Route invoices for payment approval
Each valid invoice reaches the right approver with its due date, and the decision is recorded before anyone pays it.
Finance · Construction · When something happens · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- QuickBooks
- Xero
Slack
Gmail
Microsoft 365
Superhuman Mail
QuickBooks
XeroHow do you route invoices for payment approval?
To route invoices for payment approval, forward them to Maito by email. It checks each invoice against your accounting records, sends it to the right approver with its due date, and records the decision. Nothing is paid until the approver says yes.
How it's done today
The owner approves invoices through scattered messages, and the record is lost.
What Maito does
- Read the invoice and match the job
- Put cost center and due date on it
- Ask the approver and record the answer
- Leave payment to an authorized person
Example
Loop run: New invoice in ap@northstar.example
New invoice for approval. Globex Supply 5521, $7,860.00, due Nov 7, net 30 from Oct 8. Job: 214 Elm kitchen (cost center 214). PO 0873: $7,400. The invoice is $460 over. Catch: the extra $460 is a fuel surcharge line that isn't on the PO or in the Sep quote. It may be valid, but nobody agreed to it. Source: emailed PDF, PO and the supplier's quote. Over $5,000, so this goes to Kate. I can approve nothing and release nothing; Omar pays after approval.
@Maito approve $7,400 only. Ask Globex about the surcharge.
Recorded: Kate approved $7,400 for Omar to release by Nov 7. I've drafted a short email to Globex asking for the surcharge basis; it's waiting for Kate's go-ahead.
Maito (11:20 AM):
New invoice for approval.
Globex Supply 5521, $7,860.00, due Nov 7, net 30 from Oct 8.
Job: 214 Elm kitchen (cost center 214).
PO 0873: $7,400. The invoice is $460 over.
Catch: the extra $460 is a fuel surcharge line that isn't on the PO or in the Sep quote. It may be valid, but nobody agreed to it. Source: emailed PDF, PO and the supplier's quote.
Over $5,000, so this goes to Kate. I can approve nothing and release nothing; Omar pays after approval.
Kate (11:41 AM):
approve $7,400 only. Ask Globex about the surcharge.
Maito (11:43 AM):
Recorded: Kate approved $7,400 for Omar to release by Nov 7. I've drafted a short email to Globex asking for the surcharge basis; it's waiting for Kate's go-ahead.
How to set it up
- Ask your agent
“When a supplier invoice arrives at ap@northstar.example, match it to a job, check the amount against the PO, and ask the right approver in #ap. Never pay it.”
- 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 can't tell whether an invoice is correct beyond what the records show. The approver still makes the call.
Questions
Email in Gmail, Microsoft 365 or Superhuman Mail, and QuickBooks or Xero for bills and vendors.
No. It records the approval. A person pays.
By the rules you give it, such as amount or department. Tell it once and it follows them.
