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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.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
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.
**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.
02
Read
It reads recent WooCommerce refunds and finds each customer in FreshBooks.
03
Match
It looks for a credit of the same amount near the refund date or naming the order.
04
Report
You get refunds with no credit, credits with no refund and the uncovered total.
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-refund
freshbooks-get-client
freshbooks-get-credit
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
Every refund matched to a credit, or flagged
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.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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