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WooCommerce

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WooCommerce and Rillet customer account review
Report
Cross-Connector

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.

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WooCommerce and Rillet customer account review
Review jordan.lee@contoso.com across WooCommerce and Rillet. They say they were charged twice.
Jordan Lee has 6 orders and 1 refund in WooCommerce, and 2 disagreements with Rillet. - Paid but open: order 1042 is paid, invoice INV-1042 is still open - Refund: 24.00 refunded with no Rillet credit memo - Totals: all other invoices match their orders - Match: found in Rillet by email Next step: record the payment on INV-1042 and book the credit memo.
WooCommerce
Sample figures. Your results come from your own account.
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

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

WooCommerce

WooCommerce
Run it on your own WooCommerce data.

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

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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.

Prompt
**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.

Your AI tool

02

Read

It reads their WooCommerce record, orders and refunds.

woocommerce-get-customer
woocommerce-get-order
woocommerce-get-refund

03

Find

It finds them in Rillet and reads invoices, credit memos and payments.

rillet-get-customer-emails
rillet-get-customers
rillet-get-invoices
rillet-get-credit-memos
rillet-get-invoice-payments

04

Compare

You get both sides, a table of disagreements and the next step.

Your AI tool

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.

get-data

woocommerce-get-customer

Returns WooCommerce customer accounts with name, billing address, role and whether they have paid for an order. Filter by email, id, last name, billing country or state, role and created date range.
get-data

woocommerce-get-order

Returns WooCommerce orders with status, totals, discounts, shipping, payment method and paid date. Filter by status, customer email or id, order number, created date range, total range or billing last name.
get-data

woocommerce-get-refund

Returns WooCommerce refunds with amount, reason, who made them and whether the gateway returned the money. Filter by order, customer, amount range and date range.
get-data

rillet-get-customer-emails

Returns customer email addresses with their type and the customer's location from Rillet.
get-data

rillet-get-customers

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

rillet-get-invoices

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

rillet-get-credit-memos

Returns customer credit memos (number, customer, invoice, totals) from Rillet.
get-data

rillet-get-invoice-payments

Returns payments received against customer invoices from Rillet.
Read only.Nothing in WooCommerce 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

Every store and ledger mismatch already found

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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.

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