Remind late payers, skipping disputed invoices
Overdue reminders go only to invoices nobody is disputing and that haven't just been paid.
Finance · Wholesale and distribution · On a schedule · Updated
Works with
- Slack
- QuickBooks
- Xero
- Gmail
- Microsoft 365
- Superhuman Mail
Slack
QuickBooks
Xero
Gmail
Microsoft 365
Superhuman MailHow do you remind late payers without chasing disputes?
To remind late payers without chasing disputes, set a scheduled Loop in Maito. It finds overdue invoices in your accounting software, skips any under dispute or paid in the last few days, and drafts the reminders by email. You approve them, then Maito reports the results.
How it's done today
The owner sends reminders without checking for recent payments or open disputes.
What Maito does
- List overdue invoices
- Check for new payments and open disputes
- Draft reminders for the rest
- Hand replies to a person
Example
Loop run: Tuesday 9:00 AM · Weekly receivables run
10 invoices are overdue, totaling $28,640. 7 reminders are ready for approval ($19,190). Held back (3): • Initech 4410, $4,800: disputed on Oct 6, damaged cases. • Globex 4418, $3,100: paid Oct 17 and not yet matched. • Hooli 4402, $1,550: they promised payment Oct 23. Catch: Acme invoice 4391 is $6,200 and 38 days late, but a reminder went out Sep 29 and the contact, Karen, has since left. The draft goes to accounts@acme.example instead. Source: accounting software and sent email.
@Maito send all 7 except Acme. I'll call Acme's new buyer myself.
Approved: 6 reminders are going out now. I've left Acme 4391 out and added a task for you to find the new buyer.
Maito (9:00 AM):
10 invoices are overdue, totaling $28,640. 7 reminders are ready for approval ($19,190).
Held back (3):
• Initech 4410, $4,800: disputed on Oct 6, damaged cases.
• Globex 4418, $3,100: paid Oct 17 and not yet matched.
• Hooli 4402, $1,550: they promised payment Oct 23.
Catch: Acme invoice 4391 is $6,200 and 38 days late, but a reminder went out Sep 29 and the contact, Karen, has since left. The draft goes to accounts@acme.example instead. Source: accounting software and sent email.
Omar (9:08 AM):
send all 7 except Acme. I'll call Acme's new buyer myself.
Maito (9:10 AM):
Approved: 6 reminders are going out now. I've left Acme 4391 out and added a task for you to find the new buyer.
How to set it up
- Ask your agent
“Every Tuesday at 9, find invoices overdue more than 7 days, skip any with a dispute note or payment in the last 3 days, and draft polite reminders for my approval in #finance.”
- Connect accounting software
- QuickBooks
- Xero
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
Not connected yet? Your agent sends you a link to sign in.
What it won't do
Maito can't see a payment that hasn't reached the books yet. It checks recent payments, but a very new one can still slip through.
Questions
QuickBooks or Xero for invoices, and Gmail, Microsoft 365 or Superhuman Mail for email.
From the dispute flags and notes you keep, and from replies it has logged. Disputed ones are held back.
Only after you approve them. It drafts and shows the list first.
