Invoice Error
Make scenario ended before finalizing this run; stale RUNNING run marked failed during cleanup.
Status
Error
Invoice
TM1898
Total
$2,150.00
Invoice data
- Detected vendor
- Apollo Heating, Air & Plumbing
- Matched vendor
- Apollo Heating
- Matched alias
- Apollo Heating, Air & Plumbing
- Category
- Not assigned
- Category method
- Not selected
- Invoice date
- 02/16/2026
- Due date
- 03/18/2026
- Vendor terms
- Due on receipt
- Jkath terms
- Net 30
- QB Transaction ID
- Not created
File result
- Final file
- Not finalized
- Outcome
- failed
- Details
- Make scenario ended before finalizing this run; stale RUNNING run marked failed during cleanup.
Processing Context
- Invoice ID
- 05-11-2026-019-INV-004
- Run ID
- 05-11-2026-019
- Source folder
- /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
- Source file
- Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf
Stored payloads
Claude parse payload
{
"tax": 0,
"notes": "MN State & Transit Tax is listed at 7.00% but the tax amount is $0.00, indicating tax was not applied (likely because the work is a service/labor job). Ship-to address is 2220 Cedar Lake Parkway with no city/state listed. No project name is stated on the invoice. Vendor is noted as 'an ACM company'.",
"terms": "Due on receipt",
"total": 2150,
"due_date": null,
"shipping": 0,
"subtotal": 2150,
"confidence": {
"total": 0.99,
"vendor_name": 0.99,
"invoice_date": 0.99,
"project_name": 0,
"invoice_number": 0.99
},
"line_items": [
{
"qty": null,
"amount": 2150,
"unit_price": 2150,
"description": "Remodel: Provide venting for range hood out roof (up to 300 cfm); Cap off existing gas line for old range location; Change existing wall return to toe kick under cabinet; Redo existing gas line for new gas fireplace; Includes permit, labor and material"
}
],
"vendor_name": "Apollo Heating, Air & Plumbing",
"invoice_date": "2026-02-16",
"project_name": null,
"document_type": "invoice",
"invoice_number": "TM1898",
"is_billable_invoice": true
}Vendor match payload
{
"resolver": {
"reason": "The extracted vendor 'Apollo Heating, Air & Plumbing' is clearly the same company as the approved vendor 'Apollo Heating' — same brand name, same ACM/Affordable Comfort Mechanical parent company per the filename, operating in the same region.",
"matched": "true",
"alias_id": "alias_47ebafce9f3340fa82a647d4399fb582",
"vendor_id": "vend_c7dc2a1ad12e4641946fbd29f8debbf1",
"confidence": 0.95,
"category_count": 2,
"suggested_alias": "Apollo Heating, Air & Plumbing",
"category_options": [
{
"name": "Heating & Cooling",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Heating & Cooling (7).",
"expense_category_id": "cat_ab275d9fa54e43cd9e1058d73309d9c7",
"fully_qualified_name": "Building Services:Heating & Cooling",
"quickbooks_account_id": "129",
"vendor_expense_category_id": "cmp1bb0k3004k13pfway72bf8"
},
{
"name": "HVAC",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:HVAC (8).",
"expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
"fully_qualified_name": "Building Services:HVAC",
"quickbooks_account_id": "130",
"vendor_expense_category_id": "cmp1bb0mn004m13pfy0drwv3r"
}
],
"canonical_vendor_name": "Apollo Heating",
"default_expense_account": "Subcontractors"
},
"alias_lookup": {
"found": false,
"vendor_name": "Apollo Heating, Air & Plumbing",
"normalized_alias_key": "apollo heating air and plumbing"
}
}QB payload
No payload stored.
Raw payload
{
"run_id": "run_cd232df711c741cbb59f61906e54b6f9",
"source": "make.com",
"run_key": "05-11-2026-019",
"run_error": {
"source": "manual_stale_run_cleanup",
"message": "Make scenario ended before finalizing this run; stale RUNNING run marked failed during cleanup.",
"run_key": "05-11-2026-019",
"recorded_at": "2026-05-13T00:37:57.041556+00:00"
},
"make_trace_id": "make-20260511_155703_770",
"source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABpVA",
"source_dropbox_rev": "0165190e94418d800000003549f4393",
"source_content_hash": "2345492aebdc2471435c46e12483e8f68cbc3f317aa46fb236568bd03b677317",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"processing_dropbox_rev": "01651910017988600000003549f4393"
}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": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf"
}Time
05/11/2026
Event
PARSE COMPLETED
Message
Claude extraction parsed and stored.
Payload
{
"message": "Claude extraction parsed and stored.",
"process_key": "05-11-2026-019-INV-004",
"claude_model": "claude-sonnet-4-6",
"input_tokens": "3169",
"make_trace_id": "make-20260511_155703_770",
"output_tokens": "413",
"bill_import_id": "bill_18ba23aef4484da197bbc29afd6d96e9",
"source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"claude_message_id": "msg_012a97ThT5iMRXjVzYq6BF1J"
}Time
05/11/2026
Event
ALIAS LOOKUP COMPLETED
Message
Vendor alias lookup did not match a portal vendor.
Payload
{
"found": false,
"message": "Looked up parsed vendor name against portal aliases.",
"alias_id": null,
"vendor_id": null,
"process_key": "05-11-2026-019-INV-004",
"vendor_name": "Apollo Heating, Air & Plumbing",
"make_trace_id": "make-20260511_155703_770",
"bill_import_id": "bill_18ba23aef4484da197bbc29afd6d96e9",
"canonical_name": null,
"category_count": 0,
"invoice_number": "TM1898",
"category_options": [],
"source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"expense_category_id": null,
"normalized_alias_key": "apollo heating air and plumbing",
"quickbooks_vendor_id": null,
"default_expense_account": null,
"missing_category_options": false
}Time
05/11/2026
Event
RESOLVER COMPLETED
Message
Vendor resolver matched a portal vendor.
Payload
{
"reason": "The extracted vendor 'Apollo Heating, Air & Plumbing' is clearly the same company as the approved vendor 'Apollo Heating' — same brand name, same ACM/Affordable Comfort Mechanical parent company per the filename, operating in the same region.",
"message": "Vendor resolver matched a portal vendor and alias was recorded.",
"alias_id": "alias_47ebafce9f3340fa82a647d4399fb582",
"vendor_id": "vend_c7dc2a1ad12e4641946fbd29f8debbf1",
"confidence": 0.95,
"process_key": "05-11-2026-019-INV-004",
"make_trace_id": "make-20260511_155703_770",
"bill_import_id": "bill_18ba23aef4484da197bbc29afd6d96e9",
"category_count": 2,
"suggested_alias": "Apollo Heating, Air & Plumbing",
"category_options": [
{
"name": "Heating & Cooling",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Heating & Cooling (7).",
"expense_category_id": "cat_ab275d9fa54e43cd9e1058d73309d9c7",
"fully_qualified_name": "Building Services:Heating & Cooling",
"quickbooks_account_id": "129",
"vendor_expense_category_id": "cmp1bb0k3004k13pfway72bf8"
},
{
"name": "HVAC",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:HVAC (8).",
"expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
"fully_qualified_name": "Building Services:HVAC",
"quickbooks_account_id": "130",
"vendor_expense_category_id": "cmp1bb0mn004m13pfy0drwv3r"
}
],
"resolver_payload": {
"reason": "The extracted vendor 'Apollo Heating, Air & Plumbing' is clearly the same company as the approved vendor 'Apollo Heating' — same brand name, same ACM/Affordable Comfort Mechanical parent company per the filename, operating in the same region.",
"matched": "true",
"confidence": "0.95",
"suggested_alias": "Apollo Heating, Air & Plumbing",
"canonical_vendor_name": "Apollo Heating",
"default_expense_account": "Subcontractors"
},
"source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
"canonical_vendor_name": "Apollo Heating",
"extracted_vendor_name": "Apollo Heating, Air & Plumbing"
}Time
05/12/2026
Event
FAILED
Message
Make scenario ended before finalizing this run; stale RUNNING run marked failed during cleanup.
Payload
{
"run_id": "run_cd232df711c741cbb59f61906e54b6f9",
"source": "mark_bill_import_run_failed",
"run_key": "05-11-2026-019",
"recorded_at": "2026-05-13T00:37:57.041556+00:00"
}