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Find WooCommerce refunds with no Freshdesk support trail
For finance teams who ask their AI assistant to check whether recent WooCommerce refunds have a matching Freshdesk ticket.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
The problem
Refunds with no support trail
Refunds are issued from WooCommerce while the reason lives, if anywhere, in a Freshdesk ticket. Nobody checks whether each refund has a support trail, so an unexplained refund can sit unnoticed.
Without PopdockAI
- List recent refunds in WooCommerce
- Search Freshdesk by each customer's email
- Check ticket dates against the refund
- Leave unexplained refunds unnoticed
With PopdockAI
- Refunds are listed with order, email and amount
- Freshdesk tickets are found per customer, including just before the window
- Refunds are grouped by ticket before, after or none
- Totals per group are shown, 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:** For refunds issued in the last `{lookback-days}` days (default 30), check whether each refunded customer has a Freshdesk ticket, and report the gaps. Only include refunds of at least `{min-amount}` (default 0).
**Step 1: List refunds (WooCommerce)**
Call `woocommerce-get-refund` with `created-date.from` set to today minus `{lookback-days}` days, and `amount.min` set to `{min-amount}` if one was given. Record for each refund its id, order number, customer email and amount.
**Step 2: Look for tickets (Freshdesk)**
For each distinct customer email (at most 25; say if you had to cut the list), call `freshdesk-get-tickets` with `requester-email` set to that email and `created-at.from` set to today minus `{lookback-days}` days minus 14 days, so a ticket that preceded the refund is found. Compare emails case-insensitively.
**Step 3: Report**
Split the refunds into: (a) refunds with a ticket opened before the refund, (b) refunds with a ticket opened only after, (c) refunds with no ticket at all. For (c), list order number, amount and customer so someone can check the reason. Give the total refunded value in each group.
**Rules & Guidelines:**
* `woocommerce-get-refund` is on the WooCommerce server. `freshdesk-get-tickets` is on the Freshdesk server.
* Read-only. Never call any Freshdesk write tool (`freshdesk-add-ticket`, `freshdesk-add-ticket-note`, `freshdesk-reply-to-ticket`, `freshdesk-update-ticket`, `freshdesk-delete-ticket`, `freshdesk-add-contact`, `freshdesk-update-contact`, `freshdesk-delete-contact`, `freshdesk-add-company`, `freshdesk-update-company`, `freshdesk-delete-company`, `freshdesk-add-group`, `freshdesk-update-group`, `freshdesk-delete-group`, `freshdesk-add-time-entry`, `freshdesk-update-time-entry`, `freshdesk-delete-time-entry`) or any WooCommerce write tool (`woocommerce-add-order`, `woocommerce-update-order`, `woocommerce-add-order-note`, `woocommerce-add-refund`, `woocommerce-send-order-details`, `woocommerce-add-customer`, `woocommerce-update-customer`, `woocommerce-add-product`, `woocommerce-update-product`, `woocommerce-update-product-variation`, `woocommerce-add-coupon`, `woocommerce-update-coupon`).
**Validation:**
* If there are no refunds in the window, say so and stop.
* A refund whose customer email is blank cannot be matched; list it as unmatched rather than guessing.Who it's for
One answer, three teams that use it
Finance managers
Review unexplained refunds
Refunds with no ticket are listed with order, amount and customer, with the total at stake.
Which WooCommerce refunds over 50 USD this month have no Freshdesk ticket?
Support managers
Check refunds follow the process
Refunds where the ticket came only afterwards show where the process was skipped.
Show WooCommerce refunds from the last 30 days where the Freshdesk ticket was opened after the refund.
Internal auditors
Test refund controls
Grouped totals give a quick read on how many refunds have a documented reason.
Group last quarter's WooCommerce refunds by whether they have a Freshdesk ticket.
How it works
What PopdockAI does when you ask
You give a look-back period, and your AI assistant checks each refund for a Freshdesk ticket. It is read-only and says when it cut the list.
01
Ask
You give a look-back period and optionally a minimum refund amount.
02
List
It lists the WooCommerce refunds with order, customer email and amount.
03
Check
It looks for Freshdesk tickets for each customer, including ones opened shortly before the window.
04
Report
You get refunds grouped by ticket before, ticket after or none, with totals.
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-refund
freshdesk-get-tickets
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
Know which refunds need an explanation
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