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Finance Example use case

“We’ve paid” checked against the bank sheet before anyone chases

A customer emails that they have paid an invoice. Ezro checks the invoice and the bank sheet, finds the receipt and confirms it.

Channel
Email
Works in
DolibarrGoogle Sheets
Ended
Done by Ezro

The situation

Late invoices bring a particular email: “We paid this last week, please check.” Someone in finance has to open the invoice, open the bank statement, scroll to the date and compare the amounts. Often the money is there. Sometimes it is there but short, because a bank or card fee was taken out on the way.

Until someone checks, the customer waits, and finance is unsure whether to send a reminder. A reminder to a customer who has paid is a small insult. Silence to one who has not is lost money.

The procedure

Written once, in plain words. This is all Ezro was given.

Payment claims Live

Steps 1–4

  1. 1

    When a customer says they have paid an invoice, find the invoice in the invoice list.

    Read · Dolibarr invoices

  2. 2

    Look in the bank sheet for a receipt with the same amount, since the date they give.

    Read · Bank receipts

  3. 3a

    IF

    The full amount is there

    Tell the customer it has arrived.

    3b

    ELSE

    Do not say the invoice is unpaid. Do not write anything off. Assign it to the accounts officer with a summary.

    Assign to · Accounts officer

  4. 4

    Never give bank details in a reply.

    Rule

What Ezro did

Each step from the run, with the record it read or wrote.

[ Run · Email ] Payment claims

  1. Found invoice FA2610-0412 for $3,200, still open Dolibarr · Invoice FA2610-0412
  2. The customer said they paid by bank transfer on 2 October. Looked for a receipt since that date Google Sheets · Bank receipts
  3. Found one receipt of $3,200 on 2 October, with the invoice number as its reference
  4. Replied that the payment has arrived and thanked them

Done by Ezro

The customer knows the payment has arrived, and no reminder is sent for an invoice already paid.

Why a procedure works here

The check has a clear shape: find the invoice, find the receipt, compare. Ezro does it in the same order every time. It stays out of the parts that need a decision. It does not tell a customer they owe money, it does not write off a difference, and it does not repeat bank details in an email. Anything that does not match stays with the accounts officer, and Ezro assigns it to them with the invoice and the receipt side by side. The bank sheet and your Dolibarr invoices are connected to Ezro during setup, and each read is declared there.