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Reconcile FreshBooks invoices with ShipStation shipments
Report

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.

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Reconcile FreshBooks invoices with ShipStation shipments
Reconcile our FreshBooks invoices since October 1 with ShipStation shipments and show me anything billed but not shipped or shipped but not billed.
Of 64 invoices since October 1, 57 have a matching shipment. 4 are billed and paid with no shipment, and 3 shipments have no invoice. - Billed, not shipped: INV-1042 (Contoso), INV-1047 (Northwind Traders), 2 more - Shipped, not billed: shipment SHP-8815, SHP-8821, SHP-8830 - Weak match: INV-1051 matched by customer name only - Several invoices are services, not physical orders Want me to list the full table for each group?
FreshBooks
Sample figures. Your results come from your own account.
freshbooks-get-invoice

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

FreshBooks

FreshBooks
Run it on your own FreshBooks data.

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

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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.

Prompt
**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.

Your AI tool

02

Read

It reads FreshBooks invoices, skipping drafts, and ShipStation shipments since then.

freshbooks-get-invoice

03

Match

It pairs them on order reference and flags any name based match as weak.

No items found.

04

Report

You get billed-not-shipped, shipped-not-billed and cancelled shipment tables with counts.

Your AI tool

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.

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 FreshBooks 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

Close billing and shipping gaps before customers notice

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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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