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Bill a project knowing every Teamwork.com hour is on a timesheet
For project and finance leads who want a project's Teamwork.com hours reconciled with Sage Intacct timesheets, person by person, by their AI assistant.
On this page
Connector
Connect Teamwork.com, pick your AI tool and paste the prompt.
The problem
Checking project hours against timesheets takes an afternoon
Before a project is billed, someone has to check every hour logged in Teamwork.com made it onto a Sage Intacct timesheet. Comparing person by person, with names spelt differently and minutes on one side and hours on the other, takes most of an afternoon.
Without PopdockAI
- Export project time from Teamwork.com
- Export timesheet entries from Sage Intacct
- Pair people up despite different name spellings
- Convert units and compare person by person
With PopdockAI
- Hours and billable hours are totalled per person on both sides
- People are paired by name, never on a first name alone
- Gaps under a quarter hour count as matching
- Differences are sorted by size, 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 hours logged against project `{project-name}` in Teamwork with the timesheet hours recorded for the same project in Intacct, from `{from-date}` to `{to-date}` (default: the first day of the current month to today), and report every person whose totals differ.
**Step 1: Find the project in both systems**
Call `teamwork-get-projects` with `name.contains` set to `{project-name}`. Call `intacct-get-project` with `project-name.contains` set to `{project-name}`. If either side returns more than one project, list the matches with their ids and stop so the user can pick. If either side returns none, say which system is missing the project and stop.
**Step 2: Read the time on both sides**
Call `teamwork-get-time` with the Teamwork `project-id`, `time-logged.from` = `{from-date}` and `time-logged.to` = `{to-date}`. Teamwork reports `minutes`; divide by 60 for hours.
Call `intacct-get-timesheet-entry` with the Intacct `project-id`, `entry-date.from` = `{from-date}` and `entry-date.to` = `{to-date}`. Intacct reports `hours` and `billable-hours`.
**Step 3: Match people across the systems**
Total each side per person. Match the Teamwork `user-name` to the Intacct `employee-name`. Names are the only link: compare case-insensitively and ignore middle initials, but do not match two people only because they share a first name. List anyone who appears on one side only separately.
**Step 4: Report**
A table with columns: Person, Teamwork hours, Intacct hours, Difference, Teamwork billable hours (entries where `is-billable` is true), Intacct billable hours. Sort by the absolute difference, largest first. Treat a difference under 0.25 hours as matching. After the table, list people found in only one system, then give the project totals from each side.
**Rules & Guidelines:**
* `teamwork-get-projects` and `teamwork-get-time` are on the teamwork server. `intacct-get-project` and `intacct-get-timesheet-entry` are on the intacct server.
* This prompt is read-only. Do NOT call any `intacct-create-*` or `intacct-update-*` tool, and do NOT call any `teamwork-create-*`, `teamwork-update-*`, `teamwork-complete-*` or other Teamwork action tool.
* Do not assume that a difference is an error in either system. Report it and say which side is higher.
**Validation:**
* If Teamwork has time and Intacct has none for the period, say the Intacct timesheets may not have been entered or approved yet, and stop after the Teamwork totals.
* If the same person's name is spelt differently in the two systems, show both spellings in the Person column.Who it's for
One answer, three teams that use it
Project managers
Know who to chase before billing
See the people whose timesheets are short for your project, largest gap first, so you can chase them before the invoice goes out.
Reconcile the Fabrikam portal project's Teamwork.com time with Intacct timesheets for October.
Project accountants
Bill from complete timesheets
Confirm the timesheet hours you bill from match what was logged in delivery, person by person.
Who has more Teamwork.com hours than Intacct timesheet hours on the Northwind Traders upgrade for last month?
Resource managers
Find people missing from one system
People who logged time in only one system are listed, so setup gaps are fixed before the next period.
List people with time on the Contoso rollout in Teamwork.com but no Intacct timesheet entries this quarter.
How it works
What PopdockAI does when you ask
You name the project and a date range, and your AI assistant compares each person's time in both systems. It says which side is higher rather than calling either wrong, and changes nothing.
01
Ask
You name the project and a date range.
02
Read
It totals hours and billable hours per person on both sides.
03
Match
It pairs Teamwork.com users with Intacct employees by name, never on a first name alone.
04
Report
You get differences sorted by size and who to chase.
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-projects
sage-intacct-get-project
teamwork-com-get-time
sage-intacct-get-timesheet-entry
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
Bill projects knowing every hour is on a timesheet
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.
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