Invoice Record

05-11-2026-020-INV-001

Apollo Heating

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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

TM1898

Total

$2,150.00

Invoice data

Detected vendor: Apollo Heating, Air & Plumbing
Matched vendor: Apollo Heating
Matched alias: Apollo Heating, Air & Plumbing
Category: Building Services:HVAC
Category method: Claude category selection
Invoice date: 02/16/2026
Due date: 03/18/2026
Vendor terms: Due on receipt
Jkath terms: Net 30
QB Bill ID: 249

Category reason

The line items describe HVAC-related remodel work including range hood venting, wall return modification to toe kick, and gas line work for a fireplace — all of which are characteristic HVAC scope (ductwork, venting, airflow systems). Both 'Heating & Cooling' and 'HVAC' are plausible given the vendor name (Apollo Heating, Air & Plumbing), but the specific work described — venting, returns, and ductwork modifications — aligns more precisely with the HVAC category (id=cat_38ad701dd6134b3397c91aa376a91827), which in the historical QuickBooks mapping appears to capture installation and remodel work of this nature, while 'Heating & Cooling' may be more oriented toward equipment or service calls.

File result

Final file: ApolloHeating_INV-TM1898.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: 05-11-2026-020-INV-001
Run ID: 05-11-2026-020
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 rate is listed at 7.00% but the tax amount is $0.00, suggesting the work is tax-exempt or tax was not applied. Project name inferred from the Ship To address '2220 Cedar Lake Parkway' as no explicit job/project name is stated. 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": 0.75,
    "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": "2220 Cedar Lake Parkway",
  "document_type": "invoice",
  "invoice_number": "TM1898",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "alias_47ebafce9f3340fa82a647d4399fb582",
    "vendor_id": "vend_c7dc2a1ad12e4641946fbd29f8debbf1",
    "alias_name": "Apollo Heating, Air & Plumbing",
    "canonical_name": "Apollo Heating",
    "category_count": 2,
    "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"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "apollo heating air and plumbing",
    "quickbooks_vendor_id": "27",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The line items describe HVAC-related remodel work including range hood venting, wall return modification to toe kick, and gas line work for a fireplace — all of which are characteristic HVAC scope (ductwork, venting, airflow systems). Both 'Heating & Cooling' and 'HVAC' are plausible given the vendor name (Apollo Heating, Air & Plumbing), but the specific work described — venting, returns, and ductwork modifications — aligns more precisely with the HVAC category (id=cat_38ad701dd6134b3397c91aa376a91827), which in the historical QuickBooks mapping appears to capture installation and remodel work of this nature, while 'Heating & Cooling' may be more oriented toward equipment or service calls.",
    "confidence": 0.82,
    "category_name": "HVAC",
    "expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
    "quickbooks_account_id": "130",
    "selected_expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
    "selected_expense_category_name": "HVAC"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "27",
    "quickbooks_account_id": "130",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "2150",
    "doc_number": "TM1898",
    "vendor_ref": "27",
    "account_ref": "130",
    "quickbooks_bill_id": "249",
    "resolved_expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "249"
  }
}

Raw payload

{
  "run_id": "run_d08863c6ccfb4542a55cab8e30afba67",
  "source": "make.com",
  "run_key": "05-11-2026-020",
  "make_trace_id": "make-20260511_162846_266",
  "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": "0165191248ce8d200000003549f4393",
  "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": "01651916ea025c700000003549f4393"
}

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": "05-11-2026-020-INV-001",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3169",
  "make_trace_id": "make-20260511_162846_266",
  "output_tokens": "421",
  "bill_import_id": "bill_b504458777e64a71b2875c5d1f3491f1",
  "source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
  "claude_message_id": "msg_0186UbaVenXZBnwsCVb2Uj3V"
}

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_47ebafce9f3340fa82a647d4399fb582",
  "vendor_id": "vend_c7dc2a1ad12e4641946fbd29f8debbf1",
  "process_key": "05-11-2026-020-INV-001",
  "vendor_name": "Apollo Heating, Air & Plumbing",
  "make_trace_id": "make-20260511_162846_266",
  "bill_import_id": "bill_b504458777e64a71b2875c5d1f3491f1",
  "canonical_name": "Apollo Heating",
  "category_count": 2,
  "invoice_number": "TM1898",
  "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"
    }
  ],
  "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": "27",
  "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": "05-11-2026-020-INV-001",
  "vendor_name": "Apollo Heating",
  "category_name": "HVAC",
  "make_trace_id": "make-20260511_162846_266",
  "bill_import_id": "bill_b504458777e64a71b2875c5d1f3491f1",
  "source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
  "selection_payload": {
    "reason": "The line items describe HVAC-related remodel work including range hood venting, wall return modification to toe kick, and gas line work for a fireplace — all of which are characteristic HVAC scope (ductwork, venting, airflow systems). Both 'Heating & Cooling' and 'HVAC' are plausible given the vendor name (Apollo Heating, Air & Plumbing), but the specific work described — venting, returns, and ductwork modifications — aligns more precisely with the HVAC category (id=cat_38ad701dd6134b3397c91aa376a91827), which in the historical QuickBooks mapping appears to capture installation and remodel work of this nature, while 'Heating & Cooling' may be more oriented toward equipment or service calls.",
    "confidence": 0.82,
    "selected_expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
    "selected_expense_category_name": "HVAC"
  },
  "expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
  "quickbooks_account_id": "130"
}

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": "05-11-2026-020-INV-001",
  "vendor_name": "Apollo Heating",
  "make_trace_id": "make-20260511_162846_266",
  "bill_import_id": "bill_b504458777e64a71b2875c5d1f3491f1",
  "invoice_number": "TM1898",
  "source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
  "quickbooks_vendor_id": "27",
  "quickbooks_account_id": "130",
  "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": "05-11-2026-020-INV-001",
  "make_trace_id": "make-20260511_162846_266",
  "bill_import_id": "bill_b504458777e64a71b2875c5d1f3491f1",
  "source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
  "quickbooks_bill_id": "249",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "2150",
    "doc_number": "TM1898",
    "vendor_ref": "27",
    "account_ref": "130",
    "quickbooks_bill_id": "249"
  },
  "quickbooks_account_id": "130",
  "resolved_expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827"
}

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": "05-11-2026-020-INV-001",
  "make_trace_id": "make-20260511_162846_266",
  "bill_import_id": "bill_b504458777e64a71b2875c5d1f3491f1",
  "source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "249"
  },
  "quickbooks_bill_id": "249"
}

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": "05-11-2026-020-INV-001",
  "make_trace_id": "make-20260511_162846_266",
  "bill_import_id": "bill_b504458777e64a71b2875c5d1f3491f1",
  "final_file_name": "ApolloHeating_INV-TM1898.pdf",
  "source_file_name": "Inv_TM1898_from_Affordable_Comfort_Mechanical_LLC_dba_Apollo_Heating_18760.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/ivqskuvx52k6ngj9wenr3/ApolloHeating_INV-TM1898.pdf?rlkey=5ria8wvc3rnznfu9wa29t7fo2&dl=0",
  "quickbooks_bill_id": "249"
}