/
/
Reconcile BigCommerce orders to FreshBooks invoices
For finance teams who want unbilled orders and wrong invoice amounts found before month end, just by asking their AI assistant.
On this page
Connector
Connect BigCommerce, pick your AI tool and paste the prompt.
The problem
Unbilled orders untangled weeks too late
BigCommerce orders are checked against FreshBooks invoices by eye, one customer at a time. Unbilled orders and invoices with the wrong amount or payment state surface only at month end, when they are harder to untangle.
Without PopdockAI
- List orders for the period in BigCommerce
- Find each client in FreshBooks
- Match invoices by number or amount by eye
- Dig back through weeks of orders at month end
With PopdockAI
- Orders in the range are read, skipping cancelled and incomplete ones
- Each client is found by email and an invoice matched by order number or amount
- Each order gets a verdict, with counts per verdict
- Ties are listed, not picked, 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 BigCommerce orders created from `{date-from}` to `{date-to}` (default: today), find the FreshBooks invoice that bills each one and report orders with no invoice and invoices whose amount or payment state disagrees.
**Step 1: Read the orders**
Call `bigcommerce-get-order` (bigcommerce server) with `date-created.from` set to `{date-from}` and `date-created.to` set to `{date-to}`. Keep `id`, `billing-email`, `total-including-tax`, `currency-code`, `payment-status` and `status`. Ignore orders whose `status` is cancelled or incomplete, and say how many you ignored.
**Step 2: Find the FreshBooks client**
For each distinct `billing-email`, call `freshbooks-get-client` (freshbooks server) with `email` set to it. Keep the client `id`. If there is no client, mark every order for that email as "no client".
**Step 3: Find the invoice**
Call `freshbooks-get-invoice` (freshbooks server) with `customer-id` set to the client `id` and `create-date.from` set to `{date-from}`. Match an invoice to an order, in this order of preference: `po-number` equal to the order `id`; otherwise the same `amount` as `total-including-tax` and the same `currency-code`. If two invoices match equally well, list both and do not pick one.
**Step 4: Compare**
For each matched pair compare `amount` with `total-including-tax`, and compare `payment-status` on the invoice with `payment-status` on the order. Flag differences. Allow a difference of `{tolerance}` (default 0.01) in amount.
**Step 5: Report**
A table of orders with: order id, email, order total, invoice number, invoice amount, order payment status, invoice payment status, and a verdict (matched, amount differs, payment state differs, no invoice, no client). Finish with counts per verdict.
**Rules & Guidelines:**
* `bigcommerce-get-order` is on the bigcommerce server. `freshbooks-get-client` and `freshbooks-get-invoice` are on the freshbooks server.
* Read-only. Never call `freshbooks-add-invoice`, `freshbooks-update-invoice`, `freshbooks-delete-invoice`, `freshbooks-add-payment` or any bigcommerce order write tool.
* Compare amounts only when both sides use the same currency; otherwise report the pair as "currency differs".
**Validation:**
* If no orders come back, say so and stop.
* If an order has no `billing-email`, report it as unmatchable rather than guessing.Who it's for
One answer, three teams that use it
Bookkeepers
Reconcile orders to invoices monthly
A verdict per order shows exactly what is matched and what needs work.
Reconcile BigCommerce orders from 1 to 31 October with FreshBooks invoices.
Accountants
Find payment state differences
Orders paid in the store but unpaid in the books, or the reverse, are flagged.
Which BigCommerce orders in September have a different payment state in FreshBooks?
Small business owners
See what never got billed
Orders with no invoice or no client are counted, so nothing earned goes unbilled.
How many BigCommerce orders last month have no FreshBooks invoice?
How it works
What PopdockAI does when you ask
You give a date range and your AI assistant matches BigCommerce orders to FreshBooks invoices. Amounts are compared only in the same currency.
01
Ask
You give a date range.
02
Read
It reads the BigCommerce orders and skips cancelled ones.
03
Match
It finds each client and matches an invoice by order number or by amount.
04
Report
You get a verdict per order and counts per verdict.
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.
bigcommerce-get-order
freshbooks-get-client
freshbooks-get-invoice
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
Unbilled orders and invoice differences caught in period
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.

.webp)
