Payments
Chargebee
Connect your AI to Chargebee
Finance and billing teams, revenue operations and subscription managers, and customer support and success teams run recurring revenue through Chargebee, but one customer's subscriptions, invoices, credit notes and failed payments sit on separate screens. AI can pull them together in seconds, but only if it is read-only, limited to the records your Chargebee site and Popdock permissions allow, and never exposes card details beyond the masked values.
Why it matters
Capabilities that matter most for Chargebee
01
Ask about billing in plain language
Twenty read-only MCP tools cover customers, subscriptions, invoices, credit notes, transactions, item prices, coupons, quotes and more, so an AI client can answer from live Chargebee data.
02
Reconcile billing to your ledger
Ready-made app store prompts compare Chargebee with Dynamics 365 Business Central, Dynamics GP, Intacct and Rillet, so invoices, payments and credit notes can be checked against the books.
03
Billing reviews ready to run
Thirteen prompts cover overdue collections, failed payments, churn risk, renewals, unbilled usage and expiring cards, each ending in a clear report.
03
Read-only and governed
AI can only query what the connected Chargebee site and Popdock permissions allow, and card details stay masked, so nothing in Chargebee is changed.
Use cases
Example AI Use Cases for Chargebee
scenario
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Coupons quietly expire or run out of unused codes, and nobody finds out until a customer tries one and it fails. Checking means filtering coupons by expiry date in Chargebee, opening each one, then counting its codes by status and reading its coupon sets.
What popdock provides
--
Give a number of days to look ahead, or accept the default of 30, and it finds the Chargebee coupons that expire in that window. For each one it counts the codes by status and reads the coupon sets, then reports discount type, duration type, expiry date and codes by status. It flags coupons with no unused codes left and coupons that are about to expire but are still being handed out. It only reads from Chargebee, so nothing is changed, and if nothing expires in the window it lists the active coupons instead.
Business outcome
---
Marketing sees which coupons are about to expire or run dry before customers hit a dead code, without changing anything in Chargebee.
scenario
-
Unusual credits and refunds hide in a long list of credit notes. A period review means pulling every credit note, grouping them by reason by hand, and working out which customers keep getting credits and which single notes are far larger than normal.
What popdock provides
--
Give a date range, or use the last 30 days, and it pulls the Chargebee credit notes for that period. It groups them by reason code and type, totals what was credited, refunded and still available, and flags any customer with more than two credit notes and any single note above three times the average. The report shows summary totals, the breakdown by reason, then each flagged item with its customer and the invoice it relates to. Totals are kept per currency and nothing is changed in Chargebee.
Business outcome
---
Finance sees the credits and refunds that need a second look, grouped by reason, without exporting anything or changing a record.
scenario
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To understand one customer account, a support agent clicks through subscriptions, invoices, transactions, cards and credit notes in Chargebee. It is slow, and a failed payment or an expiring card is easy to miss when the answer sits across five screens.
What popdock provides
--
Give a customer id or email and it finds the customer in Chargebee, then gathers their subscriptions, unpaid invoices, recent payment failures, card status and available credits. The report is organised into profile, subscriptions and MRR, money owed, payment problems, credits and risks, and it ends with a one line verdict of healthy, watch or at risk with the reason. Amounts keep their own currencies, and it only reads, so nothing in Chargebee is changed.
Business outcome
---
Support gets a complete picture of one account in a single answer, with payment risks called out before they become escalations.
scenario
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Working out what a customer is entitled to means joining entitlements, features and plans by hand. Someone has to read the entitlements on a subscription or item price, look up each feature, then find which plan granted it, and archived features can still be granted without anyone noticing.
What popdock provides
--
Give a subscription id or item price id, and optionally the entity type, and it reads the entitlements Chargebee holds for it. It looks up each feature to get its name, type and status, then reads the subscription or item price to show where the entitlements come from. You get a list of features with their values, the plan or price they come from, and any archived features that are still granted. If nothing is returned it says the entity has none or the id is wrong. Nothing is changed in Chargebee.
Business outcome
---
Support can answer what a customer is entitled to and why in one step, including archived features that are still granted.
scenario
-
Account history in Chargebee is buried in separate comments on the customer or other records. To see what was promised and what is still open, someone has to open each comment and rebuild the timeline by hand.
What popdock provides
--
Give a customer id, or another record id and its type, and it reads the internal comments Chargebee holds against it. It turns them into a dated timeline showing who added each one and what it said, then lists the open issues and any commitments made to the customer. If there are no comments it says so. It only reads, so nothing in Chargebee is changed.
Business outcome
---
Support picks up an account knowing the full history and what was promised, without opening comments one at a time.
scenario
-
Expiring cards are usually found after the payment fails. Finding them early means pulling every card, working out which expire before the end of next month, and then adding up the recurring revenue tied to each affected customer.
What popdock provides
--
Optionally give a card status, and it pulls the cards on file in Chargebee and flags those that expire before the end of next month or are not valid. For each flagged customer it adds up the active monthly recurring revenue, then reports customer, card type, last four digits, expiry and revenue exposed, sorted by exposure. Only the last four digits of a card are ever shown. It only reads, so nothing in Chargebee is changed.
Business outcome
---
Operations can warn customers about expiring cards before charges fail, starting with the ones that put the most revenue at risk.
scenario
-
Failed payments get reviewed one at a time, so a shared cause such as a gateway problem or a batch of expired cards goes unnoticed. Finding the pattern means grouping failures by gateway, error and payment method, then checking the cards of the customers affected.
What popdock provides
--
Give a look-back period, or use the last 14 days, and optionally a gateway, and it pulls the failed payments from Chargebee. It groups them by gateway, error code and payment method and notes whether they cluster on one gateway, card type or date. For the most affected customers it checks their cards for expiry, then reports a ranked table of cause, count, amount and customers affected with a recommended fix for each cause. It only reads, so nothing in Chargebee is changed.
Business outcome
---
Finance finds the shared cause behind failed payments and knows whether to chase cards, retry or raise a gateway issue.
scenario
-
Explaining why an invoice has its current balance means matching payments, credit notes and orders by hand. Each sits on a different Chargebee screen, and the numbers rarely add up at first glance.
What popdock provides
--
Give an invoice id and it reads the invoice total, amount paid, credits applied, amount due and status from Chargebee. It then finds the payments for the subscription around the invoice date, the credit notes that reference the invoice and the orders linked to it. You get a ledger in date order, starting with the total and ending in the computed balance, and it says whether that balance matches the amount due and how large any gap is. It only reads, so nothing is changed.
Business outcome
---
Finance can explain any invoice balance line by line and see at once whether the figures reconcile.
scenario
-
Collectors comb through invoice lists by hand and chase the wrong accounts first. Deciding who to call means finding unpaid invoices, working out how late they are, then checking each customer's terms and recent payment failures.
What popdock provides
--
Give an as of date, or use today, and optionally one customer, and it builds a worklist of unpaid Chargebee invoices that are due. For the ten customers owing the most it adds company, email, auto collection setting and payment terms, plus the reason for any recent payment failure. You get a table of customer, invoice, due date, days overdue, amount due, dunning status and last failure reason, ranked by amount, and it names the three accounts to chase first and why. It only reads, so nothing is changed.
Business outcome
---
Collections starts the day with a ranked worklist and the three accounts most worth chasing, instead of a raw invoice list.
scenario
-
Catalog gaps and inconsistent pricing are usually found by customers first. Checking the Chargebee catalog by hand means comparing items against item prices, hunting for orphaned prices and spotting items priced in some currencies but not others.
What popdock provides
--
Optionally give a currency, and it reads the Chargebee items and their item prices. It checks for items with no price, prices that point at archived or deleted items, items priced in some currencies but not others, and prices that differ widely for the same item and pricing model. You get a findings list grouped by check, each with the item id and name. If the lists are cut short it says the audit is partial. It only reads, so nothing in Chargebee is changed.
Business outcome
---
Operations finds missing, orphaned and inconsistent catalog entries before a customer or invoice does, without touching the catalog.
scenario
-
Churn and recurring revenue at risk are assembled in spreadsheets and are out of date by the time anyone reads them. Pulling cancellations, adding up lost MRR and finding active subscriptions with unpaid dues takes several exports.
What popdock provides
--
Give a look-back period, or use the last 30 days, and it reads the Chargebee subscriptions cancelled in that window, totals the recurring revenue lost and groups it by billing period. It then finds active subscriptions with unpaid dues and checks their invoices for dunning status. The report gives revenue lost, the number cancelled, revenue exposed by unpaid dues and the ten largest at risk subscriptions. If recurring revenue is missing it reports counts only. Nothing in Chargebee is changed.
Business outcome
---
Leadership sees current churn and the revenue exposed to it in one answer, instead of a stale spreadsheet.
scenario
-
Unbilled charges and metered usage slip through, so revenue is delayed or never invoiced. Finding them means checking unbilled charges, then scanning usage records for ones that have no invoice, then naming the items involved.
What popdock provides
--
Give a start date, or use the last 30 days, and optionally one customer, and it reads the unbilled charges in Chargebee, leaving out voided ones. It also reads usage records from the same date and keeps those with no invoice. The report totals unbilled amounts by currency, lists the top customers and the oldest unbilled date, and shows unbilled usage by item price using the item names. If both reads are empty it says nothing is waiting to be billed. Nothing is changed.
Business outcome
---
Finance finds revenue that is waiting to be billed and where it sits, so it can be invoiced sooner.
scenario
-
Renewal revenue is forecast by hand, and card problems only surface after a charge fails. Building the forecast means listing subscriptions due to renew, then checking the card and collection setting for each of the biggest ones.
What popdock provides
--
Give a number of days ahead, or use the next 30, and it reads the Chargebee subscriptions due to renew in that window. For the largest by recurring revenue, up to 20, it checks the card on file and the customer's auto collection setting, flagging cards that will be expired or not valid on the renewal date. The report gives renewal count and total recurring revenue by week, then the renewals at risk of failing and why. If results are cut short it says the forecast is partial. Nothing is changed.
Business outcome
---
Finance gets a renewal forecast by week with the renewals likely to fail named, early enough to fix the cards.
scenario
-
Subscriptions in the billing system and contracts in the accounting system are kept in step by hand, so cancellations, renewals and dates fall out of line. Comparing them means reading Chargebee subscriptions, finding the same customer in Rillet and matching each pair yourself.
What popdock provides
--
Give a Chargebee customer id and it reads their subscriptions from Chargebee, finds the same customer in Rillet by email or name and reads their contracts and contract lines. It pairs each subscription with a contract by start date and currency, then reports pairs with status, date or value differences, subscriptions with no contract and contracts with no subscription. Guessed pairings are labelled as guesses and value checks are skipped across currencies. It only reads and suggests fixes in words, so nothing in either system is changed.
Business outcome
---
Operations sees which subscriptions and contracts disagree and which side to fix, without anything being written to Rillet.
scenario
-
To answer what a customer owes, collections staff open two systems and add up open invoices by hand. The Chargebee and Dynamics 365 Business Central totals never quite agree, and nobody can say which invoices explain the gap.
What popdock provides
--
Give a customer email and it finds the single matching Chargebee customer, adds up their open invoices and notes the oldest due date and dunning status. It then finds the customer in Dynamics 365 Business Central and reads their balance, open invoices, credit limit, blocked flag and reminder level. You get a two column summary of Chargebee against Business Central, the difference between the two totals and the invoices that appear on only one side. It stops unless exactly one Chargebee customer matches, never subtracts across currencies and writes nothing to either system.
Business outcome
---
Collections gets one receivables view across billing and the ERP, with the gap between the two explained invoice by invoice.
scenario
-
Credit notes issued in Chargebee are not always mirrored as credit memos in Dynamics GP, so customer balances disagree. Finding the missing ones means listing credit notes, listing GP credit memos and matching them by amount and date by hand.
What popdock provides
--
Give a customer id, and optionally a start date and GP company, and it reads that customer's Chargebee credit notes. It then reads the credit memos in Dynamics GP, including returns raised as sales documents. It matches by amount within five days or by the credit note or invoice number in the GP document, and reports matched pairs, credit notes missing from GP, GP credit memos with no credit note and unapplied credit. It writes nothing to either system and does not compare amounts across currencies.
Business outcome
---
Finance sees which credit notes never reached GP and how much credit is still unapplied, with no records changed.
scenario
-
Recurring revenue reported from billing and from accounting drifts apart, and nobody can say which customers explain the gap. Comparing means summing Chargebee subscription MRR by hand, then finding the same customer in Rillet and reading its revenue figures.
What popdock provides
--
Give a Chargebee customer id and optionally a month, and it sums the MRR of their active subscriptions in Chargebee, showing trial and non renewing ones separately. It finds the customer in Rillet and reads Rillet's MRR waterfall for that month, or the latest month available. You get Chargebee MRR by subscription and in total, the Rillet figure and the difference with a likely reason, such as a cancelled subscription, a trial, a missing contract or a currency difference. It never writes to Rillet and never subtracts across currencies.
Business outcome
---
Leadership can see which customers explain the gap between billing and accounting MRR, and the likely reason for each.
scenario
-
Subscription revenue in the billing system and recurring invoice schedules in the ledger drift apart unnoticed. Comparing them means reading active Chargebee subscriptions, finding the customer in Intacct and normalising amounts to a monthly figure by hand.
What popdock provides
--
Give a Chargebee customer id and it reads their active subscriptions and company name from Chargebee. It finds the Intacct customer by id or by company name and reads their active recurring invoices. It compares the combined Chargebee MRR with the Intacct amounts normalised to monthly, and reports subscriptions with no recurring invoice, schedules with no active subscription and differences in amount or frequency. An empty Intacct result is treated as no recurring schedule, not an error, and nothing is written to either system.
Business outcome
---
Finance sees where subscription revenue and ledger schedules disagree, without mistaking a missing schedule for a system error.
scenario
-
Setting up a Chargebee customer in Rillet means retyping their details, which risks duplicates and typos. Someone has to check Rillet for an existing record under a different spelling before creating anything, then confirm the new one exists.
What popdock provides
--
Give a Chargebee customer id, and optionally payment terms, and it reads the customer from Chargebee. It checks Rillet for the same email and for an exact name match, and if it finds one it shows it and stops without creating anything. Otherwise it shows exactly what will be created and tells you the email must be added in Rillet afterwards. Nothing is created until you say yes, and then it creates the customer once and reads Rillet again to confirm it, without retrying on failure.
Business outcome
---
New customers reach Rillet once, with the details you approved and no duplicates, and nothing is written to Chargebee.
scenario
-
New billing customers are re-keyed into the ERP by hand, and duplicates appear when someone searches by the wrong spelling. Before creating anything you have to read the Chargebee record, search Business Central by email and by name, then check the new customer exists.
What popdock provides
--
Give a customer email and it reads the single matching Chargebee customer and keeps their name, contact details and currency. It searches Dynamics 365 Business Central by email and then by company name, and if any customer turns up it shows it and stops. Otherwise it shows the proposed customer and waits for an explicit yes. Only then does it create the customer once, read it back to confirm it exists and report the new customer number. It never updates existing records, never writes to Chargebee and leaves credit limit and payment terms for finance.
Business outcome
---
New customers land in Business Central once, with the details you approved, and no duplicate to clean up later.
scenario
-
New billing customers are re-keyed into the ledger by hand, and some are never created while others are created twice. Finding the missing ones means listing recent Chargebee customers and searching Intacct for each by name and by email.
What popdock provides
--
Give a look-back period, or use the last 30 days, and it lists the Chargebee customers created in that window. For each it searches Intacct by company name and by contact email and treats a customer with no hit from either as missing. It lists the missing customers with the values that would be sent and asks which ones to create. Possible matches with a different spelling are listed separately and never offered for creation. Only after a clear yes does it create the confirmed customers, read each back to confirm it, and it writes nothing to Chargebee.
Business outcome
---
Only genuinely missing customers are created in Intacct, each one confirmed by you and checked afterwards.
scenario
-
New Chargebee customers are not set up in Dynamics GP, so invoices cannot be posted until someone notices. Finding the gap means listing recent customers and searching GP for each by id, name and email.
What popdock provides
--
Give a start date, or use the last 90 days, and optionally a GP company, and it reads up to 100 recent Chargebee customers. For each it looks in Dynamics GP by customer id and then by company name, and treats a GP customer with the same email as a certain match. You get three lists: customers with no GP record, customers with a probable match for a person to confirm, and a count of exact matches. It warns if the list was cut short and never treats two customers as a match on name alone when their emails differ. It creates nothing in GP.
Business outcome
---
Operations knows which new billing customers still need setting up in GP, before invoices are blocked.
scenario
-
Staff search Intacct by hand for the customer behind a Chargebee account and sometimes pick the wrong near duplicate. Names differ by Inc or LLC, and nothing tells them how confident the match is.
What popdock provides
--
Give a Chargebee customer id, email or company name, and it finds the customer in Chargebee, stopping with a list if several match. It then searches Intacct by company name, or by an Intacct customer id if you supply one, and checks whether a contact carries the same email. If several Intacct customers come back it ranks the top three by name, city and state. You see both records side by side with their open balances and a verdict of exact match, probable match or no match. It never calls a name only match certain and creates or changes nothing in Intacct.
Business outcome
---
Finance links the right Intacct customer to a Chargebee account with a stated level of confidence, not a guess.
scenario
-
Credit notes raised in billing have to be mirrored as credit memos in the ledger, and nobody notices a missing one until the customer balance is wrong. Checking means listing credit notes and hunting for each posted credit memo in Business Central.
What popdock provides
--
Give a start date, and optionally one customer, and it reads the Chargebee credit notes for the period. It finds each customer in Dynamics 365 Business Central by email, then looks for the posted sales credit memo, matching first on external document number, then on the invoice it applies to, then on amount, and it says which rule matched. You get counts of matched, different, unmatched and customer missing, with every exception listed. If several credit memos could fit it lists them and refuses to choose, and it never creates credit memos.
Business outcome
---
Finance sees every credit note that never reached the ledger, with the rule used to match the rest.
scenario
-
Finance eyeballs the Chargebee customer list against the Rillet customer list, and name variants and shared emails let customers slip through unnoticed. Rillet cannot filter its customers, so the comparison is done by hand.
What popdock provides
--
Give a number of customers to look at, or use 25, and optionally a company name filter, and it reads those Chargebee customers and all Rillet customers and their emails. It matches on email first, then on an exact company or full name match against the Rillet name or invoicing name, and labels each result as matched by email, matched by name only or no match. You get a table with the Rillet customer id and match basis, the unmatched customers and any Rillet customer matched by more than one Chargebee customer. It never writes to Rillet.
Business outcome
---
Finance sees which Chargebee customers have no Rillet record and which matches are weaker, with duplicates flagged.
scenario
-
Billing status from Chargebee is copied into Dynamics GP customer notes by hand, and the notes go stale or overwrite what was already there. Someone has to read the subscription and invoices, find the GP customer and type a summary.
What popdock provides
--
Give a Chargebee customer id, and optionally a GP company, and it reads the customer, their subscription and their unpaid invoices from Chargebee. It summarises subscription status, next billing date, MRR, amount due, oldest overdue date and dunning status, and finds the matching GP customer, stopping unless exactly one matches. You see the exact note text and the customer it will go on, and nothing is saved until you say yes. It then adds the note once, always appending to the existing note, and reports that it was saved.
Business outcome
---
GP customer notes carry a current billing status that you approved, without overwriting existing notes or retyping from Chargebee.
scenario
-
Credit notes issued in billing are not always booked as adjustments in the ledger, so revenue is overstated. Checking means listing credit notes, resolving each customer in Intacct and searching for a matching adjustment by hand.
What popdock provides
--
Give a look-back period, or use the last 30 days, and optionally one customer, and it lists the Chargebee credit notes in that window. It resolves each customer in Intacct by company name and looks for a customer adjustment from the same date, matching on the referenced invoice number where it can. You get a table per credit note showing the matching Intacct adjustment and amount or missing in Intacct, with the missing ones first and totals of missing and mismatched amounts per currency. Customers it cannot match are listed separately, and nothing is written.
Business outcome
---
Finance sees which credit notes are missing from the ledger and the amount at stake, per currency.
scenario
-
Credit notes issued in Chargebee may never become credit memos in Rillet, leaving revenue and receivables overstated. Checking means pulling both sets for a customer and matching them by number, total and date yourself.
What popdock provides
--
Give a Chargebee customer id, and optionally a start date, and it reads their credit notes from Chargebee and finds the customer in Rillet by email. It reads the Rillet credit memos from the same date and matches by credit memo number, then by total and a date within three days, checking the linked invoice where it can. You get credit notes missing in Rillet, credit memos missing in Chargebee and matched pairs with any difference, ending with the net amount not reflected in Rillet. Currency mismatches are listed separately and no Rillet credit memo is created or changed.
Business outcome
---
Finance sees exactly which credit notes are not reflected in Rillet and the net amount involved.
scenario
-
A billing analyst checks by hand whether a Chargebee customer was set up in the ERP, and mismatched names, emails or terms are found only when an invoice fails to post. Every field has to be compared across two systems.
What popdock provides
--
Give a customer email and it finds the Chargebee customer, stopping if several match or none do. It finds the matching Dynamics 365 Business Central customer by email, trying the company name once if needed and labelling a name only match as probable. It compares name, email, phone, currency and payment terms, and shows Chargebee unbilled charges and excess payments next to the Business Central balance, balance due and blocked flag. You get a table of every field marked match, mismatch or missing and a one line verdict. It never creates or updates anything.
Business outcome
---
Billing and finance find customer record differences before an invoice fails to post, without touching either system.
scenario
-
Month end close means exporting Chargebee invoices and ticking them off against posted ERP invoices in a spreadsheet, and missing or mis-keyed invoices surface weeks later. Matching has to be done customer by customer.
What popdock provides
--
Give a start date, and optionally one customer and a maximum number of invoices, and it reads the Chargebee invoices. It finds each customer in Dynamics 365 Business Central by email and then the posted sales invoice, matching first on external document number, then on reference, and only then on total and date, and it says which rule matched. You get counts of matched, different, missing and customer missing, plus a table of every exception. Voided invoices are listed separately, several candidates are listed rather than chosen, and nothing is created.
Business outcome
---
Finance closes the month knowing exactly which Chargebee invoices are missing or different in the ERP.
scenario
-
Billing staff tick Chargebee invoices against Dynamics GP receivables line by line, and missing or mismatched invoices are found only at month end. Matching depends on purchase order numbers, document numbers and amounts.
What popdock provides
--
Give a customer id, and optionally a date range and GP company, and it reads the Chargebee invoices for the period and the customer's receivables transactions in Dynamics GP. It matches by purchase order number, then by the invoice id appearing in the GP document, then by equal total on a nearby date, and never matches one GP transaction to two invoices. You get matched invoices with any amount difference, Chargebee invoices missing from GP and GP invoices with no Chargebee invoice, ending with totals per system and the net difference. Voided GP rows are counted separately and nothing is added to GP.
Business outcome
---
Billing finds missing and mismatched invoices in GP during the month, not at close.
scenario
-
Month end reconciliation of billing against the ledger is done in spreadsheets and misses invoices or amount differences. Someone has to list invoices from both systems for a customer and match them by number, total and date.
What popdock provides
--
Give a Chargebee customer id, and optionally a look-back period and Intacct customer id, and it reads the Chargebee invoices and the company name. It resolves the Intacct customer, stopping with a list of candidates if it is ambiguous, and reads their Intacct invoices. It matches by invoice number, then by identical total within three days, flagging those amount and date matches as lower confidence. You get invoices in Chargebee only, in Intacct only and matched with a different total or paid status, ending with counts and the net difference per currency. It never changes Intacct.
Business outcome
---
Finance sees every invoice that is missing or different between billing and the ledger, with match confidence stated.
scenario
-
Accountants compare billing invoices with ledger invoices line by line, and missing or mismatched ones surface only at month end close. Rillet cannot filter its invoices, so every comparison is done by eye.
What popdock provides
--
Give a Chargebee customer id, and optionally a start date, and it reads their invoices from Chargebee and finds the customer in Rillet by email, falling back to company name. It reads the Rillet invoices for that customer and matches by invoice number, then purchase order number, then by date and total. You get invoices in Chargebee only, in Rillet only and in both with a difference, ending with counts and the total gap in amount due. It refuses to compare amounts across currencies and points out when a total differs by exactly 100 times. It never writes to Rillet.
Business outcome
---
Accountants see every missing or differing invoice between Chargebee and Rillet before month end close, not during it.
scenario
-
Payments settled in Chargebee are not always applied to invoices in Dynamics GP, leaving cash unapplied and balances wrong. Checking means listing payments, then finding each receipt and its application in GP.
What popdock provides
--
Give a customer id, and optionally a start date and GP company, and it reads the successful payments from Chargebee, skipping and counting failed ones. It reads the GP payment applications and receivables transactions for the same customer, then matches each payment to a cash receipt by amount within five days or by reference number in the document number. You get payments applied in both systems, payments with no GP receipt, GP payments with no Chargebee transaction and payments received but still unapplied. Nothing is written to either system and amounts are not compared across currencies.
Business outcome
---
Finance finds missing and unapplied cash in GP quickly, with no records changed on either side.
scenario
-
Cash received in Chargebee is not always recorded as an invoice payment in Rillet, and finding the gap by hand is slow and error prone. Rillet cannot filter its payments, so each one must be traced through the customer's invoices.
What popdock provides
--
Give a Chargebee customer id, and optionally a start date, and it reads their successful payments from Chargebee. It finds the customer in Rillet by email, reads their invoices and then the payments recorded against those invoices. It matches payments with the same amount and currency within three days, using each Rillet payment only once and flagging same amount matches as ambiguous. You get Chargebee payments with no Rillet payment, which are unrecorded cash, Rillet payments with no Chargebee payment and matched pairs, with the unrecorded total per currency. It never adds or updates Rillet payments.
Business outcome
---
Finance finds unrecorded cash in Rillet and its total per currency, without any payment being added automatically.
scenario
-
Someone compares a customer in Chargebee with the same customer in Dynamics GP by hand, and contact details, balances and holds drift apart unnoticed. The two systems use different ids and name spellings, so finding the match is part of the job.
What popdock provides
--
Give an email, customer id or company name, and optionally a GP company, and it finds the Chargebee customer, stopping with a list if several match. It finds the Dynamics GP customer by company name, then by id, choosing among several only when the email matches, and reads the Chargebee subscriptions and open invoices. You get a side by side table of name, email, phone, payment terms, balances, credit limit and GP hold and inactive flags, then every difference and which system looks wrong. It never compares across currencies and calls no GP write tools.
Business outcome
---
Finance sees where one customer's details and balances disagree between billing and GP, and which side to correct.
scenario
-
Credit controllers cross check billing dunning lists against ERP credit holds by hand, so customers in dunning keep getting served because the ERP never heard about it. Each customer has to be looked up in both systems.
What popdock provides
--
Give a due before date, or use today, and it lists the Chargebee invoices in dunning, grouped by customer with the amount due. For each customer it reads the email, company and collection setting, then finds them in Dynamics 365 Business Central and reads their balance due, credit limit, blocked flag and highest reminder level. You get customers ranked by Chargebee amount due with a risk note: already blocked, over credit limit, no reminder raised or not in Business Central. It recommends a block but never applies one, and does not compare across currencies.
Business outcome
---
Credit controllers see which dunning customers the ERP is still treating as safe, so holds can be applied where they matter.
scenario
-
Collectors cross check overdue Chargebee invoices against Dynamics GP balances and holds in two systems. Deciding who to chase means looking up every customer twice, and customers on hold in GP can still have active subscriptions.
What popdock provides
--
Give a minimum overdue amount, or use 1, and optionally a GP company, and it reads the overdue Chargebee invoices and groups them by customer with the oldest due date and dunning status. For the top 15 customers by amount it looks up their Dynamics GP record by id, falling back to company name, and reads the balance, credit limit and hold and inactive flags. You get a table ranked by Chargebee overdue amount, with customers over their credit limit, customers on hold with active subscriptions and customers with no GP record flagged. It changes nothing and does not total across currencies.
Business outcome
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Collectors start with a ranked list that combines billing and GP positions and shows where a hold and a live subscription clash.
scenario
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Cash application means checking the gateway payment in Chargebee, then hunting for the receipt and the invoice in the ledger. Payments can be batched into deposits, which makes a simple trace take many searches.
What popdock provides
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Give a Chargebee payment or invoice reference and it finds the payment, its customer, amount, date, status, gateway and payment method. It resolves the Intacct customer and looks for a receipt with the same amount in a window around the payment date, and if none matches it looks for a batched deposit. It then checks the Intacct invoice is consistent with the payment being applied. You get one verdict: received and applied, received but not applied, deposited in a batch, or not found. It lists every candidate receipt rather than choosing, and failed or refunded payments are not expected in Intacct.
Business outcome
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Finance can say whether a Chargebee payment reached Intacct and was applied to the right invoice, with dates and amounts side by side.
scenario
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Cash application means comparing gateway payments in Chargebee against ledger receipts line by line, and unapplied or missing receipts hide until the aged debtors report is wrong. Refunds make the matching harder.
What popdock provides
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Give a customer email and a start date and it finds the single matching Chargebee customer and reads their successful payments, treating refunds as negative amounts. It finds the customer in Dynamics 365 Business Central and reads their detailed ledger entries for payments and refunds. It pairs each payment with a ledger entry of equal amount within five days, preferring one that mentions the transaction or reference number, and uses each entry once. You get payments with no ledger entry, ledger payments with no Chargebee transaction and mismatched amounts, with totals per side. Failed and voided payments are excluded and counted, and nothing is created.
Business outcome
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Finance sees which Chargebee payments are missing from the Business Central ledger before the aged debtors report goes wrong.
scenario
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Preparing for a customer call means opening billing in one system and the ledger in another, then piecing together subscriptions, invoices, payments and balances. Totals rarely agree at a glance, and a customer missing from one side is easy to overlook.
What popdock provides
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Give a customer email, and optionally a lookback period, and it finds the customer in Chargebee and then in NetSuite. From Chargebee it reads subscriptions, invoices and payments, and from NetSuite the invoices, open receivables and payments. You get one review with identity, subscriptions and MRR, invoiced against paid and the open balance in each system, and a short list of discrepancies. It stops if several customers match, reports a customer found only in Chargebee as billing-only, never converts currencies and never changes either system.
Business outcome
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Account teams get one view of billing and receivables before a call, with differences between the systems named but never changed.
scenario
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The billing catalog and the item list drift apart because SKUs are compared by hand, so a product can be sold in Chargebee with no matching item in NetSuite. Catalogs are long, and a product with no SKU at all is easy to skip.
What popdock provides
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Optionally give part of a product name, and it reads active Chargebee products, with item prices where needed, then looks up each SKU as a NetSuite item number, retrying by description when that finds nothing. The report lists each product with its NetSuite match or missing in NetSuite, products with no SKU, and every item when a SKU matches several. It checks the first 50 products and says how many remain, and it does not claim the NetSuite list is exhausted. It only reads and reports differences without fixing them.
Business outcome
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Products that exist in billing but not in the item list are found by SKU, with nothing changed in either system.
scenario
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Collectors can see overdue receivables in the NetSuite ledger, but not whether Chargebee billing is still chasing the customer. Without that, they either duplicate reminders or assume billing has it covered when it has stopped.
What popdock provides
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Give how many days overdue to use (30 by default) and how many customers to show, and it totals overdue NetSuite receivables by customer. For each of the largest it finds the Chargebee customer by email and reads the amount due on payment due invoices, the dunning status and the subscription state with its next billing date. The table flags customers overdue in NetSuite with no open Chargebee invoice and those whose dunning has stopped. It shows ambiguity instead of picking a customer, stops when nothing is overdue, and reports differences without fixing them.
Business outcome
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Collectors see which overdue customers billing is still chasing and which have fallen through, without touching either system.
scenario
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To check one customer's balance, someone compares the NetSuite ledger balance with the amounts due in Chargebee, across two systems. Open invoices that appear on only one side are easy to miss, so the difference stays unexplained.
What popdock provides
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Give a customer email, and optionally how many days of invoices to look at (90 by default). It finds the customer in NetSuite and Chargebee, stopping with a list if either matches more than one. It reads the open items in NetSuite and the open invoices and subscription dues in Chargebee, compares the two totals and shows the difference. Open invoices are matched on Chargebee ID or PO number against the NetSuite document number, and items on one side only are flagged, with any remainder stated as unexplained. If currencies differ it reports both and does not convert. Nothing is fixed or changed.
Business outcome
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A customer's balance gap between NetSuite and Chargebee is explained invoice by invoice, with any remainder stated and no records changed.
scenario
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Credit notes issued in billing are not always raised as credit memos in the ledger, and nobody checks. The two systems then disagree about what the customer owes.
What popdock provides
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Give a date range, and it reads Chargebee credit notes and NetSuite credit memos for it. Each credit note's customer email is fetched from Chargebee, and it matches on email, then on the credit note ID appearing in the memo number, then on date. It also checks that the original invoice exists in NetSuite. The table shows each credit note, its matched memo or missing in NetSuite, and whether the invoice was found, followed by memos with no credit note. It says that memo totals are not compared, stops if either side is empty, and never fixes differences or changes records.
Business outcome
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Credit notes with no NetSuite credit memo are found for the period, with the original invoice checked and nothing changed.
scenario
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Invoices billed in Chargebee are checked against the NetSuite ledger by hand, so a missing invoice or a different total is found only when someone reconciles the period. By then the trail is cold and each one takes time to explain.
What popdock provides
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Give a date range, and optionally a customer email, and it reads Chargebee invoices and NetSuite invoices for those dates. Invoices are matched when the Chargebee ID or PO number equals the NetSuite document number, falling back to customer email, date and total, which it marks low confidence. It reports invoices in Chargebee only, in NetSuite only, and matched with different totals, showing both amounts and the difference, then counts. Draft and voided Chargebee invoices are listed separately instead of as errors. It only reads and never fixes differences or changes records.
Business outcome
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Invoices missing from either system, or with different totals, are listed for the period, with drafts and voids kept apart.
scenario
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Cash collected through Chargebee has to be found again in NetSuite as customer payments, and the two lists share no common key. Someone searches payment by payment, and a payment that was collected but never posted can sit unnoticed until a bank or revenue review turns it up.
What popdock provides
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Give a date range, and optionally one customer email, and PopdockAI reads the successful Chargebee payments and the NetSuite customer payments for the same period. It pairs them by customer email, amount and a date within 3 days, or by a matching reference number. Payments collected but missing from NetSuite, NetSuite payments with no Chargebee payment and the totals on each side are listed. Where several Chargebee payments add up to one NetSuite payment it flags a possible batched deposit instead of assuming a match. Nothing is changed in either system.
Business outcome
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Unposted cash and unexplained NetSuite payments are listed in one pass, with close calls shown side by side for you to judge.
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