Invoice Record

05-12-2026-004-INV-001

Back to bill imports

QB Lookup Error

Vendor alias lookup failed and Claude resolver could not safely recover it.

View Invoice in Dropbox

Status

QB lookup error

Invoice

OYT-2025-001

Total

$157.45

Invoice data

Detected vendor: Old Year Test Supply Co.
Matched vendor: Unmatched
Matched alias: No alias
Category: Not assigned
Category method: Not selected
Invoice date: 05/11/2025
Due date: 06/10/2025
Vendor terms: Net 30
Jkath terms: Net 30
QB Transaction ID: Not created

File result

Final file: old-year-test-invoice-2025_QB-LOOKUP-FAILED.pdf
Outcome: qb_lookup_failed
Details: Vendor alias lookup failed and Claude resolver could not safely recover it.

View Invoice in Dropbox

Processing Context

Invoice ID: 05-12-2026-004-INV-001
Run ID: 05-12-2026-004
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: old-year-test-invoice-2025.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Delivery and handling is included as a line item within the subtotal; shipping field set to 0 to avoid double-counting. All fields clearly printed; high confidence throughout.",
  "terms": "Net 30",
  "total": 157.45,
  "due_date": "2025-06-10",
  "shipping": 0,
  "subtotal": 157.45,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 1,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 120,
      "unit_price": 120,
      "description": "Site protection materials"
    },
    {
      "qty": 1,
      "amount": 37.45,
      "unit_price": 37.45,
      "description": "Delivery and handling"
    }
  ],
  "vendor_name": "Old Year Test Supply Co.",
  "invoice_date": "2025-05-11",
  "project_name": "Old Year Validation Test",
  "document_type": "invoice",
  "invoice_number": "OYT-2025-001",
  "is_billable_invoice": true
}

Vendor match payload

{
  "resolver": {
    "reason": "Old Year Test Supply Co. does not match any approved vendor on the list. The vendor name, invoice number, and project name all indicate this is a test/validation invoice, not a real transaction from a known vendor.",
    "matched": "false",
    "alias_id": null,
    "vendor_id": null,
    "confidence": 0,
    "category_count": -1,
    "suggested_alias": "Old Year Test Supply Co.",
    "category_options": [],
    "canonical_vendor_name": null,
    "default_expense_account": ""
  },
  "alias_lookup": {
    "found": false,
    "vendor_name": "Old Year Test Supply Co.",
    "normalized_alias_key": "old year test supply co"
  }
}

QB payload

No payload stored.

Raw payload

{
  "run_id": "run_4ccdebe615e94ae78d0defe085e734f8",
  "source": "make.com",
  "run_key": "05-12-2026-004",
  "make_trace_id": "make-20260511_194125_825",
  "source_file_name": "old-year-test-invoice-2025.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/old-year-test-invoice-2025.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABp4w",
  "source_dropbox_rev": "01651941f46be7000000003549f4393",
  "source_content_hash": "a7b9f9dd13ef9d90cb74ab9384fc611b15e2387e654487d25f1cc86305025656",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/old-year-test-invoice-2025.pdf",
  "processing_dropbox_rev": "01651941f9ee03200000003549f4393"
}

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": "old-year-test-invoice-2025.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/old-year-test-invoice-2025.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/old-year-test-invoice-2025.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-12-2026-004-INV-001",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3147",
  "make_trace_id": "make-20260511_194125_825",
  "output_tokens": "347",
  "bill_import_id": "bill_a656226fc6464adf8f2c0ed184df828b",
  "source_file_name": "old-year-test-invoice-2025.pdf",
  "claude_message_id": "msg_01QvHiiEh43v4AneEETZE7C5"
}

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": "05-12-2026-004-INV-001",
  "vendor_name": "Old Year Test Supply Co.",
  "make_trace_id": "make-20260511_194125_825",
  "bill_import_id": "bill_a656226fc6464adf8f2c0ed184df828b",
  "canonical_name": null,
  "category_count": 0,
  "invoice_number": "OYT-2025-001",
  "category_options": [],
  "source_file_name": "old-year-test-invoice-2025.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "old year test supply co",
  "quickbooks_vendor_id": null,
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/11/2026

Event

RESOLVER COMPLETED

Message

Vendor resolver did not match a portal vendor.

Payload

{
  "reason": "Old Year Test Supply Co. does not match any approved vendor on the list. The vendor name, invoice number, and project name all indicate this is a test/validation invoice, not a real transaction from a known vendor.",
  "message": "Vendor resolver matched a portal vendor and alias was recorded.",
  "alias_id": null,
  "vendor_id": null,
  "confidence": 0,
  "process_key": "05-12-2026-004-INV-001",
  "make_trace_id": "make-20260511_194125_825",
  "bill_import_id": "bill_a656226fc6464adf8f2c0ed184df828b",
  "category_count": -1,
  "suggested_alias": "Old Year Test Supply Co.",
  "category_options": [],
  "resolver_payload": {
    "reason": "Old Year Test Supply Co. does not match any approved vendor on the list. The vendor name, invoice number, and project name all indicate this is a test/validation invoice, not a real transaction from a known vendor.",
    "matched": "false",
    "confidence": "0",
    "suggested_alias": "",
    "canonical_vendor_name": "",
    "default_expense_account": ""
  },
  "source_file_name": "old-year-test-invoice-2025.pdf",
  "canonical_vendor_name": null,
  "extracted_vendor_name": "Old Year Test Supply Co."
}

Time

05/11/2026

Event

FAILED

Message

Vendor alias lookup failed and Claude resolver could not safely recover it.

Payload

{
  "path": "resolver_unmatched",
  "status": "QB_LOOKUP_FAILED",
  "details": "Vendor alias lookup failed and Claude resolver could not safely recover it.",
  "message": "Vendor alias lookup failed and Claude resolver could not safely recover it.",
  "outcome": "qb_lookup_failed",
  "process_key": "05-12-2026-004-INV-001",
  "make_trace_id": "make-20260511_194125_825",
  "bill_import_id": "bill_a656226fc6464adf8f2c0ed184df828b",
  "final_file_name": "old-year-test-invoice-2025_QB-LOOKUP-FAILED.pdf",
  "resolver_matched": "false",
  "source_file_name": "old-year-test-invoice-2025.pdf",
  "resolver_category": "",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/djz7ap5jq6gndfpplx441/old-year-test-invoice-2025_QB-LOOKUP-FAILED.pdf?rlkey=ye53gcw4xirvi8cqew0xv6bww&dl=0",
  "resolver_confidence": "0",
  "quickbooks_vendor_id": "",
  "resolver_vendor_name": "",
  "quickbooks_account_id": ""
}