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Find Teamwork.com clients being served but never billed in Rillet
For finance and delivery leads who want Teamwork.com companies matched to Rillet customers before month end by asking their AI assistant.
On this page
Connector
Connect Teamwork.com, pick your AI tool and paste the prompt.
The problem
Clients being served but never set up for billing
Delivery adds companies in Teamwork.com and finance adds customers in Rillet, and the two lists drift apart. A client with active projects but no Rillet customer may never be invoiced, and checking by eye misses near matches and different spellings.
Without PopdockAI
- Export companies from Teamwork.com and customers from Rillet
- Compare names by eye despite suffixes and spelling
- Guess at matches by email or address
- Find the unbilled client at year end
With PopdockAI
- Names are matched ignoring case, punctuation and legal suffixes
- Unmatched companies are tried by contact email or company domain
- Public mail domains and city alone are never used to match
- Four sections with counts, and nothing is 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 the client list between Teamwork and Rillet, limited to companies whose name contains `{company-name-contains}` (default: every company), and report matches, gaps and differences.
**Step 1: Read the Teamwork companies**
Call `teamwork-get-companies`, passing `{company-name-contains}` as `name.contains` when it is given. Keep `company-id`, `name`, `email`, `website`, `city`, `state`, `zip`, `country-code` and `project-count`.
**Step 2: Read the Rillet customers**
Call `rillet-get-customers` (no filters; it returns every customer) and `rillet-get-customer-emails`. When `{company-name-contains}` is given, keep only customers whose `name` or `invoicing-name` contains it, ignoring case.
**Step 3: Match**
Match on name first, ignoring case, punctuation and legal suffixes (Inc, LLC, Ltd, Corp, GmbH). For companies left unmatched, call `teamwork-get-people` with the company's `company-id` and match a contact `email` against `rillet-get-customer-emails`, by exact address or shared company domain (never a public domain such as gmail.com). Do not match on city or state alone.
**Step 4: Report**
Four sections:
1. Matched: Teamwork name, Rillet name, match rule, and any differences in city, state, zip or country.
2. In Teamwork only: name, `project-count`. Put companies with projects first; these may be clients that are never invoiced.
3. In Rillet only: name, `customer-id`, `payment-terms`.
4. Ambiguous: any record that matched more than one record on the other side, with the candidates.
Finish with the counts for each section.
**Rules & Guidelines:**
* Tools starting teamwork- are on the teamwork MCP server; tools starting rillet- are on the rillet MCP server. If a tool from either server is unavailable, say which server is not connected and stop.
* This prompt is read-only. Do NOT call `rillet-add-invoice`, `rillet-update-invoice`, `rillet-add-customer`, `rillet-update-customer`, `rillet-add-credit-memo`, `teamwork-create-company`, `teamwork-update-company`, `teamwork-create-time-entry`, `teamwork-update-time-entry`, or any other tool on either server whose name starts with add, update, create, apply, set or record.
* Teamwork's own company (the site owner) usually appears in `teamwork-get-companies`; leave it out of the Teamwork-only list and say you did.
**Validation:**
* If either system returns no records, say which one and stop rather than reporting everything as unmatched.
* Country may be a code on one side and a name on the other; treat US and United States as the same.Who it's for
One answer, three teams that use it
Finance teams
Find clients with no customer to invoice
See the Teamwork.com clients with projects but no Rillet customer, project holders first, before the month end billing run.
Which Teamwork.com clients with active projects have no Rillet customer?
Billing specialists
Check the ambiguous matches
Names that could match more than one record are listed separately, so you decide rather than a guess going through.
Reconcile Teamwork.com companies containing Fabrikam with Rillet customers and show any ambiguous matches.
Operations managers
Keep both client lists aligned
See matches with address differences and records on one side only, ready to tidy up both systems.
Show me Rillet customers that have no company in Teamwork.com, and any address differences on the matches.
How it works
What PopdockAI does when you ask
You can narrow by part of a company name, and your AI assistant compares Teamwork.com clients with Rillet customers. It only reports, so neither list is changed.
01
Ask
You optionally give part of a company name.
02
Read
It reads Teamwork.com companies and Rillet customers with emails.
03
Match
It matches names, then contact email or company domain, never public mail domains.
04
Report
You get four sections with counts, and nothing is changed.
What PopdockAI provides
The tools behind the answer
Ready made tools for Teamwork.com and one secure connection to your AI tool. No code, no exports.
teamwork-com-get-companies
rillet-get-customers
rillet-get-customer-emails
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 client being served can be billed
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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