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Cross-Connector

Reconcile a customer's Chargebee and FreshBooks invoices

For finance teams who check one customer's invoices across two billing systems, just by giving their email to their AI assistant.

Reconcile Chargebee invoices to FreshBooks invoices

Reconcile the Chargebee and FreshBooks invoices for dana@northwindtraders.com over the last 90 days.

Of 5 invoices, 3 match, 1 differs in amount and 1 exists only in Chargebee. - Matches: INV-1040, INV-1041, INV-1043 - Amount differs: Chargebee 900.00 vs FreshBooks INV-1042 at 850.00 - Only in Chargebee: inv_2087, 120.00 - Unsure: none Want the full table with statuses?

Chargebee

Sample figures. Your results come from your own account.

chargebee-get-customer

freshbooks-get-client

chargebee-get-invoice

freshbooks-get-invoice

On this page

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Chargebee

Run it on your own Chargebee data.

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

The problem

Invoice differences between systems surface at month end

A bookkeeper opens Chargebee and FreshBooks to check one customer's invoices line by line. Differences in amount or paid status slip through, and an invoice in only one system can go unnoticed for months.

Without PopdockAI

Find the customer in Chargebee and FreshBooks
List invoices on both sides
Pair them by reference or total by eye
Miss an invoice that exists in only one system

With PopdockAI

The customer and client are found, stopping if several match
Invoices are paired by reference, or total and a 3 day window
Each pair gets totals, status on each side and a verdict
Uncertain pairs go to an unsure list 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 the customer with email `{customer-email}`, compare their Chargebee invoices with their FreshBooks invoices (company `{company}`), looking back `{lookback-days}` days (default 90), and report differences.

**Step 1: Find the customer on both servers**

Call `chargebee-get-customer` with `email` set to `{customer-email}`. Call `freshbooks-get-client` with `email` set to `{customer-email}`. If either returns more than one record, list them and stop. If one returns none, report that the customer is absent from that system and stop.

**Step 2: Read the invoices**

Call `chargebee-get-invoice` with `customer-id` set to the Chargebee customer `id` and `date.from` set to the start of the lookback. Call `freshbooks-get-invoice` with `customer-id` set to the FreshBooks client `id` and `create-date.from` set to the same date.

**Step 3: Pair and report**

Pair invoices by `po-number` or `invoice-number` when either holds the Chargebee invoice `id`; otherwise pair by same total (`total` against `amount`) and date within 3 days. Report a table: Chargebee invoice, FreshBooks invoice, total, amount due or outstanding, status on each side, and a verdict (matches, amount differs, status differs, only in Chargebee, only in FreshBooks).

**Rules & Guidelines:**

* FreshBooks tools (named freshbooks-...) are on the freshbooks server; Chargebee tools (named chargebee-...) are on the chargebee server. Both servers must be connected.
* Pass `{company}` as the company parameter on every FreshBooks call when it is given; if FreshBooks reports more than one company and none was given, ask which one and stop.
* Match customers on email, case-insensitive and trimmed. Never match on name alone.
* Amounts may be in different currencies; compare only when `currency-code` matches and flag the rest.
* This prompt is read-only. Never call any FreshBooks add, update, delete, mark or send tool, for example `freshbooks-add-payment`, `freshbooks-add-client`, `freshbooks-add-invoice` or `freshbooks-send-invoice-by-email`.

**Validation:**

* Ambiguous pairings go in an "unsure" list with the reason; do not force a match.
* Report paid on one side and unpaid on the other as a status difference.

Who it's for

One answer, three teams that use it

Bookkeepers

Reconcile a customer in one ask

Each invoice pair comes back with a verdict, so you only look at the ones that differ.

Reconcile Chargebee and FreshBooks invoices for ap@contoso.com over the last 60 days.

Collections specialists

Check paid status before chasing

See whether an invoice is paid in one system but outstanding in the other.

Is any invoice for accounts@fabrikam.com paid in Chargebee but still outstanding in FreshBooks?

Accountants

Avoid month end surprises

Invoices that exist in only one system are found while there is still time to fix them.

Which invoices for billing@northwindtraders.com exist in only Chargebee or only FreshBooks this year?

How it works

What PopdockAI does when you ask

You give a customer email and your AI assistant pairs their Chargebee and FreshBooks invoices. Doubtful pairings are kept apart with the reason.

Ask

You give the customer email and optionally a look-back period.

Your AI tool

Find

It finds the customer in Chargebee and FreshBooks and stops if several match.

chargebee-get-customer

freshbooks-get-client

Pair

It pairs invoices by reference, or by total and date.

chargebee-get-invoice

freshbooks-get-invoice

Report

You get a table with a verdict per pair and an unsure list.

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-customer

Returns Chargebee customer records with contact, billing and balance details, filterable by id, email and other fields. Read-only.

get-data

freshbooks-get-client

Returns clients from FreshBooks with contact details, currency and outstanding balance. Filter by name or email.

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

freshbooks-get-invoice

Returns invoices from FreshBooks, including client, amounts, status and due date. Filter by client, status or date range.

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.

The outcome

Know which invoices match and which differ

Related use cases

More ways to put this data to work

Chargebee and FreshBooks customer billing profile

Give your AI a customer email and it builds one billing profile from Chargebee subscriptions, invoices and cards and FreshBooks invoices and payments.

Learn More

Combine overdue Chargebee and FreshBooks balances

Ask your AI for overdue Chargebee customers with their open FreshBooks invoices and get one list sorted by combined exposure, read-only.

Learn More

Check Chargebee payments recorded in FreshBooks

Ask your AI which successful Chargebee payments have no matching FreshBooks payment and get the unmatched money totalled per currency, read-only.

Learn More

Reconcile Chargebee customers to FreshBooks clients

Ask your AI to compare Chargebee customers with FreshBooks clients by email and it lists who is missing or different on each side, read-only.

Learn More

Chargebee and NetSuite customer account review

Ask your AI to review a customer by email and it combines Chargebee billing with NetSuite receivables and lists where the two disagree. Read-only.

Learn More

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.

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