Invoice Record

05-12-2026-001-INV-001

JJ Woodcraft LLC

Back to run

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

1544

Total

$1,800.00

Invoice data

Detected vendor: JJ Woodcraft LLC
Matched vendor: JJ Woodcraft LLC
Matched alias: JJ Woodcraft LLC
Category: Building Services:Carpentry
Category method: Claude category selection
Invoice date: 02/17/2026
Due date: 03/19/2026
Vendor terms: Net 30
Jkath terms: Net 30
QB Bill ID: 248

Category reason

The line item is 'Cabinet Install - Derrymoor closet,' which describes an installation service (labor) rather than the purchase of cabinet materials. JJ Woodcraft LLC is a woodcraft/carpentry service provider, and the charge is a flat $1,800 for installation work, not for materials. This aligns with the Carpentry category (building services) rather than Cabinet Materials (building materials).

File result

Final file: JJWoodcraftLLC_INV-1544_DUPLICATE-BILL.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: 05-12-2026-001-INV-001
Run ID: 05-12-2026-001
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: JJWoodcraftLLC_INV-1544.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Project name 'Derrymoor' inferred from the line item description 'Derrymoor closet'; no explicit project/job field on the invoice. Bill-to and ship-to are both listed as 'JKath', which may be a client or internal job reference.",
  "terms": "Net 30",
  "total": 1800,
  "due_date": "2026-03-19",
  "shipping": 0,
  "subtotal": 1800,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 0.8,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 1800,
      "unit_price": 1800,
      "description": "Cabinet Install - Derrymoor closet"
    }
  ],
  "vendor_name": "JJ Woodcraft LLC",
  "invoice_date": "2026-02-17",
  "project_name": "Derrymoor",
  "document_type": "invoice",
  "invoice_number": "1544",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abcyx0032agtbsv00x1fg",
    "vendor_id": "vend_ed86bd47d24c4cf9a2ea9e9cc8fbd61a",
    "alias_name": "JJ Woodcraft LLC",
    "canonical_name": "JJ Woodcraft LLC",
    "category_count": 2,
    "category_options": [
      {
        "name": "Cabinet Materials",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (1).",
        "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
        "fully_qualified_name": "Building Materials:Cabinet Materials",
        "quickbooks_account_id": "105",
        "vendor_expense_category_id": "cmp1baw22002213pf5zdddkyd"
      },
      {
        "name": "Carpentry",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Carpentry (10).",
        "expense_category_id": "cat_db2397f2decd44ecbd79b1ad8107f459",
        "fully_qualified_name": "Building Services:Carpentry",
        "quickbooks_account_id": "119",
        "vendor_expense_category_id": "cmp1baw4m002413pf2c6i6fia"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "jj woodcraft llc",
    "quickbooks_vendor_id": "41",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The line item is 'Cabinet Install - Derrymoor closet,' which describes an installation service (labor) rather than the purchase of cabinet materials. JJ Woodcraft LLC is a woodcraft/carpentry service provider, and the charge is a flat $1,800 for installation work, not for materials. This aligns with the Carpentry category (building services) rather than Cabinet Materials (building materials).",
    "confidence": 0.92,
    "category_name": "Carpentry",
    "expense_category_id": "cat_db2397f2decd44ecbd79b1ad8107f459",
    "quickbooks_account_id": "119",
    "selected_expense_category_id": "cat_db2397f2decd44ecbd79b1ad8107f459",
    "selected_expense_category_name": "Carpentry"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "41",
    "quickbooks_account_id": "119",
    "existing_quickbooks_bill_id": "248"
  },
  "duplicate_bill": {
    "path": "multi_category_direct_duplicate",
    "invoice_number": "1544",
    "existing_quickbooks_bill_id": "248"
  }
}

Raw payload

{
  "run_id": "run_94c66e42c7e64d67aa344cf84272f0a0",
  "source": "make.com",
  "run_key": "05-12-2026-001",
  "make_trace_id": "make-20260511_191925_670",
  "source_file_name": "JJWoodcraftLLC_INV-1544.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/JJWoodcraftLLC_INV-1544.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABpUg",
  "source_dropbox_rev": "0165193c9391b5f00000003549f4393",
  "source_content_hash": "6c41c7a088e9e87b68eb3f7410263d1dfe9bfa3591f76d8a093ac3ae33c09254",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/JJWoodcraftLLC_INV-1544.pdf",
  "processing_dropbox_rev": "0165193d0f1300200000003549f4393"
}

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": "JJWoodcraftLLC_INV-1544.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/JJWoodcraftLLC_INV-1544.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/JJWoodcraftLLC_INV-1544.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-12-2026-001-INV-001",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3082",
  "make_trace_id": "make-20260511_191925_670",
  "output_tokens": "339",
  "bill_import_id": "bill_74173d8eb4e44710b1ebf7af9f192c27",
  "source_file_name": "JJWoodcraftLLC_INV-1544.pdf",
  "claude_message_id": "msg_01QAej9Cbd19MvZFTG1935g6"
}

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": "cmp1abcyx0032agtbsv00x1fg",
  "vendor_id": "vend_ed86bd47d24c4cf9a2ea9e9cc8fbd61a",
  "process_key": "05-12-2026-001-INV-001",
  "vendor_name": "JJ Woodcraft LLC",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_74173d8eb4e44710b1ebf7af9f192c27",
  "canonical_name": "JJ Woodcraft LLC",
  "category_count": 2,
  "invoice_number": "1544",
  "category_options": [
    {
      "name": "Cabinet Materials",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (1).",
      "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
      "fully_qualified_name": "Building Materials:Cabinet Materials",
      "quickbooks_account_id": "105",
      "vendor_expense_category_id": "cmp1baw22002213pf5zdddkyd"
    },
    {
      "name": "Carpentry",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Carpentry (10).",
      "expense_category_id": "cat_db2397f2decd44ecbd79b1ad8107f459",
      "fully_qualified_name": "Building Services:Carpentry",
      "quickbooks_account_id": "119",
      "vendor_expense_category_id": "cmp1baw4m002413pf2c6i6fia"
    }
  ],
  "source_file_name": "JJWoodcraftLLC_INV-1544.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "jj woodcraft llc",
  "quickbooks_vendor_id": "41",
  "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": "05-12-2026-001-INV-001",
  "vendor_name": "JJ Woodcraft LLC",
  "category_name": "Carpentry",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_74173d8eb4e44710b1ebf7af9f192c27",
  "source_file_name": "JJWoodcraftLLC_INV-1544.pdf",
  "selection_payload": {
    "reason": "The line item is 'Cabinet Install - Derrymoor closet,' which describes an installation service (labor) rather than the purchase of cabinet materials. JJ Woodcraft LLC is a woodcraft/carpentry service provider, and the charge is a flat $1,800 for installation work, not for materials. This aligns with the Carpentry category (building services) rather than Cabinet Materials (building materials).",
    "confidence": 0.92,
    "selected_expense_category_id": "cat_db2397f2decd44ecbd79b1ad8107f459",
    "selected_expense_category_name": "Carpentry"
  },
  "expense_category_id": "cat_db2397f2decd44ecbd79b1ad8107f459",
  "quickbooks_account_id": "119"
}

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": "05-12-2026-001-INV-001",
  "vendor_name": "JJ Woodcraft LLC",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_74173d8eb4e44710b1ebf7af9f192c27",
  "invoice_number": "1544",
  "source_file_name": "JJWoodcraftLLC_INV-1544.pdf",
  "quickbooks_vendor_id": "41",
  "quickbooks_account_id": "119",
  "existing_quickbooks_bill_id": "248"
}

Time

05/11/2026

Event

DUPLICATE FOUND

Message

Duplicate QuickBooks Bill found.

Payload

{
  "path": "multi_category_direct_duplicate",
  "message": "Duplicate QuickBooks Bill found; no new Bill was created.",
  "process_key": "05-12-2026-001-INV-001",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_74173d8eb4e44710b1ebf7af9f192c27",
  "final_file_name": "JJWoodcraftLLC_INV-1544_DUPLICATE-BILL.pdf",
  "source_file_name": "JJWoodcraftLLC_INV-1544.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/wtv54stlkvy27ds552avn/JJWoodcraftLLC_INV-1544_DUPLICATE-BILL.pdf?rlkey=4crf2kxx66chlpp1m7a5nye7l&dl=0",
  "quickbooks_payload": {
    "path": "multi_category_direct_duplicate",
    "invoice_number": "1544",
    "existing_quickbooks_bill_id": "248"
  },
  "existing_quickbooks_bill_id": "248"
}