# Billing Reconciliation: Match Visits to Invoices

Source: https://maito.app/workflows/check-visits-against-what-customers-are-billed

Maito compares last month's service visits in Jobber with your Stripe or PayPal invoices and posts mismatches in Slack with the likely reason.

Each month, flag customers billed for more or fewer visits than they got, so errors are caught before the statement.

[Finance](https://maito.app/workflows/team/finance) · [Home services](https://maito.app/workflows/industry/home-services) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Stripe
-   PayPal
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365

## How do you reconcile service visits with customer invoices?

To reconcile service visits with customer invoices, set up a monthly Loop. Maito reads the visits in your field service software and the invoices in Stripe or PayPal, checks each customer against their own billing cadence, and posts billed-but-not-visited, visited-but-not-billed and double bills in Slack with a likely reason for each.

## How it's done today

Staff assume every visit creates a bill, though contracts differ.

## What Maito does

1.  Read each contract's billing cadence
2.  Count visits against invoices for the period
3.  Flag skipped or extra invoices
4.  Confirm intended exceptions with the office

## Example

Loop run: 3rd of the month · Billing cadence check

**Maito** (9:00 AM):

Checked 212 customers for September. 6 mismatches.

Billed but no visit (3):  
• Acme Dental: monthly plan, visit rescheduled to Oct 4, billed Sep 30  
• Hooli Cafe and Initech: same pattern

Visited but not billed (2):  
• Globex Storage: 2 visits, 1 invoice, $145 missing  
• Wonka Foods: Sep 22 visit, no invoice

Double bill (1):  
• Vandelay Imports: INV-1203 and INV-1207, both $210 for the Sep 9 visit

Catch: Vandelay is on a quarterly plan, so it should only have been billed once, in September. The second invoice looks like a monthly rule left on after the switch.

Source: visits in the field service software, invoices in billing. Total at stake $565.

**Omar** (9:08 AM):

confirm Acme, Hooli and Initech are fine, it's the timing. Draft credit notes for Vandelay.

**Maito** (9:09 AM):

Marked those three as timing only. Credit note draft for INV-1207, $210, is ready for your approval. I'll also list other quarterly customers with the monthly rule still on.

## How to set it up

On a schedule Check visits against what customers are billed

Ask your agent

“On the 3rd of each month, compare last month's pest-control visits with the invoices in billing. Post any mismatches in #billing with the likely reason.”

Connect field service software

-   Jobber

Connect billing

-   Stripe
-   PayPal

Connect spreadsheet

-   Airtable
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can only compare what is recorded. A visit nobody logged or a contract change nobody wrote down will not show up as a mismatch.

## Questions

### Which tools does it check?

Visits come from Jobber. Invoices come from Stripe or PayPal. A customer list in Airtable or Microsoft 365 can add contract terms such as quarterly or flat-fee plans.

### Does it fix or credit invoices on its own?

No. It drafts a credit note and waits for your approval. Changes to billing records stay with your team.

### Can it run on a fixed day every month?

Yes. It runs as a Loop on the day you pick, for example the 3rd of each month, and posts the mismatches in the channel you choose.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fcheck-visits-against-what-customers-are-billed)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)