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See every mismatch between a customer's store and Rillet records
For finance and support teams who want a customer's WooCommerce orders and Rillet receivables combined by asking their AI assistant.
On this page
Connector
Connect WooCommerce, pick your AI tool and paste the prompt.
The problem
Piecing together one customer from two systems
When a customer calls about their account, the orders and refunds are in WooCommerce and the invoices, payments and credits are in Rillet. Building one picture by email and spotting where they disagree takes several screens.
Without PopdockAI
- Look up orders and refunds in WooCommerce
- Find the customer in Rillet
- Read invoices, credit memos and payments
- Match it all up by hand
With PopdockAI
- Store record, orders and refunds are read
- The Rillet customer is found by email, company or name
- Uninvoiced sales, open paid invoices and missing memos are flagged
- Disagreements 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.
**Objective:** Give a combined account review of the customer with email `{customer-email}`, covering their WooCommerce orders and refunds over the last `{lookback-days}` days (default 90) and their Rillet receivables, and flag where the two systems disagree.
**Step 1: The customer in WooCommerce**
Call `woocommerce-get-customer` filtered by email `{customer-email}`. Note customer-id, first-name, last-name, billing-company, created-date and paying-customer. If nothing comes back, carry on: the customer may have checked out as a guest.
Call `woocommerce-get-order` filtered by customer-email `{customer-email}` with created-date.from set to `{lookback-days}` days ago. Note order-id, order-number, created-date, status, total, currency and paid-date. Call `woocommerce-get-refund` filtered by customer-email and the same created-date.from, and note refund-id, order-number, created-date and amount.
If there is no customer record and no orders, say the email is unknown to WooCommerce and stop.
**Step 2: The customer in Rillet**
Call `rillet-get-customer-emails` and find rows whose email equals `{customer-email}`, ignoring case. If none match, call `rillet-get-customers` and match the WooCommerce billing-company, or first-name and last-name, to name. If still nothing, report the WooCommerce side only and say the customer has no Rillet record.
**Step 3: Rillet receivables**
Keep only this customer-id's rows from `rillet-get-invoices` (no filters): invoice-id, invoice-number, invoice-date, due-date, total, amount-due, overdue. Call `rillet-get-credit-memos` filtered by customer-id. Call `rillet-get-invoice-payments` (no filters) and keep payments on this customer's invoice-ids.
**Step 4: Compare**
For each WooCommerce order in the period, find the Rillet invoice whose invoice-number equals the order-number (with or without a leading #) or the order-id. Flag:
* processing, completed or on-hold orders with no Rillet invoice
* orders with a paid-date whose Rillet invoice still has amount-due above 0
* orders whose WooCommerce total differs from the Rillet invoice total by more than 0.01
* refunds with no Rillet credit memo numbered R- followed by the refund-id
* cancelled or failed orders that have an open Rillet invoice
**Step 5: Report**
WooCommerce: name, company, customer since, orders in the period by status, total ordered, total refunded.
Rillet: open AR, overdue AR, payments received in the period, unapplied credits.
Disagreements: the flagged items as a table.
Close with the next action if there is an obvious one, and name the prompt that does it: backfill-woocommerce-orders, apply-woocommerce-payments or book-woocommerce-refunds.
**Rules & Guidelines:**
* WooCommerce tools, all on the woocommerce server: `woocommerce-get-customer`, `woocommerce-get-order`, `woocommerce-get-refund`.
* Rillet tools, all on the rillet server: `rillet-get-customer-emails`, `rillet-get-customers`, `rillet-get-invoices`, `rillet-get-credit-memos`, `rillet-get-invoice-payments`.
* This prompt is read-only. Do not call `rillet-add-invoice-payment`, `rillet-update-customer`, `rillet-apply-credit-memo`, `woocommerce-update-customer`, `woocommerce-update-order` or any other write tool.
**Validation:**
* If amounts are in different currencies, show both and do not convert.
* If the Rillet customer matched by name rather than email, say so, since the match may be wrong.Who it's for
One answer, three teams that use it
Accounts receivable
Resolve a billing dispute
See both sides and a table of disagreements before you reply to the customer.
Review priya@fabrikam.com across WooCommerce and Rillet for the last 6 months.
Customer support agents
Answer a charged twice question
Totals that differ and paid orders with open invoices are flagged, with the next step.
Tom at Contoso says he was billed twice. Check tom@contoso.com in WooCommerce and Rillet.
Finance controllers
Find refunds with no memo
Refunds with no credit memo and canceled orders with open invoices are listed.
Does orders@northwindtraders.com have refunds in WooCommerce with no Rillet credit memo?
How it works
What PopdockAI does when you ask
You give the customer's email and a window, and your AI assistant compares the store and Rillet side by side. It handles guest buyers and changes nothing.
01
Ask
You give the customer's email and a lookback window.
02
Read
It reads their WooCommerce record, orders and refunds.
03
Find
It finds them in Rillet and reads invoices, credit memos and payments.
04
Compare
You get both sides, a table of disagreements and the next step.
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-customer
woocommerce-get-order
woocommerce-get-refund
rillet-get-customer-emails
rillet-get-customers
rillet-get-invoices
rillet-get-credit-memos
rillet-get-invoice-payments
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
Every store and ledger mismatch already found
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.

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