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Find Chargebee credit notes that never reached Rillet
For finance teams who want billing credits reflected in accounting, just by asking their AI assistant.
On this page
Connector
Connect Chargebee, pick your AI tool and paste the prompt.
The problem
Credit notes that never became Rillet credit memos
Credit notes issued in Chargebee may never become credit memos in Rillet, leaving revenue and receivables overstated. Checking means pulling both sets for a customer and matching them by number, total and date yourself.
Without PopdockAI
- Pull the customer's Chargebee credit notes
- Find the customer and credit memos in Rillet
- Match by number, total and date by hand
- Work out the net amount not reflected
With PopdockAI
- Credit notes are read and the customer found in Rillet by email
- Credit memos are matched by number, then total and date
- Linked invoices are checked where possible
- The net amount not in Rillet is shown and nothing is created
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** For Chargebee customer `{chargebee-customer-id}`, check that each credit note on or after {date-from} (default: the last 90 days) has a matching credit memo in Rillet.
**Step 1: Chargebee credit notes (chargebee server)**
Call `chargebee-get-customer` with `id` = {chargebee-customer-id} for the `email`. Call `chargebee-get-credit-note` with `customer-id` = {chargebee-customer-id} and `date.from` = {date-from}. Keep `id`, `date`, `total`, `amount-allocated`, `amount-available`, `reference-invoice-id`, `reason-code`, `status`, `currency-code`.
**Step 2: Rillet credit memos (rillet server)**
Call `rillet-get-customer-emails` and match `email` to get the Rillet `customer-id`. Call `rillet-get-credit-memos` with `customer-id` set to it and `credit-memo-date.from` = {date-from}. Keep `credit-memo-number`, `credit-memo-date`, `total`, `invoice-id`, `status`, `currency`.
**Step 3: Match**
Match by Chargebee `id` equal to `credit-memo-number`, then by same total and a date within 3 days. Where `reference-invoice-id` is present, note whether the Rillet memo is tied to the corresponding invoice (use `rillet-get-invoices` to look up the invoice by `invoice-number` if you need to check).
**Step 4: Report**
List credit notes missing in Rillet, credit memos missing in Chargebee, and matched pairs with any difference in total or status. End with the net amount not reflected in Rillet.
**Rules & Guidelines:**
* `chargebee-get-customer` and `chargebee-get-credit-note` are on the chargebee server. `rillet-get-customer-emails`, `rillet-get-credit-memos` and `rillet-get-invoices` are on the rillet server.
* Read-only. Do not call `rillet-add-credit-memo`, `rillet-apply-credit-memo`, `rillet-unapply-credit-memo` or `rillet-update-credit-memo`.
**Validation:**
* If the customer is not in Rillet, say so and stop.
* If currencies differ, list the pair under a currency mismatch heading and do not compare totals.
* If neither side has any credit documents, say so plainly.Who it's for
One answer, three teams that use it
Revenue accountants
Keep revenue right after credits
Credit notes missing in Rillet are listed with the net amount, so revenue is not overstated.
Which Chargebee credit notes for contoso-014 are not in Rillet as credit memos?
AR accountants
Find credit memos with no source
Rillet credit memos with no Chargebee credit note are flagged for investigation.
Are there Rillet credit memos for Fabrikam with no matching Chargebee credit note since July?
Finance controllers
Size the credit gap
The net amount not reflected in Rillet tells you how much the gap matters before close.
What is the net amount of Chargebee credits for northwind-001 not reflected in Rillet this year?
How it works
What PopdockAI does when you ask
You give a Chargebee customer id and your AI assistant matches their credit notes to Rillet credit memos. Currency mismatches are listed apart and Rillet is never changed.
01
Ask
You give a Chargebee customer id and optionally a start date.
02
Read
It reads the credit notes and finds the customer and credit memos in Rillet.
03
Match
It matches by number, then by total and date.
04
Report
You get the gaps on each side and the net amount not reflected in Rillet.
What PopdockAI provides
The tools behind the answer
Ready made tools for Chargebee and one secure connection to your AI tool. No code, no exports.
chargebee-get-customer
chargebee-get-credit-note
rillet-get-customer-emails
rillet-get-credit-memos
rillet-get-invoices
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
Exactly which credits Rillet is missing
Related use cases
More ways to put this data to work
Reconcile Chargebee invoices to Rillet invoices
Ask your AI to compare a customer's Chargebee invoices with their Rillet invoices. It lists missing and different ones and the amount due gap, read-only.
Learn More
Reconcile Chargebee payments to Rillet
Ask your AI to match a customer's successful Chargebee payments to Rillet invoice payments. It lists unrecorded cash and never adds a payment.
Learn More
Check Chargebee subscriptions against Rillet contracts
Ask your AI to compare one customer's Chargebee subscriptions with their Rillet contracts. It reports missing pairs and status, date and value differences.
Learn More
Compare Chargebee MRR to Rillet
Ask your AI to compare a customer's Chargebee MRR with Rillet's MRR for a month. It shows both figures and suggests why they differ.
Learn More
Match Chargebee customers to Rillet
Ask your AI to match Chargebee customers to Rillet by email, then name. It lists the unmatched customers and any duplicates, and never writes to Rillet.
Learn More
One prompt template with infinite possibilities.
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