# Core Charge Return: Get Your Credits Back

Source: https://maito.app/workflows/get-core-charges-back-from-suppliers

Maito logs each core charge from parts invoices, creates a return task before the deadline and checks that earlier cores were returned and credited.

Every refundable core gets a return task and a deadline, so the credit isn't left on a shelf.

[Finance](https://maito.app/workflows/team/finance) · [Auto repair](https://maito.app/workflows/industry/auto-repair) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)
-   [Linear](https://maito.app/workflows/tool/linear)
-   [Asana](https://maito.app/workflows/tool/asana)
-   [ClickUp](https://maito.app/workflows/tool/clickup)
-   [Jira](https://maito.app/workflows/tool/jira)
-   [Trello](https://maito.app/workflows/tool/trello)

## How do you get core charges back from suppliers?

To get core charges back from suppliers, send parts invoices to the shared inbox. Maito logs each core charge with its return deadline, creates a return task a week before it, checks earlier cores for returns and credits, marks a credit received only when it appears in accounting, and drafts a request to the supplier when it does not.

## How it's done today

The old part and its refund deadline are tracked on paper.

## What Maito does

1.  Read the invoice for the core charge and terms
2.  Log the core against the repair order
3.  Create a return task before the deadline
4.  Check the credit arrives

## Example

Loop run: New invoice in ap@northstar.example

**Maito** (9:15 AM):

Invoice GP-77120 from Globex Parts, Oct 17: alternator for RO 10402, $212.00 plus a $45 core charge.

**Return deadline:** Nov 16 (30 days, per the invoice terms). Core C-212 logged, and a return task for Luis is due Nov 9. The terms need the old part in the original box with this invoice.

**Catch:** invoice GP-76802 from Sept 12 has another $45 core for the same alternator part number, return due Oct 12, and I find no return or credit. That's $45 now at risk.

From the invoice emails and the accounting records.

**Luis** (9:24 AM):

That one went back Oct 9. The receipt is in the drawer.

**Maito** (9:25 AM):

Marked GP-76802 core as returned Oct 9. The credit isn't in accounting yet, so I drafted a note to Globex asking for the credit memo. Send me a photo of the receipt and I'll attach it.

## How to set it up

When something happens Get core charges back from suppliers

Ask your agent

“When a parts invoice arrives in ap@northstar.example with a core charge, log it, create a return task a week before the deadline and tell me in #parts. Also check earlier cores are closed.”

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Connect accounting software

-   QuickBooks
-   Xero

Connect task tracker

-   Linear
-   Asana
-   ClickUp
-   Jira
-   Trello

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

## What it won't do

It follows the invoice terms and your records. It cannot see a part on the shelf, so a core nobody logged is invisible to it.

## Questions

### Which tools does it use?

Invoices in Gmail or Microsoft 365, credits in QuickBooks or Xero, and return tasks in Linear, Asana, ClickUp, Jira or Trello.

### How does it know a core was returned?

From what you tell it or a receipt you share. A credit counts as received only when it shows in accounting.

### Does it contact the supplier?

It drafts the credit request. You decide whether to send it.

## 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%2Fget-core-charges-back-from-suppliers)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)