/
/
See an invoice from payment to delivery in one timeline
For support teams who answer where is my order by asking their AI assistant to follow one FreshBooks invoice into ShipStation.
On this page
Connector
Connect FreshBooks, pick your AI tool and paste the prompt.
The problem
Where is my order takes two systems to answer
Answering where an order is means checking FreshBooks for the invoice and payment, then ShipStation for the shipment and tracking. It is easy to miss that an invoice was paid but never shipped.
Without PopdockAI
- Find the invoice in FreshBooks
- Check its payments
- Search ShipStation for the shipment
- Piece together tracking and delivery
With PopdockAI
- The invoice and its payments are read
- The shipment, label and tracking are found
- One dated timeline from invoice to delivery
- Plain status, no guessing, nothing 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 invoice `{invoice-number}`, show whether it was paid, shipped and delivered, in one timeline.
**Step 1: Find the invoice (FreshBooks server)**
Call `freshbooks-get-invoice` with invoice-number set to `{invoice-number}`. If more than one invoice matches, list them and stop. Note `id`, `customer-id`, `organization`, `po-number`, `amount`, `payment-status`, `date-paid` and `create-date`.
**Step 2: Find payments (FreshBooks server)**
Call `freshbooks-get-payment` with invoice-id set to the invoice id. List each payment date, type and amount.
**Step 3: Find the shipment (ShipStation server)**
Call `shipstation-get-shipment` with external-order-id set to the invoice-number; if nothing comes back, try the invoice's po-number. Take `shipment-id` and `shipment-number`.
**Step 4: Find label and delivery (ShipStation server)**
Call `shipstation-get-label` with shipment-id set to that shipment-id for `tracking-number`, `tracking-url`, `tracking-status`, `carrier-code` and `voided`. Then call `shipstation-get-fulfillment` with shipment-number set to the shipment-number for `delivered-at` and `carrier-name`.
**Step 5: Report**
A dated timeline: invoice created, each payment, shipped, delivered. Add a one-line status such as paid and delivered, paid but not shipped, or shipped but unpaid.
**Rules & Guidelines:**
* `freshbooks-get-invoice` and `freshbooks-get-payment` are on the freshbooks server; the shipment, label and fulfillment tools are on the shipstation server.
* Read-only. Do not call any freshbooks add, update, delete, mark or send tool.
**Validation:**
* If the invoice is not found, stop. If no shipment is found, report the invoice facts and say no shipment exists in ShipStation under that reference.
* If a label is voided, say so and use any non-voided label instead.Who it's for
One answer, three teams that use it
Support agents
Answer order questions fast
Give a customer the full status from payment to delivery in one reply.
Has invoice INV-2210 been paid and delivered?
Operations managers
Catch paid orders not shipped
A plain status such as paid but not shipped makes stuck orders obvious.
Trace FreshBooks invoice INV-1188 to ShipStation and tell me if it shipped.
Account managers
Check a key customer's order
See the dated timeline for an important order before you call the customer.
Where is the Contoso order on invoice INV-3051?
How it works
What PopdockAI does when you ask
You give an invoice number and your AI assistant traces it from payment to delivery. It reads only and says so when no shipment exists.
01
Ask
You give the invoice number.
02
Find
It reads the FreshBooks invoice and its payments, and stops if several invoices match.
03
Follow
It finds the ShipStation shipment, label, tracking and delivery date.
04
Report
You get a dated timeline and a one line status such as paid but not shipped.
What PopdockAI provides
The tools behind the answer
Ready made tools for FreshBooks and one secure connection to your AI tool. No code, no exports.
freshbooks-get-invoice
freshbooks-get-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
One timeline answers where an order is
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.

.webp)
