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Reconcile a BigCommerce order with a Rillet invoice
Report
Cross-Connector

Find the Rillet invoice for a BigCommerce order and check it

For finance teams who want a store order matched to its Rillet invoice, just by asking their AI assistant.

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Reconcile a BigCommerce order with a Rillet invoice
Find the Rillet invoice for BigCommerce order 10482 and tell me whether the total and date agree.
Order 10482 agrees with a Rillet invoice within the 0.01 tolerance. The match was inferred. - Order total: 1,245.00 USD, dated 3 October - Invoice INV-1042: 1,245.00 USD, dated 4 October - Invoice status: open, amount due 1,245.00 - Refunds: none on the order Want to see the order lines as well?
BigCommerce
Sample figures. Your results come from your own account.
bigcommerce-get-order
bigcommerce-get-order-product
rillet-get-customer-emails
rillet-get-customers
rillet-get-invoices
rillet-get-credit-memos

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

BigCommerce

BigCommerce
Run it on your own BigCommerce data.

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

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The problem

A wrong or missing invoice found only at month end

Someone opens a BigCommerce order and then hunts through Rillet for its invoice. A wrong total or a missing invoice is usually noticed only at month end, when it is much harder to trace.

Without PopdockAI

  • Open the order in BigCommerce
  • Find the customer in Rillet
  • Scan invoices for the order reference or a similar total
  • Check refunds against credit memos separately

With PopdockAI

  • The order is read and the Rillet customer found by billing email
  • The invoice carrying the order id is found, or the closest total within 7 days
  • Inferred matches are labelled, and ties are never picked
  • Credit memos are listed for refunds, 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 BigCommerce order `{order-id}`, find the matching Rillet invoice and report whether the totals and dates agree, using a tolerance of `{tolerance}` (default 0.01).

**Step 1: Read the order (bigcommerce server)**

Call `bigcommerce-get-order` with `id` = `{order-id}`. Keep `customer-id`, `billing-email`, `billing-last-name`, `total-including-tax`, `total-tax`, `currency-code`, `date-created`, `refunded-amount` and `payment-status`. If no order is found, stop. Call `bigcommerce-get-order-product` with `order-id` = `{order-id}` to list the line items (`sku`, `name`, `quantity`, `total-including-tax`).

**Step 2: Find the Rillet customer (rillet server)**

Call `rillet-get-customer-emails` and find the row whose `email` equals `billing-email` (case-insensitive). Take its `customer-id`. If there is no match, fall back to `rillet-get-customers` matching `name` on the billing name. If neither matches, report the order as having no Rillet customer and stop.

**Step 3: Find the invoice (rillet server)**

Call `rillet-get-invoices` and keep rows whose `customer-id` equals the one found. Prefer the row whose `purchase-order-number`, `memo` or `invoice-number` contains `{order-id}`. Otherwise choose the invoice whose `total` is closest to the order total and whose `invoice-date` is within 7 days of `date-created`, and say the match was inferred.

**Step 4: Report**

A side-by-side table: order total, invoice `total`, difference, currency on each side, order date, `invoice-date`, invoice `status`, `amount-due`. State clearly whether they agree within the tolerance. If the order has a `refunded-amount`, list Rillet credit memos from `rillet-get-credit-memos` for that `customer-id` beside it.

**Rules & Guidelines:**

* `bigcommerce-*` tools are on the bigcommerce server; `rillet-*` tools are on the rillet server. Both servers must be connected.
* This prompt is read-only. Never call any bigcommerce `-add`, `-update` or `-delete` tool or any rillet `-add`, `-update`, `-apply`, `-unapply`, `-record`, `-set` or `-setup` tool.
* Quote ids and amounts exactly as returned. Do not guess a match.

**Validation:**

* If the currencies differ, report both and do not convert.
* If several invoices fit equally well, list them and do not pick one.
* If there is no invoice for the customer, report the order as not yet invoiced.

Who it's for

One answer, three teams that use it

Accountants

Check an order was invoiced right

Total, currency, date and amount due side by side show whether the invoice is correct.

Find the Rillet invoice for BigCommerce order 30218 and check the total.

Accounts receivable

See what is still due

Amount due on the invoice answers a customer's payment question straight away.

What is still due in Rillet for BigCommerce order 28840?

Revenue accountants

Match refunds to credit memos

Credit memos are listed when the order has a refund, so you can confirm it was booked.

BigCommerce order 27105 was refunded. Is there an invoice and credit memo in Rillet?

How it works

What PopdockAI does when you ask

You give an order id and your AI assistant finds and checks the Rillet invoice for it. It does no currency conversion and never guesses between equal invoices.

01

Ask

You give the BigCommerce order id and optionally a tolerance.

Your AI tool

02

Read

It reads the order and finds the Rillet customer by billing email.

bigcommerce-get-order
bigcommerce-get-order-product
rillet-get-customer-emails
rillet-get-customers

03

Match

It finds the invoice by order reference, or the closest total and date, and says if inferred.

rillet-get-invoices

04

Report

You get a side-by-side table and whether it agrees within the tolerance.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for BigCommerce and one secure connection to your AI tool. No code, no exports.

get-data

bigcommerce-get-order

Returns orders from BigCommerce, with filters for the fields that matter on this list. Read-only; needs a BigCommerce connection.
get-data

bigcommerce-get-order-product

Returns order products from BigCommerce, with filters for the fields that matter on this list. Read-only; needs a BigCommerce connection.
get-data

rillet-get-customer-emails

Returns customer email addresses with their type and the customer's location from Rillet.
get-data

rillet-get-customers

Returns customers (name, address, payment terms, invoicing settings) from Rillet.
get-data

rillet-get-invoices

Returns customer invoices (number, customer, dates, status, totals, amount due) from Rillet.
get-data

rillet-get-credit-memos

Returns customer credit memos (number, customer, invoice, totals) from Rillet.
Read only.Nothing in BigCommerce 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

Each web order checked against its Rillet invoice

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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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