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Reconcile Chargebee invoices to Dynamics 365 Business Central
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Cross-Connector

Reconcile Chargebee invoices to Business Central for month end

For finance teams who want billing and the ERP to agree at close, just by asking their AI assistant.

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Reconcile Chargebee invoices to Dynamics 365 Business Central
Reconcile Chargebee invoices from September to Business Central and show me the exceptions.
50 invoices checked: 44 matched, 3 different in amount, 2 missing and 1 customer missing. - Missing: INV-1042 for USD 1,200 and INV-1051 for USD 640 - Different: INV-1030, Chargebee USD 900, Business Central USD 880 - Customer missing: Litware, not found in Business Central Want the full exception table?
Chargebee
Sample figures. Your results come from your own account.
chargebee-get-invoice
chargebee-get-customer

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Chargebee

Chargebee
Run it on your own Chargebee data.

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

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The problem

Month end means ticking invoices off in a spreadsheet

Month end close means exporting Chargebee invoices and ticking them off against posted Business Central invoices in a spreadsheet, customer by customer. Missing or mis-keyed invoices surface weeks later.

Without PopdockAI

  • Export Chargebee invoices for the month
  • Find each customer in Business Central
  • Search posted invoices by number, reference or total
  • Find the missing ones weeks after close

With PopdockAI

  • Chargebee invoices are read and customers found by email
  • Posted invoices are matched by document number, reference, then total
  • The rule behind each match is labelled
  • Exceptions are tabled, voids kept apart and nothing created

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 `{customer-id}` (default: all customers, limited to `{max-invoices}` invoices, default 50), check that each Chargebee invoice dated from `{date-from}` has a matching posted sales invoice in Business Central with the same total.

**Step 1: Read the Chargebee invoices**

Call `chargebee-get-invoice` (Chargebee server) with `date.from` set to `{date-from}`, `customer-id` set to `{customer-id}` when given, and `max-records` set to `{max-invoices}`. If nothing comes back, report that and stop. Keep `id`, `customer-id`, `date`, `total`, `amount-due`, `status` and `currency-code` for each.

**Step 2: Resolve the Business Central customer**

For each distinct `customer-id`, call `chargebee-get-customer` (Chargebee server) with `id`, take its `email`, then call `business-central-get-customer` (Business Central server) with that `email` and keep `customer-number`. If no Business Central customer is found, mark all that customer's invoices "customer missing in Business Central" and move on.

**Step 3: Find the posted invoice**

Call `business-central-get-posted-sales-invoice` (Business Central server) with `sell-to-customer-number` set to the customer-number and `posting-date.from` set to `{date-from}`. Match each Chargebee invoice to a Business Central invoice first on `external-document-number` equal to the Chargebee invoice `id`, then on `your-reference`, and only then on equal `total-amount-including-tax` within 3 days of the Chargebee `date`. Label which rule matched.

**Step 4: Report**

Give counts of matched, amount-different, missing in Business Central and customer-missing. Then a table of every exception: Chargebee invoice id, customer, date, Chargebee total, Business Central invoice number, Business Central total, difference, match rule.

**Rules & Guidelines:**

* `chargebee-get-invoice` and `chargebee-get-customer` are on the Chargebee server; `business-central-get-customer` and `business-central-get-posted-sales-invoice` are on the Business Central server.
* Read-only. Do not call `business-central-create-sales-invoice` or any other create or update tool.
* Ignore Chargebee invoices whose `status` is voided or not yet posted when counting missing ones, but list them separately.

**Validation:**

* If currencies differ, compare in the original currency and flag it rather than converting.
* If more than one Business Central invoice matches, list all candidates and do not pick one.

Who it's for

One answer, three teams that use it

Accountants

Reconcile billing at month end

Counts of matched, different and missing invoices replace the spreadsheet tick list.

Reconcile Chargebee invoices from October to posted invoices in Business Central.

Finance controllers

Review only the exceptions

Every exception is tabled with how it was matched, so your review starts where the problems are.

Show me only the Chargebee invoices since September 1 that are missing or different in Business Central.

AR accountants

Check one customer's invoices

Limit it to one customer to sort out a statement query.

Are all of Contoso's Chargebee invoices this quarter posted in Business Central?

How it works

What PopdockAI does when you ask

You give a start date and your AI assistant matches Chargebee invoices to posted Business Central invoices. Several candidates are listed rather than chosen.

01

Ask

You give a start date and optionally one customer.

Your AI tool

02

Read

It reads the Chargebee invoices and finds each customer in Business Central.

chargebee-get-invoice
chargebee-get-customer

03

Match

It finds the posted invoice and labels the matching rule used.

No items found.

04

Report

You get counts and a table of every exception.

Your AI tool

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.

get-data

chargebee-get-invoice

Returns Chargebee invoices with status, amounts, amount due and due date, filterable by customer and status. Read-only.
get-data

chargebee-get-customer

Returns Chargebee customer records with contact, billing and balance details, filterable by id, email and other fields. Read-only.
Read only.Nothing in Chargebee 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

Close the month knowing which invoices are missing

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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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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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