# Shortage Claim at the Dock: Drafted From Receiving

Source: https://maito.app/workflows/write-the-shortage-claim-at-the-dock

Maito reads the receiving form and PO terms, counts shortages and damage, finds the claim deadline and drafts the claim to the supplier.

Maito turns a receiving form into a supplier claim with quantities, photos and the deadline.

[Operations](https://maito.app/workflows/team/operations) · [Wholesale and distribution](https://maito.app/workflows/industry/wholesale-and-distribution) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   Box
-   Dropbox
-   Notion

## How 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

1.  Compare received quantities with the PO
2.  Attach the photos from the form
3.  Work out the amount claimed
4.  Draft the claim and track the reply

## Example

Loop run: Receiving form · RC-1209

**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

When something happens Write the shortage claim at the dock

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

### Does it send the claim itself?

Only after you approve it. Then it opens a case record and follows up.

### How does it know the deadline?

It reads the claim window from the purchase order or supplier terms in your files.

### Which tools does it use?

Email, file storage such as Google Drive, Box, Dropbox, Notion or Microsoft 365, and ERP and forms through a skill.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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