# Invoice Approval: Route Each Bill to the Right Approver

Source: https://maito.app/workflows/route-invoices-for-payment-approval

Maito sends each valid invoice to the right approver with its due date, and records the decision before anyone pays it. Works in Slack and email.

Each valid invoice reaches the right approver with its due date, and the decision is recorded before anyone pays it.

[Finance](https://maito.app/workflows/team/finance) · [Construction](https://maito.app/workflows/industry/construction) · 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)

## How 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

1.  Read the invoice and match the job
2.  Put cost center and due date on it
3.  Ask the approver and record the answer
4.  Leave payment to an authorized person

## Example

Loop run: New invoice in ap@northstar.example

**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

When something happens Route invoices for payment approval

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

### Which tools does it use?

Email in Gmail, Microsoft 365 or Superhuman Mail, and QuickBooks or Xero for bills and vendors.

### Does it pay invoices?

No. It records the approval. A person pays.

### How does it pick the approver?

By the rules you give it, such as amount or department. Tell it once and it follows them.

## 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%2Froute-invoices-for-payment-approval)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)