Write the shortage claim at the dock
Maito turns a receiving form into a supplier claim with quantities, photos and the deadline.
Operations · Wholesale and distribution · When something happens · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- Box
- Dropbox
- Notion
Slack
Gmail
Microsoft 365
Superhuman Mail
Box
Dropbox
NotionHow do you write the shortage claim at the dock?
To write the shortage claim at the dock, send Maito the receiving form and photos. It checks counts against the purchase order, prices the shortage and damage, reads the supplier terms for the claim deadline and drafts the claim with the evidence attached. You send it, or approve and Maito sends it and tracks the reply.
How it's done today
Staff photograph damage and email accounts separately, so claims go out late.
What Maito does
- Compare received quantities with the PO
- Attach the photos from the form
- Work out the amount claimed
- Draft the claim and track the reply
Example
Loop run: Receiving form · RC-1209
Receiving form RC-1209 for PO 4466 (Umbrella Packaging): 200 cartons ordered, 176 received. 3 of those are crushed (4 photos attached). • Short: 24 x $8.50 = $204.00 • Damaged: 3 x $8.50 = $25.50 • Claim: $229.50 Catch: the driver's delivery slip was signed "200, no exceptions." Under the PO terms, shortages must be reported within 48 hours, so the claim must go by Oct 21 at 5:00 PM. From the form, the PO and the supplier terms. Claim drafted and ready to send.
@Maito Send it. We counted twice.
Sent to Umbrella Packaging's claims address. Case CL-0312 is open with the photos and both counts noted. I'll follow up Oct 23 if they haven't replied.
Maito (3:40 PM):
Receiving form RC-1209 for PO 4466 (Umbrella Packaging): 200 cartons ordered, 176 received. 3 of those are crushed (4 photos attached).
• Short: 24 x $8.50 = $204.00
• Damaged: 3 x $8.50 = $25.50
• Claim: $229.50
Catch: the driver's delivery slip was signed "200, no exceptions." Under the PO terms, shortages must be reported within 48 hours, so the claim must go by Oct 21 at 5:00 PM.
From the form, the PO and the supplier terms. Claim drafted and ready to send.
Rafi (3:46 PM):
Send it. We counted twice.
Maito (3:47 PM):
Sent to Umbrella Packaging's claims address. Case CL-0312 is open with the photos and both counts noted. I'll follow up Oct 23 if they haven't replied.
How to set it up
- Ask your agent
“When the receiving form shows the delivery differs from the PO, draft a claim to the supplier with the quantities, photos and amount, and post it in #receiving.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Use forms
- Typeform
- Tally
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
- Use ERP
- NetSuite
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It works from the counts and photos it's given. A signed delivery slip with no exceptions can weaken a claim.
Questions
Only after you approve it. Then it opens a case record and follows up.
It reads the claim window from the purchase order or supplier terms in your files.
Email, file storage such as Google Drive, Box, Dropbox, Notion or Microsoft 365, and ERP and forms through a skill.
