# AI Invoice Processing From Inbox to Books Source: https://maito.app/workflows/log-and-match-every-invoice Maito reads supplier invoices in your inbox, logs them in QuickBooks or Xero, and matches them to purchase orders, flagging duplicates and mismatches. Invoices from email get read, logged and matched to purchase orders. [Finance](https://maito.app/workflows/team/finance) · 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) ## How 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 1. Read invoices from the inbox 2. Pull supplier, amount, date and number 3. Match to the purchase order 4. Flag mismatches ## Example Loop run: New invoices in ap@northstar.example **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 When something happens Log and match every invoice 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 ### Which tools does it use? Gmail, Microsoft 365 or Superhuman Mail for the inbox, and QuickBooks or Xero for the books. ### Does it pay invoices? No. It logs and matches them. Approving and paying stay with your finance team. ### What happens with a duplicate? It does not log it twice. It lists it for review with the original, and can email the supplier a question once you approve. ## More finance workflows - [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) - [Write the monthly finance pack Management accounts, charts and commentary drafted for the leadership team. Finance · On a schedule Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/write-the-monthly-finance-pack) [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%2Flog-and-match-every-invoice)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)