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Record a Rillet bill payment without overpaying
For accounts payable teams who want a payment recorded against a Rillet vendor bill by their AI assistant, checked against the unpaid balance.
On this page
Connector
Connect Rillet, pick your AI tool and paste the prompt.
The problem
Bill payments that overpay or leave a balance open
Recording a bill payment means finding the bill, adding up its lines and tax because Rillet bills carry no total, subtracting earlier payments and choosing the bank account. Get the balance wrong and you overpay a vendor or leave a bill open.
Without PopdockAI
- Find the bill by expense number
- Add up its lines and tax by hand
- Subtract payments already recorded
- Pick a bank account and hope the balance is right
With PopdockAI
- The one matching bill found and its total worked out
- Earlier payments subtracted, overpayments refused
- Active bank or cash accounts offered when you give none
- Recorded once after you confirm, with the new balance read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Record a payment against the vendor bill with expense number `{expense-number}`, for `{amount}` (default the full unpaid balance), dated `{payment-date}` (default today), from the cash account `{account-code}` (ask if not given).
**Step 1: Find the bill**
Call `rillet-get-bills` filtered by `expense-number` = `{expense-number}`. If none or more than one match, list them with vendor and bill date and stop. Call `rillet-get-vendors` to name the vendor.
**Step 2: Work out the balance**
* Bills carry no total. Call `rillet-get-bill-lines` filtered by `expense-number` and sum `amount` plus `tax-amount`; take the `currency` from the lines.
* Call `rillet-get-bill-payments` filtered by `bill-id` and sum `amount`.
* Unpaid = total minus payments. If `{amount}` is empty, use the unpaid balance. If `{amount}` is more than the unpaid balance, stop and say so.
**Step 3: Confirm the cash account**
If `{account-code}` is empty, call `rillet-get-accounts` and offer the active asset accounts that look like bank or cash accounts. Either way, confirm the account exists and is active.
**Step 4: Confirm, then write once**
Show the user: vendor, expense number, bill date, due date, total, already paid, this payment, date, currency, account, and what remains after. Ask them to confirm. Only after they say yes, call `rillet-add-bill-payment` once, with `bill-id`, `amount`, `currency`, `date` and `account-code`.
**Step 5: Verify**
Call `rillet-get-bill-payments` filtered by `bill-id` and show the new payment and the remaining balance.
**Rules & Guidelines:**
* `rillet-add-bill-payment` is the only write tool you may call, and only once, after confirmation.
* Never call `rillet-update-bill`; it replaces the whole bill and clears anything left empty.
* If the call fails, report the error and do not retry with changed values unless the user asks.
**Validation:**
* If the bill is already fully paid, say so and stop.
* If `{amount}` is given but not a positive number, ask again.Who it's for
One answer, three teams that use it
Accounts payable
Pay bills without doing the sums
The unpaid balance is worked out from the lines, tax and past payments, so you just confirm.
Record a payment of 2,000 against bill NT-4471 from the main checking account today.
AP managers
Stop overpayments before they happen
A payment larger than the balance is refused, and a paid bill stops the job.
Pay whatever is left on Contoso bill CC-0915 and tell me the remaining balance.
Controllers
Keep open bills accurate
Each payment is read back with the new balance, so open payables stay right for the close.
Record a partial payment of 500 on Fabrikam bill FB-2290 dated October 31.
How it works
What PopdockAI does when you ask
You give the expense number and your AI assistant works out what is still owed on the bill. The payment is recorded only after you have seen the totals and said yes, and the bill itself is never edited.
01
Ask
You give the expense number, and optionally amount, date and cash account.
02
Check
It finds the bill and works out the unpaid balance.
03
Confirm
You see totals, this payment and what remains.
04
Pay
It records the payment once and reads back the new balance.
What PopdockAI provides
The tools behind the answer
Ready made tools for Rillet and one secure connection to your AI tool. No code, no exports.
rillet-get-bills
rillet-get-vendors
rillet-get-bill-lines
rillet-get-bill-payments
rillet-get-accounts
rillet-add-bill-payment
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
The right payment against the right bill, every time
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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