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Close the month knowing every WooCommerce sale is in Rillet
For finance teams who want WooCommerce orders reconciled with Rillet invoices at month end by asking their AI assistant.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
The problem
Proving every online sale was booked takes all day
Month end means proving every WooCommerce sale reached Rillet at the right amount. Checking order numbers against invoices in two exports is slow, and canceled orders still invoiced show up only when a customer disputes a bill.
Without PopdockAI
- Export orders and invoices for the month
- Match order numbers to invoices by hand
- Separate real sales from canceled ones
- Find the invoiced cancellation from a dispute
With PopdockAI
- Real sales are separated from pending, failed and canceled orders
- Invoices are read with a seven day margin and matched on order number, then id
- Amounts are never matched on their own
- Exceptions are tabled, 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 WooCommerce orders created from `{from-date}` to `{to-date}` (default: the previous calendar month) against Rillet invoices, and report every order that is missing from Rillet, booked at a different amount, or cancelled or failed in WooCommerce but still open in Rillet.
**Step 1: Read the WooCommerce orders**
Call `woocommerce-get-order` with created-date.from and created-date.to set to the range and no status filter. For each order note order-id, order-number, created-date, status, currency, total, paid-date and customer-email.
Sort the orders by status:
* invoiceable: processing, completed, on-hold and refunded (a refunded order was still a sale; the refund is a separate credit)
* not a sale: pending, failed, cancelled, and anything else
**Step 2: Read the Rillet invoices**
Call `rillet-get-invoices`. It takes no filters, so keep only invoices whose invoice-date falls within the range plus 7 days either side (booking dates can lag). Note invoice-id, invoice-number, invoice-date, customer-id, currency, total, amount-due and status.
**Step 3: Match**
Match each order to a Rillet invoice whose invoice-number equals the WooCommerce order-number, compared with and without a leading #. If nothing matches, try the order-id instead (some stores number orders differently from their ids). Do not match on amount or date alone.
For each matched pair compare the WooCommerce total with the Rillet total in the same currency. Treat a difference of 0.01 or less as a match.
**Step 4: Report**
A summary line: orders read, invoiceable orders, invoices in range, matched, missing from Rillet, amount mismatches, not-a-sale but invoiced.
Then four tables:
1. Missing from Rillet (invoiceable orders only): order-number, created-date, status, total, currency, customer-email.
2. Amount mismatches: order-number, WooCommerce total, Rillet total, difference, currency.
3. Cancelled, failed or pending in WooCommerce but invoiced in Rillet: order-number, status, invoice-number, amount-due.
4. Rillet invoices in range with no WooCommerce order: invoice-number, invoice-date, total. Say these may simply be invoices from another sales channel.
**Rules & Guidelines:**
* `woocommerce-get-order` is on the woocommerce server. `rillet-get-invoices` is on the rillet server.
* This prompt is read-only. Do not call `rillet-add-invoice-ar-only`, `rillet-add-invoice`, `rillet-update-invoice`, `rillet-add-invoice-payment`, `woocommerce-update-order` or any other write tool. To create the missing invoices, use the backfill-woocommerce-orders prompt.
**Validation:**
* If WooCommerce returns no orders in the range, say so and stop.
* If Rillet returns no invoices at all, report every invoiceable order as missing and say the Rillet side may not be booking WooCommerce sales yet.
* If an order and its invoice are in different currencies, list the pair as a mismatch with both currencies and do not convert.Who it's for
One answer, three teams that use it
Accountants
Close the month with confidence
Get missing orders and amount differences in tables, ready for follow up.
Reconcile October's WooCommerce orders with Rillet invoices.
Accounts receivable
Catch invoiced cancellations
Canceled and failed orders that were still invoiced are listed before customers dispute them.
Were any canceled WooCommerce orders invoiced in Rillet last month?
Finance controllers
Spot invoices from other channels
Rillet invoices with no store order are noted as possibly from another channel.
List Rillet invoices from September that have no WooCommerce order.
How it works
What PopdockAI does when you ask
You give a date range, and your AI assistant matches every sale to a Rillet invoice. Currencies are not converted and nothing is changed.
01
Ask
You give a date range, last month by default.
02
Read
It separates real sales from pending, failed and canceled orders.
03
Match
It reads Rillet invoices with a seven day margin and matches on order number, then id.
04
Report
You get a summary and exception tables, with nothing changed.
What PopdockAI provides
The tools behind the answer
Ready made tools for WooCommerce and one secure connection to your AI tool. No code, no exports.
woocommerce-get-order
rillet-get-invoices
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 online sale booked once at the right amount
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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