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Chargebee

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Reconcile Chargebee invoices to Rillet invoices
Report
Cross-Connector

Reconcile Chargebee invoices to Rillet before month end

For accountants who want billing and Rillet invoices to agree, just by asking their AI assistant about a customer.

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Reconcile Chargebee invoices to Rillet invoices
Reconcile Chargebee invoices for northwind-001 to Rillet for the last 90 days.
9 Chargebee invoices checked against Rillet: 7 matched, 1 different and 1 missing. - In Chargebee only: INV-1051, USD 640 - Different: INV-1030, amount due USD 900 in Chargebee and USD 0 in Rillet - In Rillet only: none - Total gap in amount due: USD 1,540 Want the matched invoices listed too?
Chargebee
Sample figures. Your results come from your own account.
chargebee-get-customer
chargebee-get-invoice
rillet-get-customer-emails
rillet-get-customers
rillet-get-invoices

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

Rillet invoices compared by eye before every close

Accountants compare Chargebee invoices with Rillet invoices line by line, and missing or mismatched ones surface only at month end close. Rillet cannot filter its invoices, so every comparison is done by eye.

Without PopdockAI

  • Pull the customer's Chargebee invoices
  • Scroll Rillet invoices for the same customer
  • Match by number, PO or total by hand
  • Find the gaps during close

With PopdockAI

  • Chargebee invoices are read and the customer found in Rillet
  • Matches use invoice number, PO, then date and total
  • Currencies are never mixed and 100 times errors are pointed out
  • Three lists and the amount due gap, nothing written to Rillet

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 invoices on or after {date-from} (default: the last 90 days) between Chargebee and Rillet and report what is missing or different.

**Step 1: Read Chargebee invoices (chargebee server)**

Call `chargebee-get-customer` with `id` = {chargebee-customer-id} to get `email`, `company` and `preferred-currency`. Then call `chargebee-get-invoice` with `customer-id` = {chargebee-customer-id} and `date.from` = {date-from}. Keep `id`, `date`, `total`, `amount-due`, `status`, `po-number` and `currency-code`.

**Step 2: Find the Rillet customer (rillet server)**

Call `rillet-get-customer-emails` and match `email` to the Chargebee email (case-insensitive). Take its `customer-id`. If there is no email match, call `rillet-get-customers` and match `name` or `invoicing-name` to the Chargebee `company`. If there is still no match, report the customer as absent from Rillet and stop.

**Step 3: Read Rillet invoices (rillet server)**

Call `rillet-get-invoices` (no filters) and keep rows whose `customer-id` equals the Rillet id and whose `invoice-date` is on or after {date-from}. Keep `invoice-number`, `invoice-date`, `total`, `amount-due`, `status`, `purchase-order-number` and `currency`.

**Step 4: Match and compare**

Match each Chargebee invoice to a Rillet invoice by Chargebee `id` equal to `invoice-number`, then by `po-number` equal to `purchase-order-number`, then by same date and same total. Compare total, amount due and paid or open status.

**Step 5: Report**

Three lists: in Chargebee only, in Rillet only, and in both with a difference (show each side's values and the gap). End with counts and the total gap in amount due.

**Rules & Guidelines:**

* `chargebee-get-customer` and `chargebee-get-invoice` are on the chargebee server. `rillet-get-customer-emails`, `rillet-get-customers` and `rillet-get-invoices` are on the rillet server.
* Read-only. Do not call `rillet-add-invoice`, `rillet-update-invoice`, `rillet-add-invoice-payment` or any other Rillet write tool.

**Validation:**

* If currencies differ between the two sides, do not compare amounts; list the invoice under a currency mismatch heading.
* If either side returns no invoices, say so and report the other side's invoices as unmatched.
* Chargebee amounts may be in minor units on some accounts; if a total differs by an exact factor of 100, say so rather than reporting a large gap.

Who it's for

One answer, three teams that use it

Accountants

Reconcile ahead of close

Run it during the month so missing invoices are fixed before close starts.

Reconcile Chargebee invoices for contoso-014 to Rillet since October 1.

Revenue accountants

Spot amount entry mistakes

Totals that differ by exactly 100 times are pointed out, a common sign of a decimal error.

Are there Fabrikam invoices where Chargebee and Rillet totals differ, including decimal mistakes?

AR accountants

Know the amount due gap

The total gap in amount due tells you whether the customer statement can be trusted.

What is the amount due gap between Chargebee and Rillet for northwind-001 over the last 90 days?

How it works

What PopdockAI does when you ask

You give a Chargebee customer id and your AI assistant reconciles their invoices to Rillet. It finds the Rillet customer by email, falling back to company name.

01

Ask

You give a Chargebee customer id and optionally a start date.

Your AI tool

02

Read

It reads the Chargebee invoices and finds the customer and invoices in Rillet.

chargebee-get-customer
chargebee-get-invoice
rillet-get-customer-emails
rillet-get-customers
rillet-get-invoices

03

Match

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

No items found.

04

Report

You get three lists, counts and the total gap in amount due.

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

chargebee-get-invoice

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

rillet-get-customer-emails

Returns customer email addresses with their type and the customer's location from Rillet.
get-data

rillet-get-customers

Returns customers (name, address, payment terms, invoicing settings) from Rillet.
get-data

rillet-get-invoices

Returns customer invoices (number, customer, dates, status, totals, amount due) from Rillet.
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

Invoice gaps found before close, not during it

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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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