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Match FreshBooks payments to invoices for any period
For finance teams who want orphan payments and mismatched invoices found, just by asking their AI assistant.
On this page
Connector
Connect FreshBooks, pick your AI tool and paste the prompt.
The problem
Payment problems hide in a long list
Payments with no invoice, credit-funded payments and invoices that look paid but still owe all hide in a long list. Month end turns into a line-by-line hunt.
Without PopdockAI
- Export payments for the period
- Open each invoice
- Compare paid and outstanding amounts
- Hunt for the cause line by line
With PopdockAI
- Payments for the period are pulled
- Each invoice is looked up once and compared
- Orphan, credit-funded and mismatched items are listed
- Totals by currency, type and gateway, nothing edited
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Reconcile payments received from {from-date} to {to-date} against invoices.
**Step 1: Pull payments**
If `{company}` is not empty, pass it as `company` on every call; otherwise omit `company`. Call `freshbooks-get-payment` with `date.from` {from-date} and `date.to` {to-date}.
**Step 2: Match**
For each distinct `invoice-id`, call `freshbooks-get-invoice` with `id`. Compare the sum of payments in the period to the invoice `paid` and `outstanding`.
**Step 3: Report**
* Total received per `currency-code` and per `type` and `gateway`.
* Payments with no `invoice-id` (orphans).
* Payments funded from credit (`from-credit`).
* Invoices whose `payment-status` disagrees with their payments, for example fully paid but outstanding above zero.
* A short list of items needing human attention.
**Rules & Guidelines:**
* This prompt is read-only. Never call any `freshbooks-add-*`, `freshbooks-update-*`, `freshbooks-delete-*`, `freshbooks-mark-invoice-as-sent` or `freshbooks-send-invoice-by-email` tool.
**Validation:**
* If no payments are found, say so and stop.
* Do not repeat an invoice lookup for the same id.Who it's for
One answer, three teams that use it
Bookkeepers
Find payments with no invoice
Orphan payments are listed so you can apply them to the right invoice.
Which FreshBooks payments in October have no invoice?
Controllers
Spot invoices that do not add up
Invoices whose status disagrees with their payments are flagged for review.
Reconcile Q3 FreshBooks payments against invoices and flag mismatched statuses.
Accountants
Report receipts by type and gateway
See totals received by currency, payment type and gateway for the period.
Total FreshBooks payments received in September by payment type and gateway.
How it works
What PopdockAI does when you ask
You give a date range and your AI assistant reconciles FreshBooks payments with their invoices. It reports only.
01
Ask
You give a start and end date.
02
Pull
It reads the FreshBooks payments received in that period.
03
Match
It looks up each invoice once and compares payments to paid and outstanding amounts.
04
Report
You get totals, orphan payments, credit payments and invoices that do not add up.
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-payment
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
Month-end payment checks in minutes
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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.