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Reconcile Chargebee invoices to Intacct invoices
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Reconcile Chargebee invoices to Intacct invoices

For finance teams who want billing and the ledger to agree, just by asking their AI assistant about a customer.

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Reconcile Chargebee invoices to Intacct invoices
Reconcile the last 90 days of Chargebee invoices for northwind-001 to Intacct.
9 Chargebee invoices and 8 Intacct invoices: 7 matched, 1 different and 2 on one side only. - In Chargebee only: INV-1051, USD 640 - In Intacct only: 1 invoice for USD 200 - Different: INV-1030, Chargebee USD 900, Intacct USD 880, paid in Intacct only Want the lower confidence matches listed?
Chargebee
Sample figures. Your results come from your own account.
chargebee-get-invoice
chargebee-get-customer
sage-intacct-get-customer
sage-intacct-get-invoice

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

Spreadsheet reconciliations miss invoices

Month end reconciliation of Chargebee against Intacct is done in spreadsheets and misses invoices or amount differences. Someone has to list invoices from both systems for a customer and match them by number, total and date.

Without PopdockAI

  • List the customer's invoices in Chargebee
  • Resolve the customer in Intacct and list invoices
  • Match by number, total and date in a spreadsheet
  • Miss paid status differences

With PopdockAI

  • Chargebee invoices are read and the Intacct customer resolved
  • Matches use invoice number, then total within three days
  • Amount and date matches are marked lower confidence
  • Three lists and the net difference per currency, Intacct unchanged

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 Chargebee customer `{chargebee-customer-id}`, compare Chargebee invoices from the last `{lookback-days}` days (default 90) with the Intacct invoices for the matching customer and list every difference.

**Step 1: Chargebee invoices**

Call `chargebee-get-invoice` (Chargebee server) with `customer-id` set to `{chargebee-customer-id}` and `date.from` set to the start of the window. Record each invoice id, date, total, amount due and status. Also call `chargebee-get-customer` (Chargebee server) with `id` to get the company name and email.

**Step 2: Intacct invoices**

Resolve the Intacct customer with `intacct-get-customer` (Intacct server) using `customer-id` `{intacct-customer-id}` if supplied, otherwise `customer-name.contains` set to the Chargebee company name. If it is ambiguous, list the candidates and stop. Then call `intacct-get-invoice` (Intacct server) with that `customer-id` and `invoice-date.from` set to the start of the window.

**Step 3: Match and report**

Match each Chargebee invoice to an Intacct invoice by invoice number appearing in the Intacct invoice number or reference, then by identical total and date within 3 days. Report three lists: in Chargebee only, in Intacct only, and matched with a different total or different paid/unpaid status (show both values and the difference). End with counts and the net total difference per currency.

**Rules & Guidelines:**

* `chargebee-get-invoice` and `chargebee-get-customer` are Chargebee tools; `intacct-get-customer` and `intacct-get-invoice` are Intacct tools.
* Read-only. Never call any Intacct create or update tool, for example `intacct-create-order-entry-document`.
* Never add amounts in different currencies together.

**Validation:**

* If either side returns no invoices, say which one and still report the other side's list.
* If invoice numbering differs between systems, say the match was by amount and date and flag it as lower confidence.

Who it's for

One answer, three teams that use it

Accountants

Reconcile a customer for close

Invoices in one system only, and those with different totals or status, come back in three lists.

Reconcile Chargebee invoices for contoso-014 to Intacct for the last 60 days.

AR accountants

Catch paid status differences

Invoices paid in one system but open in the other are flagged before statements go out.

Which Fabrikam invoices are paid in Chargebee but not in Intacct?

Finance controllers

Know how much to trust each match

Lower confidence matches are labelled, so you review those and accept the rest.

Reconcile northwind-001's Chargebee invoices to Intacct and flag low confidence matches.

How it works

What PopdockAI does when you ask

You give a Chargebee customer id and your AI assistant reconciles their invoices to Intacct. It stops with candidates if the Intacct customer is ambiguous.

01

Ask

You give a Chargebee customer id and optionally a look-back period.

Your AI tool

02

Read

It reads the Chargebee invoices and resolves the Intacct customer.

chargebee-get-invoice
chargebee-get-customer
sage-intacct-get-customer
sage-intacct-get-invoice

03

Match

It matches by invoice number, then by total and date.

No items found.

04

Report

You get three lists and the net difference per currency.

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.
get-data

sage-intacct-get-customer

Returns customers from Sage Intacct.
get-data

sage-intacct-get-invoice

Returns invoices from Sage Intacct. The record-number links to the Get invoice entries tool.
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

Every missing or different invoice, with confidence stated

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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.

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