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Reconcile WooCommerce orders with Rillet invoices
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Cross-Connector

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.

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Reconcile WooCommerce orders with Rillet invoices
Reconcile last month's WooCommerce orders with Rillet invoices.
Of 1,284 September sales, 1,271 have a matching Rillet invoice. - Missing from Rillet: 8 orders, including 1042 - Amount differs: 3 orders by more than a cent - Canceled but invoiced: order 1051, 129.00 - No order: 4 Rillet invoices, possibly from another channel Want the missing orders listed for backfilling?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-order
rillet-get-invoices

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

WooCommerce

WooCommerce
Run it on your own WooCommerce data.

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

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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.

Prompt
**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.

Your AI tool

02

Read

It separates real sales from pending, failed and canceled orders.

woocommerce-get-order

03

Match

It reads Rillet invoices with a seven day margin and matches on order number, then id.

rillet-get-invoices

04

Report

You get a summary and exception tables, with nothing changed.

Your AI tool

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.

get-data

woocommerce-get-order

Returns WooCommerce orders with status, totals, discounts, shipping, payment method and paid date. Filter by status, customer email or id, order number, created date range, total range or billing last name.
get-data

rillet-get-invoices

Returns customer invoices (number, customer, dates, status, totals, amount due) from Rillet.
Read only.Nothing in WooCommerce 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 online sale booked once at the right amount

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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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