# Supplier Credit Note Matching Before You Pay the Bill

Source: https://maito.app/workflows/match-supplier-credits-to-the-right-bills

Maito matches a supplier's credit note to the right bill, shows the net amount due and warns you before the full invoice gets paid. Works in Slack.

Maito matches a supplier's credit note to the right bill and keeps you from paying the full amount.

[Finance](https://maito.app/workflows/team/finance) · [Accounting and bookkeeping](https://maito.app/workflows/industry/accounting-and-bookkeeping) · 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)
-   Box
-   Dropbox
-   Notion

## How do you match a supplier credit note to the right bill?

To match a supplier credit note to the right bill, tell Maito to watch your inbox. When a credit note arrives, it finds the original bill, checks it against your claims, and posts the net amount due and a proposed entry in Slack. It warns you if a full payment is already scheduled.

## How it's done today

A credit sits in an email while the bill is paid in full.

## What Maito does

1.  Read the credit note
2.  Match it to the bill or return
3.  Check the amount
4.  Prepare the entry for approval

## Example

Loop run: Credit note in ap@northstar.example

**Maito** (10:50 AM):

Credit memo CM-5530 from Globex Supply for $312.00 matches bill INV-8841 ($1,950.00, due Oct 28). 6 boxes returned at $52.00 each, which is $312.00.

**Net due on INV-8841: $1,638.00.**

Catch: INV-8841 is scheduled to be paid in full, $1,950.00, on Oct 25. That would overpay by $312.00. Also, an earlier $85.00 credit promised against INV-8702 is still missing.

From the credit memo, the bill and your claim list. Entry is drafted, not posted.

**Omar** (10:58 AM):

Apply it and fix the payment amount. I'll chase the $85.

**Maito** (10:59 AM):

Credit applied to INV-8841. The scheduled payment is now $1,638.00 for you to release on Oct 25. The $85.00 stays open on the claim list.

## How to set it up

When something happens Match supplier credits to the right bills

Ask your agent

“When a supplier emails a credit note, match it to the original bill and our claim list and post what you found in #bookkeeping. Don't post entries.”

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Connect accounting software

-   QuickBooks
-   Xero

Connect files

-   Google Drive
-   Box
-   Dropbox
-   Notion
-   Microsoft 365

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

## What it won't do

It can't tell whether a supplier's credit is fair. It matches the document to bills and claims, and a person decides what to record or dispute.

## Questions

### Which accounting software does it use?

QuickBooks or Xero, connected through MCP. It reads the bills and credits from there, along with your email and shared files.

### Does it post the credit to the books by itself?

No. It posts the proposed entry in Slack, and nothing is recorded until you approve it.

### What if a promised credit never shows up?

Maito lists credits you were promised that haven't arrived yet, so you can chase the supplier.

## 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.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fmatch-supplier-credits-to-the-right-bills)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)