Invoice Record

05-11-2026-012-INV-004

BrightView

Back to vendor

Bill Created Successfully

QuickBooks Bill created successfully. Source file attached to the Bill.

View Bill in QB View Invoice in Dropbox

Status

Created in QB

Invoice

5260

Total

$220.58

Invoice data

Detected vendor: Brightview Window Cleaning, Inc.
Matched vendor: BrightView
Matched alias: Brightview Window Cleaning INC
Category: Building Services:Cleaning
Category method: Single assignable category
Invoice date: 02/17/2026
Due date: 03/19/2026
Vendor terms: Not set
Jkath terms: Net 30
QB Bill ID: 228

Category reason

Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.

File result

Final file: BrightView_INV-5260.pdf
Outcome: processed
Details: QuickBooks Bill created successfully. Source file attached to the Bill.

View Bill in QuickBooks View Invoice in Dropbox

Processing Context

Invoice ID: 05-11-2026-012-INV-004
Run ID: 05-11-2026-012
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf

Stored payloads

Claude parse payload

{
  "tax": 16.58,
  "notes": "Document is labeled 'Estimate' (No. 5260), not a final invoice. It includes Accept/Decline buttons, indicating it has not yet been accepted. This should be routed to human review before creating a QuickBooks bill, as it is a quote/proposal rather than a confirmed vendor invoice. Customer referenced as 'Derrymoor (JKath)' at 4432 Derrymoor Court, Rosemount, MN 55068.",
  "terms": null,
  "total": 220.58,
  "due_date": null,
  "shipping": 0,
  "subtotal": 204,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 204,
      "unit_price": 204,
      "description": "Windows (Interior & Exterior)"
    }
  ],
  "vendor_name": "Brightview Window Cleaning, Inc.",
  "invoice_date": "2026-02-17",
  "project_name": null,
  "invoice_number": "5260"
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abgmk0060agtbwt183ghe",
    "vendor_id": "vend_222743d20ceb433681f6594296a84a8e",
    "alias_name": "Brightview Window Cleaning INC",
    "canonical_name": "BrightView",
    "category_count": 1,
    "category_options": [
      {
        "name": "Cleaning",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Cleaning (22).",
        "expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
        "fully_qualified_name": "Building Services:Cleaning",
        "quickbooks_account_id": "121",
        "vendor_expense_category_id": "cmp1bazb8003w13pfc3kv8v3n"
      }
    ],
    "expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
    "normalized_alias_key": "brightview window cleaning inc",
    "quickbooks_vendor_id": "12",
    "quickbooks_account_id": "121",
    "default_expense_account": "Cleaning",
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "method": "single_assignable_category",
    "reason": "Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.",
    "confidence": 1,
    "category_name": "Cleaning",
    "expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
    "quickbooks_account_id": "121",
    "selected_expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
    "selected_expense_category_name": "Cleaning"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "12",
    "quickbooks_account_id": "121",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "single_category_direct",
    "total": "220.58",
    "doc_number": "5260",
    "vendor_ref": "12",
    "account_ref": "121",
    "quickbooks_bill_id": "228"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "228"
  }
}

Raw payload

{
  "run_id": "run_eaa8e0819f204abda36a9f592f8078eb",
  "source": "make.com",
  "run_key": "05-11-2026-012",
  "make_trace_id": "make-20260511_104303_496",
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABpYg",
  "source_dropbox_rev": "016518c8ef0dac300000003549f4393",
  "source_content_hash": "2fb6c72c7e10b713c73a49d872f50fb872e0c8163733c9ba8ea0ee68054b7854",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "processing_dropbox_rev": "016518c9d844f2700000003549f4393"
}

Invoice Timeline

Time

05/11/2026

Event

FILE CLAIMED

Message

Source file claimed by Make scenario.

Payload

{
  "message": "Claimed invoice file and moved into processing.",
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-11-2026-012-INV-004",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "2930",
  "make_trace_id": "make-20260511_104303_496",
  "output_tokens": "338",
  "bill_import_id": "bill_27d63f9dbabd4cb0859c40b085b86173",
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "claude_message_id": "msg_01W6DQgDYQvGz4cCiXhiGhsZ"
}

Time

05/11/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup matched a portal vendor.

Payload

{
  "found": true,
  "message": "Looked up parsed vendor name against portal aliases.",
  "alias_id": "cmp1abgmk0060agtbwt183ghe",
  "vendor_id": "vend_222743d20ceb433681f6594296a84a8e",
  "process_key": "05-11-2026-012-INV-004",
  "vendor_name": "Brightview Window Cleaning, Inc.",
  "make_trace_id": "make-20260511_104303_496",
  "bill_import_id": "bill_27d63f9dbabd4cb0859c40b085b86173",
  "canonical_name": "BrightView",
  "category_count": 1,
  "invoice_number": "5260",
  "category_options": [
    {
      "name": "Cleaning",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Cleaning (22).",
      "expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
      "fully_qualified_name": "Building Services:Cleaning",
      "quickbooks_account_id": "121",
      "vendor_expense_category_id": "cmp1bazb8003w13pfc3kv8v3n"
    }
  ],
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "category_selection": {
    "method": "single_assignable_category",
    "reason": "Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.",
    "confidence": 1,
    "category_name": "Cleaning",
    "expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
    "quickbooks_account_id": "121",
    "selected_expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
    "selected_expense_category_name": "Cleaning"
  },
  "expense_category_id": "cat_03ccd93da75e47c9bcf121bc13302a50",
  "normalized_alias_key": "brightview window cleaning inc",
  "quickbooks_vendor_id": "12",
  "default_expense_account": "Cleaning",
  "missing_category_options": false
}

Time

05/11/2026

Event

QB LOOKUP COMPLETED

Message

QuickBooks vendor, account, and duplicate bill lookup completed.

Payload

{
  "path": "single_category_direct",
  "message": "QuickBooks lookup completed before create-or-duplicate routing.",
  "process_key": "05-11-2026-012-INV-004",
  "vendor_name": "BrightView",
  "make_trace_id": "make-20260511_104303_496",
  "bill_import_id": "bill_27d63f9dbabd4cb0859c40b085b86173",
  "invoice_number": "5260",
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "quickbooks_vendor_id": "12",
  "quickbooks_account_id": "121",
  "existing_quickbooks_bill_id": null
}

Time

05/11/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "single_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-11-2026-012-INV-004",
  "make_trace_id": "make-20260511_104303_496",
  "bill_import_id": "bill_27d63f9dbabd4cb0859c40b085b86173",
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "quickbooks_bill_id": "228",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "220.58",
    "doc_number": "5260",
    "vendor_ref": "12",
    "account_ref": "121",
    "quickbooks_bill_id": "228"
  }
}

Time

05/11/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "single_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-11-2026-012-INV-004",
  "make_trace_id": "make-20260511_104303_496",
  "bill_import_id": "bill_27d63f9dbabd4cb0859c40b085b86173",
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "228"
  },
  "quickbooks_bill_id": "228"
}

Time

05/11/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "single_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-11-2026-012-INV-004",
  "make_trace_id": "make-20260511_104303_496",
  "bill_import_id": "bill_27d63f9dbabd4cb0859c40b085b86173",
  "final_file_name": "BrightView_INV-5260.pdf",
  "source_file_name": "DerrymoorJKathEstimate5260_VALIDATION-FAILED.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/re2xos18zhuhlibtay5av/BrightView_INV-5260.pdf?rlkey=6tpa3zi3p1kv9qmb131nius2q&dl=0",
  "quickbooks_bill_id": "228"
}