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Find orders billed but not shipped, or shipped but not billed
For operations teams who want FreshBooks invoices and ShipStation shipments checked against each other by asking their AI assistant.
On this page
Connector
Connect FreshBooks, pick your AI tool and paste the prompt.
The problem
Orders billed but never shipped, or shipped but never billed
Matching invoices to shipments means switching between FreshBooks and ShipStation and comparing order numbers line by line. Gaps are found only when a customer complains.
Without PopdockAI
- Export invoices from FreshBooks
- Export shipments from ShipStation
- Compare order numbers line by line
- Find gaps from customer complaints
With PopdockAI
- Non-draft invoices and shipments are read for your dates
- Pairs are matched on order or PO reference
- Name-only matches are labeled weak
- Gaps and voided shipments are tabled, nothing changed
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Reconcile FreshBooks invoices created since `{since-date}` against ShipStation shipments shipped since the same date, and report orders that are billed but not shipped or shipped but not billed. If `{since-date}` is empty, use the last 30 days.
**Step 1: Read invoices (FreshBooks server)**
Call `freshbooks-get-invoice` with create-date.from set to `{since-date}`. Keep `invoice-number`, `po-number`, `customer-id`, `organization`, `amount`, `payment-status` and `status-name`. Ignore invoices whose status-name is draft.
**Step 2: Read shipments (ShipStation server)**
Call `shipstation-get-shipment` with ship-date.from set to `{since-date}`. Keep `shipment-number`, `external-order-id`, `ship-to-name`, `shipment-status` and `ship-date`.
**Step 3: Match**
Match an invoice to a shipment when the shipment's external-order-id equals the invoice's invoice-number or po-number (ignore case and leading zeros). If that finds nothing for an invoice, fall back to ship-to-name equal to the invoice's organization and say the match is weak.
**Step 4: Report**
Three tables: billed and paid but no shipment found, shipped but no invoice found, and matched pairs where the shipment is cancelled or voided. Finish with counts for each.
**Rules & Guidelines:**
* `freshbooks-get-invoice` is on the freshbooks server; `shipstation-get-shipment` is on the shipstation server.
* This prompt is read-only. Do not call any freshbooks add, update, delete, mark or send tool.
* Many invoices will not be physical orders (services); say that in the report rather than treating each as an error.
**Validation:**
* If either server returns no records, say so and stop.
* If external-order-id values do not look like invoice numbers at all, report that the two systems use different order references and show three examples from each side.Who it's for
One answer, three teams that use it
Operations managers
Ship everything that was billed
See paid invoices with no shipment so orders go out before customers ask.
Which paid FreshBooks invoices from the last 30 days have no ShipStation shipment?
Bookkeepers
Bill everything that shipped
Shipments with no invoice are listed, so revenue is not left unbilled.
Which ShipStation shipments since September have no FreshBooks invoice?
Customer service managers
Catch cancelled shipments on billed orders
Matched pairs that were cancelled or voided are listed for follow up.
Show FreshBooks invoices whose ShipStation shipment was cancelled or voided this month.
How it works
What PopdockAI does when you ask
You give a start date and your AI assistant reconciles FreshBooks invoices with ShipStation shipments. It reports only.
01
Ask
You give a start date, or leave it open for the last 30 days.
02
Read
It reads FreshBooks invoices, skipping drafts, and ShipStation shipments since then.
03
Match
It pairs them on order reference and flags any name based match as weak.
04
Report
You get billed-not-shipped, shipped-not-billed and cancelled shipment tables with counts.
What PopdockAI provides
The tools behind the answer
Ready made tools for FreshBooks and one secure connection to your AI tool. No code, no exports.
freshbooks-get-invoice
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 billing and shipping gaps before customers notice
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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