Invoice Record

05-11-2026-014-INV-004

DLM Plumbing

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

2028

Total

$3,674.50

Invoice data

Detected vendor: DLM Plumbing
Matched vendor: DLM Plumbing
Matched alias: DLM Plumbing
Category: Building Services:Plumbing
Category method: Claude category selection
Invoice date: 02/18/2026
Due date: 03/20/2026
Vendor terms: Net 15
Jkath terms: Net 30
QB Bill ID: 239

Category reason

The invoice from DLM Plumbing covers plumbing rough-in work and inspection services (labor and materials combined) for the Hidden Creek Trail project. The line item describes a bid for 'materials and services provided,' indicating this is primarily a service/labor engagement rather than a materials-only purchase. Category cat_f04b0af5b00a42c3a31351bad4d75f5d (quickbooks_account_id=136, mapped from 'Building Services:Plumbing' with 35 historical transactions) is the stronger match over cat_173f2c1a36d74231bf0b9d9c755c7b0d (quickbooks_account_id=113, mapped from 'Building Materials:Plumbing' with only 1 historical transaction), as the invoice reflects a contractor service engagement inclusive of labor, not a standalone materials purchase.

File result

Final file: DLMPlumbing_INV-2028.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: 05-11-2026-014-INV-004
Run ID: 05-11-2026-014
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: DLMPlumbing_INV-2028.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "This is a 50% draw invoice against original bid 1510 totaling $7,349.00. The billed amount on this invoice is $3,674.50. Late fee policy: 8% applied after 30 days from billing date on unpaid balances. Ship-to address: 650 Hidden Creek Trl, Mendota Heights, MN 55118.",
  "terms": "Net 15",
  "total": 3674.5,
  "due_date": "2026-03-05",
  "shipping": 0,
  "subtotal": 3674.5,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 1,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": 3674.5,
      "unit_price": null,
      "description": "Bid 1510 - 50% of original bid amount of $7349.00 for materials and services provided. Plumbing rough-in work is complete. Plumbing rough-in inspection has been completed."
    }
  ],
  "vendor_name": "DLM Plumbing",
  "invoice_date": "2026-02-18",
  "project_name": "Hidden Creek Trail",
  "invoice_number": "2028"
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "alias_46f2641117bd4272a26bb9af561884d4",
    "vendor_id": "vend_32904b9a2da2434fb34f07c541e1995a",
    "alias_name": "DLM Plumbing",
    "canonical_name": "DLM Plumbing",
    "category_count": 2,
    "category_options": [
      {
        "name": "Plumbing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (1).",
        "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
        "fully_qualified_name": "Building Materials:Plumbing",
        "quickbooks_account_id": "113",
        "vendor_expense_category_id": "cmp1bax1s002m13pfs5gclly7"
      },
      {
        "name": "Plumbing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Plumbing (35).",
        "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
        "fully_qualified_name": "Building Services:Plumbing",
        "quickbooks_account_id": "136",
        "vendor_expense_category_id": "cmp1bax47002o13pfimzofqof"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "dlm plumbing",
    "quickbooks_vendor_id": "19",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The invoice from DLM Plumbing covers plumbing rough-in work and inspection services (labor and materials combined) for the Hidden Creek Trail project. The line item describes a bid for 'materials and services provided,' indicating this is primarily a service/labor engagement rather than a materials-only purchase. Category cat_f04b0af5b00a42c3a31351bad4d75f5d (quickbooks_account_id=136, mapped from 'Building Services:Plumbing' with 35 historical transactions) is the stronger match over cat_173f2c1a36d74231bf0b9d9c755c7b0d (quickbooks_account_id=113, mapped from 'Building Materials:Plumbing' with only 1 historical transaction), as the invoice reflects a contractor service engagement inclusive of labor, not a standalone materials purchase.",
    "confidence": 0.82,
    "category_name": "Plumbing",
    "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "quickbooks_account_id": "136",
    "selected_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "selected_expense_category_name": "Plumbing"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "19",
    "quickbooks_account_id": "136",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "3674.5",
    "doc_number": "2028",
    "vendor_ref": "19",
    "account_ref": "136",
    "quickbooks_bill_id": "239",
    "resolved_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "239"
  }
}

Raw payload

{
  "run_id": "run_3cc7b33d630f49bf9e305f1e8611ec19",
  "source": "make.com",
  "run_key": "05-11-2026-014",
  "make_trace_id": "make-20260511_113003_374",
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/DLMPlumbing_INV-2028.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABpXw",
  "source_dropbox_rev": "016518d419166d700000003549f4393",
  "source_content_hash": "4c4ab31651d822534ef916053061ea71f29292a5c0f8d6561516e9e0b2ecc968",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/DLMPlumbing_INV-2028.pdf",
  "processing_dropbox_rev": "016518d45c5588600000003549f4393"
}

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": "DLMPlumbing_INV-2028.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/DLMPlumbing_INV-2028.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/DLMPlumbing_INV-2028.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-11-2026-014-INV-004",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3004",
  "make_trace_id": "make-20260511_113003_374",
  "output_tokens": "383",
  "bill_import_id": "bill_0b79656bbafc45e7bc8e90a7b63e379b",
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "claude_message_id": "msg_01ADzvV5LW8X7nUS5YHghqDs"
}

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": "alias_46f2641117bd4272a26bb9af561884d4",
  "vendor_id": "vend_32904b9a2da2434fb34f07c541e1995a",
  "process_key": "05-11-2026-014-INV-004",
  "vendor_name": "DLM Plumbing",
  "make_trace_id": "make-20260511_113003_374",
  "bill_import_id": "bill_0b79656bbafc45e7bc8e90a7b63e379b",
  "canonical_name": "DLM Plumbing",
  "category_count": 2,
  "invoice_number": "2028",
  "category_options": [
    {
      "name": "Plumbing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (1).",
      "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
      "fully_qualified_name": "Building Materials:Plumbing",
      "quickbooks_account_id": "113",
      "vendor_expense_category_id": "cmp1bax1s002m13pfs5gclly7"
    },
    {
      "name": "Plumbing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Plumbing (35).",
      "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
      "fully_qualified_name": "Building Services:Plumbing",
      "quickbooks_account_id": "136",
      "vendor_expense_category_id": "cmp1bax47002o13pfimzofqof"
    }
  ],
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "dlm plumbing",
  "quickbooks_vendor_id": "19",
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/11/2026

Event

CATEGORY SELECTION COMPLETED

Message

Expense category selected for bill import.

Payload

{
  "message": "Claude selected an expense category from allowed portal options.",
  "process_key": "05-11-2026-014-INV-004",
  "vendor_name": "DLM Plumbing",
  "category_name": "Plumbing",
  "make_trace_id": "make-20260511_113003_374",
  "bill_import_id": "bill_0b79656bbafc45e7bc8e90a7b63e379b",
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "selection_payload": {
    "reason": "The invoice from DLM Plumbing covers plumbing rough-in work and inspection services (labor and materials combined) for the Hidden Creek Trail project. The line item describes a bid for 'materials and services provided,' indicating this is primarily a service/labor engagement rather than a materials-only purchase. Category cat_f04b0af5b00a42c3a31351bad4d75f5d (quickbooks_account_id=136, mapped from 'Building Services:Plumbing' with 35 historical transactions) is the stronger match over cat_173f2c1a36d74231bf0b9d9c755c7b0d (quickbooks_account_id=113, mapped from 'Building Materials:Plumbing' with only 1 historical transaction), as the invoice reflects a contractor service engagement inclusive of labor, not a standalone materials purchase.",
    "confidence": 0.82,
    "selected_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "selected_expense_category_name": "Plumbing"
  },
  "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
  "quickbooks_account_id": "136"
}

Time

05/11/2026

Event

QB LOOKUP COMPLETED

Message

QuickBooks vendor, account, and duplicate bill lookup completed.

Payload

{
  "path": "multi_category_direct",
  "message": "QuickBooks lookup completed before create-or-duplicate routing.",
  "process_key": "05-11-2026-014-INV-004",
  "vendor_name": "DLM Plumbing",
  "make_trace_id": "make-20260511_113003_374",
  "bill_import_id": "bill_0b79656bbafc45e7bc8e90a7b63e379b",
  "invoice_number": "2028",
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "quickbooks_vendor_id": "19",
  "quickbooks_account_id": "136",
  "existing_quickbooks_bill_id": null
}

Time

05/11/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "multi_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-11-2026-014-INV-004",
  "make_trace_id": "make-20260511_113003_374",
  "bill_import_id": "bill_0b79656bbafc45e7bc8e90a7b63e379b",
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "quickbooks_bill_id": "239",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "3674.5",
    "doc_number": "2028",
    "vendor_ref": "19",
    "account_ref": "136",
    "quickbooks_bill_id": "239"
  },
  "quickbooks_account_id": "136",
  "resolved_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d"
}

Time

05/11/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "multi_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-11-2026-014-INV-004",
  "make_trace_id": "make-20260511_113003_374",
  "bill_import_id": "bill_0b79656bbafc45e7bc8e90a7b63e379b",
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "239"
  },
  "quickbooks_bill_id": "239"
}

Time

05/11/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "multi_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-11-2026-014-INV-004",
  "make_trace_id": "make-20260511_113003_374",
  "bill_import_id": "bill_0b79656bbafc45e7bc8e90a7b63e379b",
  "final_file_name": "DLMPlumbing_INV-2028.pdf",
  "source_file_name": "DLMPlumbing_INV-2028.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/yxyuouom42ixg5fzxw6m9/DLMPlumbing_INV-2028.pdf?rlkey=kgmnzygevjg46eq99ht617z41&dl=0",
  "quickbooks_bill_id": "239"
}