# Unapplied Payment Matching: Link Payments to Invoices Source: https://maito.app/workflows/match-unlabeled-bank-payments-to-invoices When a payment arrives with no clear reference, Maito suggests which invoice it covers and flags part payments. Ask in Slack. When a payment arrives with no clear reference, Maito suggests which invoice it covers and flags part payments. [Finance](https://maito.app/workflows/team/finance) · [Accounting and bookkeeping](https://maito.app/workflows/industry/accounting-and-bookkeeping) · When you ask · Updated October 19, 2026 Works with - Slack - Email - [QuickBooks](https://maito.app/workflows/tool/quickbooks) - [Xero](https://maito.app/workflows/tool/xero) - [Airtable](https://maito.app/workflows/tool/airtable) - Microsoft 365 ## How 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 1. Read the unmatched bank lines 2. Compare amounts, dates and names with open invoices 3. Suggest matches and part payments 4. Keep a trail for review ## Example Loop run: None **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 When you ask Match unlabeled bank payments to invoices 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 ### Which tools does it use? QuickBooks or Xero for invoices and payments, and a spreadsheet in Airtable or Microsoft 365. ### Does it apply the payment itself? No. It suggests a match and waits for your approval before anything is recorded. ### What if more than one invoice fits? It lists the candidates with the reason each fits and asks which one you want. ## 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%2Fmatch-unlabeled-bank-payments-to-invoices)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)