Chase overdue invoices
Customers with overdue invoices get polite, correct reminders.
Finance · On a schedule · Updated
Works with
- Slack
- QuickBooks
- Xero
- Gmail
- Microsoft 365
- Superhuman Mail
Slack
QuickBooks
Xero
Gmail
Microsoft 365
Superhuman MailHow do you chase overdue invoices?
To chase overdue invoices, set up a Loop in Maito. It finds invoices past due in QuickBooks or Xero, drafts a reminder email for each with the correct amount and a friendlier or firmer tone by age, holds any with a dispute, and sends only what you approve.
How it's done today
Reminders go out late, or not at all.
What Maito does
- Find overdue invoices
- Check for disputes or recent payments
- Draft reminders by stage
Example
Loop run: Monday 9:00 AM · Overdue invoices
11 invoices are overdue, totaling $47,920. I drafted 9 reminders in Gmail and held 2. Oldest drafts • Acme, INV-1188, $8,400, 47 days. Second reminder, firmer. • Wonka Foods, INV-1203, $5,150, 33 days. • Stark Logistics, INV-1236, $2,300, 12 days. First, friendly. Held • Vandelay Imports, $14,600. Open dispute: they say 40 units arrived damaged. Chasing this one would be a mistake. • Pied Piper, $3,100. They paid $3,100 on Oct 16 and it hasn't been applied to the invoice. Source: QuickBooks and the invoice email threads. Reply approve all, or name the ones to send.
@Maito send all 9, but not Acme. I'll call their AP first.
Sent 8 reminders. Acme's draft stays in Gmail. I'll bring it back next Monday if INV-1188 is still open.
Maito (9:00 AM):
11 invoices are overdue, totaling $47,920. I drafted 9 reminders in Gmail and held 2.
Oldest drafts
• Acme, INV-1188, $8,400, 47 days. Second reminder, firmer.
• Wonka Foods, INV-1203, $5,150, 33 days.
• Stark Logistics, INV-1236, $2,300, 12 days. First, friendly.
Held
• Vandelay Imports, $14,600. Open dispute: they say 40 units arrived damaged. Chasing this one would be a mistake.
• Pied Piper, $3,100. They paid $3,100 on Oct 16 and it hasn't been applied to the invoice.
Source: QuickBooks and the invoice email threads.
Reply approve all, or name the ones to send.
Omar (9:12 AM):
send all 9, but not Acme. I'll call their AP first.
Maito (9:13 AM):
Sent 8 reminders. Acme's draft stays in Gmail. I'll bring it back next Monday if INV-1188 is still open.
How to set it up
- Ask your agent
“Every Monday at 9, find overdue invoices in QuickBooks, skip any with a dispute or a payment in the last 7 days, and draft reminders in Gmail for me to approve.”
- Connect accounting software
- QuickBooks
- Xero
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
Not connected yet? Your agent sends you a link to sign in.
What it won't do
Maito can only hold back disputes it knows about. It does not call customers or decide to escalate.
Questions
No. It drafts them in your email, Gmail or Microsoft 365, and sends only after you approve.
By how late the invoice is and whether earlier reminders went out. First reminders are friendly and later ones are firmer.
Maito holds them and tells you why, so nobody gets a reminder at the wrong time.
