Invoice Record

05-12-2026-001-INV-002

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-specific work including range hood venting, wall return modification to toe kick, and gas line work for a fireplace — all of which are characteristic of HVAC system installation and remodeling scope. While 'Heating & Cooling' is a closely related category, 'HVAC' more precisely captures the full scope of ductwork, venting, and mechanical system modifications described. Both categories are plausible, but HVAC is the better fit for this type of remodel-integrated mechanical work.

File result

Final file: ApolloHeating_INV-TM1898_DUPLICATE-BILL.pdf
Outcome: processed
Details: QuickBooks Bill created successfully. Source file attached to the Bill.

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Processing Context

Invoice ID: 05-12-2026-001-INV-002
Run ID: 05-12-2026-001
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: ApolloHeating_INV-TM1898.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "MN State & Transit Tax at 7.00% is listed but calculated as $0.00, so no tax was applied. Project name inferred from the Ship To address '2220 Cedar Lake Parkway' as no explicit job/project name is stated. Sold To is JKath Design & Build. 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-specific work including range hood venting, wall return modification to toe kick, and gas line work for a fireplace — all of which are characteristic of HVAC system installation and remodeling scope. While 'Heating & Cooling' is a closely related category, 'HVAC' more precisely captures the full scope of ductwork, venting, and mechanical system modifications described. Both categories are plausible, but HVAC is the better fit for this type of remodel-integrated mechanical work.",
    "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": "249"
  },
  "duplicate_bill": {
    "path": "multi_category_direct_duplicate",
    "invoice_number": "TM1898",
    "existing_quickbooks_bill_id": "249"
  }
}

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": "ApolloHeating_INV-TM1898.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/ApolloHeating_INV-TM1898.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABpVA",
  "source_dropbox_rev": "0165193c93a812400000003549f4393",
  "source_content_hash": "2345492aebdc2471435c46e12483e8f68cbc3f317aa46fb236568bd03b677317",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/ApolloHeating_INV-TM1898.pdf",
  "processing_dropbox_rev": "0165193d1ff6af500000003549f4393"
}

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": "ApolloHeating_INV-TM1898.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/ApolloHeating_INV-TM1898.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/ApolloHeating_INV-TM1898.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-002",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3169",
  "make_trace_id": "make-20260511_191925_670",
  "output_tokens": "422",
  "bill_import_id": "bill_99dd742c71114e84b8047bdafe4d5021",
  "source_file_name": "ApolloHeating_INV-TM1898.pdf",
  "claude_message_id": "msg_01E6SyKHW2SUr6XrxrHnNZHJ"
}

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": "05-12-2026-001-INV-002",
  "vendor_name": "Apollo Heating, Air & Plumbing",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_99dd742c71114e84b8047bdafe4d5021",
  "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": "ApolloHeating_INV-TM1898.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": "05-12-2026-001-INV-002",
  "vendor_name": "Apollo Heating",
  "category_name": "HVAC",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_99dd742c71114e84b8047bdafe4d5021",
  "source_file_name": "ApolloHeating_INV-TM1898.pdf",
  "selection_payload": {
    "reason": "The line items describe HVAC-specific work including range hood venting, wall return modification to toe kick, and gas line work for a fireplace — all of which are characteristic of HVAC system installation and remodeling scope. While 'Heating & Cooling' is a closely related category, 'HVAC' more precisely captures the full scope of ductwork, venting, and mechanical system modifications described. Both categories are plausible, but HVAC is the better fit for this type of remodel-integrated mechanical work.",
    "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": "05-12-2026-001-INV-002",
  "vendor_name": "Apollo Heating",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_99dd742c71114e84b8047bdafe4d5021",
  "invoice_number": "TM1898",
  "source_file_name": "ApolloHeating_INV-TM1898.pdf",
  "quickbooks_vendor_id": "27",
  "quickbooks_account_id": "130",
  "existing_quickbooks_bill_id": "249"
}

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-002",
  "make_trace_id": "make-20260511_191925_670",
  "bill_import_id": "bill_99dd742c71114e84b8047bdafe4d5021",
  "final_file_name": "ApolloHeating_INV-TM1898_DUPLICATE-BILL.pdf",
  "source_file_name": "ApolloHeating_INV-TM1898.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/ivqskuvx52k6ngj9wenr3/ApolloHeating_INV-TM1898_DUPLICATE-BILL.pdf?rlkey=azh28g9ze4lmyul9as8v6ctl9&dl=0",
  "quickbooks_payload": {
    "path": "multi_category_direct_duplicate",
    "invoice_number": "TM1898",
    "existing_quickbooks_bill_id": "249"
  },
  "existing_quickbooks_bill_id": "249"
}