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Find Ramp reimbursements that are not booked in Rillet
For finance teams who ask their AI assistant to match Ramp reimbursements to Rillet and show the ones that are missing or differ.
On this page
Connector
Connect Ramp, pick your AI tool and paste the prompt.
The problem
Approved Ramp reimbursements never get booked in Rillet
Employee reimbursements approved in Ramp are not always booked in Rillet, where the employee is recorded as a vendor. Matching by name, amount and date means searching across systems by hand, and unbooked items go unnoticed.
Without PopdockAI
- List Ramp reimbursements for the period
- Find the employee as a vendor in Rillet
- Match amounts and dates by hand
- Miss reimbursements that were never booked
With PopdockAI
- Ramp reimbursements and Rillet reimbursements and items read
- Each Rillet vendor mapped to a name and email
- Matched on employee, equal amount and dates within 5 days
- Unmatched on both sides listed, and nothing added
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** For reimbursements dated `{date-from}` to `{date-to}` (ISO dates, required), find Ramp reimbursements with no matching reimbursement in Rillet.
**Step 1: Read Ramp reimbursements**
Call `ramp-get-reimbursement` (ramp server) with `transaction-date.from` = `{date-from}` and `transaction-date.to` = `{date-to}`. Keep `id`, `user-full-name`, `user-email`, `merchant`, `entity-amount`, `entity-amount-currency`, `transaction-date`, `state`, `sync-status`.
**Step 2: Read Rillet reimbursements**
Call `rillet-get-reimbursements` (rillet server) for headers (`reimbursement-id`, `vendor-id`, `reimbursement-date`, `status`) and `rillet-get-reimbursement-items` for amounts (`amount`, `currency`, `item-description`, `reimbursement-date`, `vendor-id`). Call `rillet-get-vendors` to map `vendor-id` to a name and email. Rillet cannot filter these, so filter dates yourself.
**Step 3: Match**
Rillet books the employee as a vendor. Match when the Rillet vendor name equals `user-full-name` or its email equals `user-email`, the amount is equal in the same currency, and the dates are within 5 days. Treat a Ramp `sync-status` that shows synced as a hint, not proof.
**Step 4: Report**
Table: Ramp id, employee, merchant, amount, date, Ramp sync-status, result (Matched, Not in Rillet, Amount differs). Then Rillet reimbursements in the window with no Ramp counterpart. Finish with counts.
**Rules & Guidelines:**
* Tools starting ramp- are on the ramp server and tools starting rillet- are on the rillet server. Both servers must be connected.
* Read only. Never call any Ramp or Rillet write tool: not `ramp-bill-add`, `ramp-bill-update`, `ramp-vendor-add`, `ramp-vendor-update`, `ramp-accounting-sync-ready`, `rillet-add-bill`, `rillet-add-vendor`, `rillet-update-bill`, `rillet-add-bill-payment`, nor any other tool whose name contains add, update, delete, archive or upload.
* Also do not call `ramp-reimbursement-add-mileage` or `rillet-add-reimbursement`.
**Validation:**
* If the employee has no matching Rillet vendor, report that as the reason.
* If either date is missing, ask and stop.Who it's for
One answer, three teams that use it
Accountants
Find unbooked reimbursements
Reimbursements not in Rillet are listed so they can be booked.
Which Ramp reimbursements in October are not booked in Rillet?
Accounts payable
Spot amount differences
Reimbursements booked with a different amount are flagged for correction.
Reconcile Ramp reimbursements with Rillet for September and show amount differences.
Controllers
Clear reimbursements before close
Rillet entries with no Ramp match are listed too, so both sides are clean.
Are there Rillet reimbursements this quarter with no matching Ramp reimbursement?
How it works
What PopdockAI does when you ask
You give a date range and your AI assistant matches Ramp reimbursements to Rillet. If no vendor matches an employee it says so, and nothing is added.
01
Ask
You give the date range.
02
Read
It reads the Ramp reimbursements and the Rillet reimbursements, items and vendors.
03
Match
It matches the employee as a vendor by name or email, with the same amount and dates within 5 days.
04
Report
It lists each result and the Rillet entries with no Ramp match.
What PopdockAI provides
The tools behind the answer
Ready made tools for Ramp and one secure connection to your AI tool. No code, no exports.
ramp-get-reimbursement
rillet-get-reimbursements
rillet-get-reimbursement-items
rillet-get-vendors
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
Every reimbursement booked or flagged with a reason
Related use cases
More ways to put this data to work
Book an approved Ramp bill in Rillet
Ask your AI to book an approved Ramp bill in Rillet. It checks the vendor, account and duplicates, confirms the line totals, and books only after you say yes.
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Record a Ramp bill payment in Rillet
Ask your AI to record a Ramp bill payment in Rillet. It checks the bill is paid, not already recorded and the amounts agree, then records it after you confirm.
Learn More
Compare Ramp GL accounts with the Rillet chart of accounts
Ask your AI to compare Ramp GL codes with the Rillet chart of accounts. It reports missing codes, name differences and inactive accounts, and changes nothing.
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Reconcile Ramp bill payments with Rillet
Ask your AI to check Ramp bills paid in a date range against Rillet payments. It lists the exceptions, largest first, and changes nothing.
Learn More
Reconcile Ramp bills with Rillet bills
Ask your AI to match Ramp bills to Rillet bills over a due-date range. It reports unbooked bills and amount differences, and changes nothing.
Learn More
One prompt template with infinite possibilities.
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