Log and match every invoice
Invoices from email get read, logged and matched to purchase orders.
Finance · When something happens · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- QuickBooks
- Xero
Slack
Gmail
Microsoft 365
Superhuman Mail
QuickBooks
XeroHow do you process invoices automatically?
To process invoices automatically, connect your inbox and accounting software. Maito reads each invoice that arrives, logs it in QuickBooks or Xero, matches it to the purchase order, and posts the clean ones as done. Duplicates, price differences and unexpected line items are flagged for a person to review.
How it's done today
Someone types invoice details into a spreadsheet.
What Maito does
- Read invoices from the inbox
- Pull supplier, amount, date and number
- Match to the purchase order
- Flag mismatches
Example
Loop run: New invoices in ap@northstar.example
18 invoices from ap@ are logged in QuickBooks. 16 match their purchase orders. Needs a look • Globex INV-4471, $3,860. Same number and amount as INV-4471 logged Oct 12. I did not log it twice. • Initech INV-0932, $12,400 against PO-2208 for $10,000. The extra $2,400 is a line called "expedited setup" that isn't on the PO. Total logged today: $61,215. Nothing is scheduled for payment. Source: the PDFs in ap@ and open POs in QuickBooks.
@Maito ask Initech whether the $2,400 was agreed with anyone on our side.
Drafted and waiting for your OK before it goes to billing@initech.example. It cites PO-2208 and asks who approved the extra line.
Maito (10:42 AM):
18 invoices from ap@ are logged in QuickBooks. 16 match their purchase orders.
Needs a look
• Globex INV-4471, $3,860. Same number and amount as INV-4471 logged Oct 12. I did not log it twice.
• Initech INV-0932, $12,400 against PO-2208 for $10,000. The extra $2,400 is a line called "expedited setup" that isn't on the PO.
Total logged today: $61,215. Nothing is scheduled for payment.
Source: the PDFs in ap@ and open POs in QuickBooks.
Omar (10:50 AM):
ask Initech whether the $2,400 was agreed with anyone on our side.
Maito (10:51 AM):
Drafted and waiting for your OK before it goes to billing@initech.example. It cites PO-2208 and asks who approved the extra line.
How to set it up
- Ask your agent
“Whenever invoices arrive in ap@northstar.example, log them in QuickBooks, match each one to its purchase order and tell me in #finance what doesn't match.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect accounting software
- QuickBooks
- Xero
Not connected yet? Your agent sends you a link to sign in.
What it won't do
Maito matches against the purchase orders it can see. It does not approve payments, and a mismatch always goes to a person.
Questions
Gmail, Microsoft 365 or Superhuman Mail for the inbox, and QuickBooks or Xero for the books.
No. It logs and matches them. Approving and paying stay with your finance team.
It does not log it twice. It lists it for review with the original, and can email the supplier a question once you approve.
