem

Refunds forgotten in the books

Refunds issued in WooCommerce are easy to forget to mirror in FreshBooks. The credit note never gets created, the customer balance is wrong, and the gap is found only when someone compares records by hand.

Without PopdockAI

  • List recent refunds in WooCommerce
  • Find each customer in FreshBooks
  • Look for a matching credit by amount and date
  • Skip it on a busy week

With PopdockAI

  • Recent refunds are read and each customer found by email
  • A same amount credit within 7 days, or naming the order, counts as covered
  • Refunds with no credit and credits with no refund are listed
  • Ambiguous matches are labeled, 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.

Prompt
**Objective:** For refunds in the last `{lookback-days}` days (default 30), check that each WooCommerce refund has a FreshBooks credit in company `{company}`.

**Step 1: Read refunds**

Call `woocommerce-get-refund` with `created-date.from` set to today minus `{lookback-days}` days. Keep the refund id, `order-id`, `order-number`, `customer-email`, and amount.

**Step 2: Read credits**

For each distinct `customer-email`, call `freshbooks-get-client` with `email` to get the client `id`. Then call `freshbooks-get-credit` with `customer-id` set to that id and `create-date.from` set to the same start date. Keep `credit-number`, `amount`, `create-date`, `display-status`.

**Step 3: Join and report**

A refund is covered when the client has a credit with the same `amount` created within 7 days of the refund, or whose `credit-number` mentions the order number. Report counts, then refunds with no credit, credits with no refund, and refunds whose client is missing in FreshBooks. Total the uncovered amount.

**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 refunds come back, say so and stop.
* Several credits of equal amount for one client: list them as ambiguous and do not pair them.

Who it's for

One answer, three teams that use it

Bookkeepers

Find refunds with no credit note

Get the refunds missing a FreshBooks credit and the uncovered total, ready to fix.

Which WooCommerce refunds from the last 14 days have no FreshBooks credit for Contoso?

Finance managers

Keep customer balances right

Uncovered refunds are totalled so you know how far balances are off.

What is the total of WooCommerce refunds without a FreshBooks credit this month for Fabrikam?

Accountants

Spot credits with no refund

Credits that match no store refund are listed, so mistakes on the other side are caught too.

Check FreshBooks credits against WooCommerce refunds for the last 60 days.

How it works

What PopdockAI does when you ask

You give a look-back period and the FreshBooks company, and your AI assistant checks every refund for a credit. It only reports, so neither system is changed.

01

Ask

You give a look-back period and the FreshBooks company.

Your AI tool

02

Read

It reads recent WooCommerce refunds and finds each customer in FreshBooks.

woocommerce-get-refund
freshbooks-get-client

03

Match

It looks for a credit of the same amount near the refund date or naming the order.

freshbooks-get-credit

04

Report

You get refunds with no credit, credits with no refund and the uncovered total.

Your AI tool

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.

get-data

woocommerce-get-refund

Returns WooCommerce refunds with amount, reason, who made them and whether the gateway returned the money. Filter by order, customer, amount range and date range.
get-data

freshbooks-get-client

Returns clients from FreshBooks with contact details, currency and outstanding balance. Filter by name or email.
get-data

freshbooks-get-credit

Returns client credits from FreshBooks with amount and balance. Filter by client.
Read only.Nothing in WooCommerce Changes

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.

How Popdock AI secures your data

The outcome

Every refund matched to a credit, or flagged

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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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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