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Reconcile Ramp vendors with FreshBooks vendors
Report
Cross-Connector

Find vendors that exist in only one of Ramp and FreshBooks

For finance teams who want vendor lists in Ramp and FreshBooks compared, just by asking their AI assistant.

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Reconcile Ramp vendors with FreshBooks vendors
Compare our vendors in FreshBooks and Ramp and tell me which ones exist in only one place.
142 vendors matched across both systems. 11 are only in FreshBooks, 19 are only in Ramp, and 4 are possible matches. - Top Ramp-only vendor by spend: Northwind Traders Freight, 52,300.00 in the last 365 days - Possible match: Contoso Inc in FreshBooks and Contoso, LLC in Ramp - Neither list was capped Nothing has been merged. Want the full tables of the 30 unmatched vendors?
Ramp
Sample figures. Your results come from your own account.
freshbooks-get-vendor
ramp-get-vendor
ramp-get-vendor-contact

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Ramp

Ramp
Run it on your own Ramp data.

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

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The problem

Name variants hide duplicate and missing vendors

Someone exports the vendor lists from FreshBooks and Ramp and compares them by eye. Vendors in only one system slip through, and variants such as Contoso Inc and Contoso, LLC look different even when they are the same company.

Without PopdockAI

  • Export vendors from FreshBooks and Ramp
  • Compare names by eye
  • Miss name variants of the same company
  • Let duplicates and gaps build up

With PopdockAI

  • Vendors and contact emails read from both systems
  • Matched on email first, then name without suffixes
  • Close names listed as possible matches, never merged
  • Ramp-only vendors shown with last year's spend

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Compare vendors in FreshBooks and Ramp, optionally limited to names containing `{vendor-name}` (default: all vendors, capped at 200 per side), and report where the two lists disagree.

**Step 1: Read FreshBooks vendors (FreshBooks server)**

Call `freshbooks-get-vendor`. If `{vendor-name}` is given, pass it as `vendor-name.contains`. Set `max-records` to 200. Keep vendor name, email, country and ID. If `{company}` is given, pass it as `company` on every FreshBooks call; otherwise omit it.

**Step 2: Read Ramp vendors (Ramp server)**

Call `ramp-get-vendor`. If `{vendor-name}` is given, pass it as `name.contains`. Set `max-records` to 200. Keep vendor name, legal name, ID and total spend. Where a vendor's email matters, call `ramp-get-vendor-contact` with the Ramp vendor ID as `vendor-id`.

**Step 3: Match**

Match on email first when both sides have one, then on name ignoring case, punctuation and suffixes such as Inc, LLC and Ltd. Treat a Ramp legal name as a match for a FreshBooks name too. List close but not exact name matches as "possible match" and do not merge them yourself.

**Step 4: Report**

Three tables: in both (with both IDs), only in FreshBooks, only in Ramp (with Ramp total spend in the last 365 days). End with counts and the 5 Ramp-only vendors with the highest spend.

**Rules & Guidelines:**

* `freshbooks-get-vendor` is on the FreshBooks server. `ramp-get-vendor` and `ramp-get-vendor-contact` are on the Ramp server.
* This prompt is read-only. Do not call any write tool, including `freshbooks-add-vendor`, `freshbooks-update-vendor`, `freshbooks-delete-vendor`, `freshbooks-add-bill`, `freshbooks-add-bill-line`, `freshbooks-update-bill-payment`, `freshbooks-add-bill-payment`, `freshbooks-delete-bill`, `freshbooks-delete-bill-payment`, `freshbooks-add-expense`, `freshbooks-update-expense`, `freshbooks-delete-expense`, `ramp-vendor-add`, `ramp-vendor-update`, `ramp-vendor-delete`, `ramp-bill-add`, `ramp-bill-update`, `ramp-bill-archive`, `ramp-bill-draft-add`, `ramp-reimbursement-add-mileage`.

**Validation:**

* If one server returns no vendors, say so, report everything from the other side as unmatched, and stop.
* If a list hit the 200 cap, say the comparison is partial and suggest narrowing `{vendor-name}`.

Who it's for

One answer, three teams that use it

Bookkeepers

Find vendors in only one system

Three tables show vendors in both, only in FreshBooks and only in Ramp.

Which of our vendors are in Ramp but not FreshBooks?

Business owners

Know your top unrecorded vendors

The five highest-spending Ramp-only vendors are called out.

Who are the biggest Ramp vendors we have not set up in FreshBooks?

Accountants

Decide on near-miss names

Possible matches are listed for a person to decide, so nothing is merged by mistake.

Compare vendors with Northwind in the name across FreshBooks and Ramp.

How it works

What PopdockAI does when you ask

You compare all vendors or a name filter and your AI assistant matches FreshBooks with Ramp. It reports when a list is capped and changes nothing.

01

Ask

You can limit the check to vendor names containing a word, or compare all.

Your AI tool

02

Read

It pulls vendors from FreshBooks and from Ramp.

freshbooks-get-vendor
ramp-get-vendor
ramp-get-vendor-contact

03

Match

It matches on email, then on name ignoring case, punctuation and suffixes.

No items found.

04

Report

It shows vendors in both, in one only, and possible matches for you to decide.

Your AI tool

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.

get-data

freshbooks-get-vendor

Returns vendors from FreshBooks with contact details and 1099 status. Filter by name or email.
get-data

ramp-get-vendor

Returns Ramp vendors as read from the Ramp connector. Filters include: name contains, created at to, legal name contains, vendor owner id, maximum records.
get-data

ramp-get-vendor-contact

Returns Ramp vendor contacts as read from the Ramp connector. Filters include: first name, vendor id, maximum records, id, last name contains.
Read only.Nothing in Ramp 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

Every vendor accounted for in both systems

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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.

Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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See Documentation