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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.
On this page
Connector
Connect Rillet, pick your AI tool and paste the prompt.
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.
**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.
02
Check
It finds the invoice, its customer and payments already recorded.
03
Confirm
You see the total, amount due and balance after this payment.
04
Record
It records the payment once and shows the updated amount due.
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.
rillet-get-invoices
rillet-get-customers
rillet-get-invoice-payments
rillet-get-accounts
rillet-add-invoice-payment
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
Payments on the right invoice with the right balance
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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