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Record a Rillet customer payment
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Record a Rillet customer payment against the right invoice

For accounts receivable teams who want a customer payment recorded in Rillet by their AI assistant, checked against the amount due.

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Record a Rillet customer payment
Record a payment of 4,200 against invoice INV-1042 into the operating account.
INV-1042 for Northwind Traders has 6,300.00 USD due. - Payment: 4,200.00 USD, dated today - Account: 1010 Operating account - Balance after payment: 2,100.00 USD Shall I record the payment?
Rillet
Sample figures. Your results come from your own account.
rillet-get-invoices
rillet-get-customers
rillet-get-invoice-payments
rillet-get-accounts
rillet-add-invoice-payment

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Rillet

Rillet
Run it on your own Rillet data.

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

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The problem

Customer payments posted to the wrong invoice or for too much

When a customer pays, you have to find the invoice, check what is still owed and what was already recorded, and post to the right cash account. An overpayment or a payment on the wrong invoice throws off receivables until someone notices.

Without PopdockAI

  • Search Rillet for the invoice
  • Check payments already recorded against it
  • Work out what is still owed
  • Pick a cash account and hope it is right

With PopdockAI

  • The exact invoice found with its customer and past payments
  • Overpayments refused, fully paid invoices stopped
  • Active bank or cash accounts offered when you give none
  • Recorded once after you confirm, with the new amount due shown

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Record a customer payment of `{amount}` against invoice `{invoice-number}`, dated `{payment-date}` (default today), into the cash account `{account-code}` (ask if not given).

**Step 1: Find the invoice**

Call `rillet-get-invoices` (it takes no filters) and find the invoice whose `invoice-number` is exactly `{invoice-number}`. If none or more than one match, say so and stop. Call `rillet-get-customers` to name its customer.

**Step 2: Check what is owed**

* Call `rillet-get-invoice-payments` (no filters) and list the payments already recorded against this `invoice-id`.
* Compare `{amount}` with `amount-due`. If `{amount}` is more than `amount-due`, stop and say so; do not record an overpayment.
* The payment currency is the invoice's `currency`.

**Step 3: Confirm the cash account**

If `{account-code}` is empty, call `rillet-get-accounts` and offer the active asset accounts that look like bank or cash accounts. Either way, confirm the account exists and is active.

**Step 4: Confirm, then write once**

Show the user: customer, invoice number, invoice total, amount due, the payment amount, date, currency and account, and the amount due after the payment. Ask them to confirm. Only after they say yes, call `rillet-add-invoice-payment` once, with `invoice-id`, `amount`, `currency`, `date` and `account-code`.

**Step 5: Verify**

Call `rillet-get-invoice-payments` again and show the new payment, then call `rillet-get-invoices` and show the new `amount-due`.

**Rules & Guidelines:**

* `rillet-add-invoice-payment` is the only write tool you may call, and only once, after confirmation.
* Never call `rillet-update-invoice-payment` to change an existing payment, and never call `rillet-update-invoice`.
* If the call fails, report the error and do not retry with changed values unless the user asks.

**Validation:**

* If `{amount}` is not a positive number, ask again.
* If the invoice is already fully paid, say so and stop.

Who it's for

One answer, three teams that use it

Accounts receivable

Post payments without the lookups

Find the invoice, check the balance and record the payment in one message.

Record 1,750 received from Contoso against invoice INV-2207 today, into the main bank account.

AR managers

Stop overpayments reaching the ledger

A payment larger than the amount due is refused, so receivables stay accurate.

Fabrikam paid 3,000 on INV-3310. Check the balance and record it if it fits.

Controllers

Keep cash and receivables in step

Each payment goes to the account you choose and the updated amount due is shown straight after.

Apply Northwind Traders payment of 980 to INV-1188 dated October 30 and show what is left.

How it works

What PopdockAI does when you ask

You give the invoice number and amount and your AI assistant checks what is still owed. The payment is recorded only after you have seen the balance and said yes, and existing payments are never edited.

01

Ask

You give the invoice number and amount, and optionally date and account.

Your AI tool

02

Check

It finds the invoice, its customer and payments already recorded.

rillet-get-invoices
rillet-get-customers
rillet-get-invoice-payments

03

Confirm

You see the total, amount due and balance after this payment.

No items found.

04

Record

It records the payment once and shows the updated amount due.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Rillet and one secure connection to your AI tool. No code, no exports.

get-data

rillet-get-invoices

Returns customer invoices (number, customer, dates, status, totals, amount due) from Rillet.
get-data

rillet-get-customers

Returns customers (name, address, payment terms, invoicing settings) from Rillet.
get-data

rillet-get-invoice-payments

Returns payments received against customer invoices from Rillet.
get-data

rillet-get-accounts

Returns chart of accounts entries (code, name, type, status) from Rillet.
run-action

rillet-add-invoice-payment

Records a customer payment against an invoice in Rillet.
Read only.Nothing in Rillet 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

Payments on the right invoice with the right balance

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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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