Match unlabeled bank payments to invoices
When a payment arrives with no clear reference, Maito suggests which invoice it covers and flags part payments.
Finance · Accounting and bookkeeping · When you ask · Updated
Works with
- Slack
- QuickBooks
- Xero
- Airtable
- Microsoft 365
Slack
QuickBooks
Xero
Airtable
Microsoft 365How do you match an unlabeled bank payment to an invoice?
To match an unlabeled bank payment to an invoice, send Maito the payment in Slack. It compares the amount, date and payer with open invoices in your accounting software, suggests the best match and flags part payments or several possible invoices. A person confirms before anything is applied.
How it's done today
The bookkeeper searches payer names and emails clients to ask what a payment was for.
What Maito does
- Read the unmatched bank lines
- Compare amounts, dates and names with open invoices
- Suggest matches and part payments
- Keep a trail for review
Example
Loop run: None
@Maito 5 receipts in the bank feed have no invoice reference. Can you match them?
3 clear, 1 partial, 1 unknown. • $1,240.00 from ACME BAKERY LLC, Oct 14: invoice 2208, same amount. Clear. • $860.00 from G. MUELLER: invoice 2211, same amount and client name. Clear. • $3,000.00 from GLOBEX: invoice 2199 is $4,500. Looks like a part payment, $1,500 left. • $415.50 from INITECH PAY: matches 2214 ($415.50) and 2216 ($415.50). Same amount, two invoices. • $275.00, no payer name: nothing matches. Catch: Initech's amount fits two invoices, so I'd pick the older, 2214, but ask them first. Source: bank feed and open invoices. Nothing is posted yet.
@Maito yes to the first 3 and Globex. Draft a note to Initech.
I've recorded those four allocations as proposed for you to post. The Initech note is drafted, asking which invoice the $415.50 was for. Not sent.
Rosa (9:44 AM):
5 receipts in the bank feed have no invoice reference. Can you match them?
Maito (9:52 AM):
3 clear, 1 partial, 1 unknown.
• $1,240.00 from ACME BAKERY LLC, Oct 14: invoice 2208, same amount. Clear.
• $860.00 from G. MUELLER: invoice 2211, same amount and client name. Clear.
• $3,000.00 from GLOBEX: invoice 2199 is $4,500. Looks like a part payment, $1,500 left.
• $415.50 from INITECH PAY: matches 2214 ($415.50) and 2216 ($415.50). Same amount, two invoices.
• $275.00, no payer name: nothing matches.
Catch: Initech's amount fits two invoices, so I'd pick the older, 2214, but ask them first. Source: bank feed and open invoices. Nothing is posted yet.
Rosa (9:58 AM):
yes to the first 3 and Globex. Draft a note to Initech.
Maito (10:01 AM):
I've recorded those four allocations as proposed for you to post. The Initech note is drafted, asking which invoice the $415.50 was for. Not sent.
How to set it up
- Set up
Nothing to set up. Ask in Slack or by email whenever you need it.
- Connect accounting software
- QuickBooks
- Xero
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
A suggested match is a likely answer, not proof. When a payer didn't state a reference, only someone who knows the customer can confirm it.
Questions
QuickBooks or Xero for invoices and payments, and a spreadsheet in Airtable or Microsoft 365.
No. It suggests a match and waits for your approval before anything is recorded.
It lists the candidates with the reason each fits and asks which one you want.
