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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.
On this page
Connector
Connect Chargebee, pick your AI tool and paste the prompt.
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.
**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.
02
Read
It reads the Chargebee invoices and finds each customer in Business Central.
03
Match
It finds the posted invoice and labels the matching rule used.
04
Report
You get counts and a table of every exception.
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-invoice
chargebee-get-customer
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
Close the month knowing which invoices are missing
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.

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