Invoice Record

05-12-2026-006-INV-001

River City Glass, Inc.

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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

53848

Total

$39.76

Invoice data

Detected vendor: River City Glass, Inc.
Matched vendor: River City Glass, Inc.
Matched alias: River City Glass INC
Category: Building Materials:Shower Glass
Category method: Single assignable category
Invoice date: 02/25/2025
Due date: 03/27/2025
Vendor terms: Net 30
Jkath terms: Net 30
QB Bill ID: 257

Category reason

Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.

File result

Final file: RiverCityGlassInc_INV-53848.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: 05-12-2026-006-INV-001
Run ID: 05-12-2026-006
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: River City - Invoice 53848_REVIEW.pdf

Stored payloads

Claude parse payload

{
  "tax": 2.99,
  "notes": "Due date calculated as 30 days from invoice date (2025-02-25 + 30 days = 2025-03-27) per stated terms. Project name inferred from the Order No / description field 'Thin Ribbed - Cabinet Glass'; no explicit project/job name was printed. Quote number 103238 also noted on invoice. Tax jurisdiction: Dakota County at 8.125%.",
  "terms": "Net 30",
  "total": 39.76,
  "due_date": "2025-03-27",
  "shipping": 0,
  "subtotal": 36.77,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 0.75,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 36.77,
      "unit_price": 36.77,
      "description": "Cabinet Glass - 1 x 5/32\" Thin Ribbed Annealed, 16\" x 27-7/8\", vertical pattern, Seamed Edge 87-3/4\" (2L 2S)"
    }
  ],
  "vendor_name": "River City Glass, Inc.",
  "invoice_date": "2025-02-25",
  "project_name": "Thin Ribbed - Cabinet Glass",
  "document_type": "invoice",
  "invoice_number": "53848",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abeeg0048agtbz3nvnnzb",
    "vendor_id": "vend_ad5ab54594a84fc681806965e18b3279",
    "alias_name": "River City Glass INC",
    "canonical_name": "River City Glass, Inc.",
    "category_count": 1,
    "category_options": [
      {
        "name": "Shower Glass",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Shower Glass (24).",
        "expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
        "fully_qualified_name": "Building Materials:Shower Glass",
        "quickbooks_account_id": "115",
        "vendor_expense_category_id": "cmp1baxc0002s13pfwgfa8fg7"
      }
    ],
    "expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
    "normalized_alias_key": "river city glass inc",
    "quickbooks_vendor_id": "1",
    "quickbooks_account_id": "115",
    "default_expense_account": "Shower Glass",
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "method": "single_assignable_category",
    "reason": "Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.",
    "confidence": 1,
    "category_name": "Shower Glass",
    "expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
    "quickbooks_account_id": "115",
    "selected_expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
    "selected_expense_category_name": "Shower Glass"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "1",
    "quickbooks_account_id": "115",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "single_category_direct",
    "total": "39.76",
    "doc_number": "53848",
    "vendor_ref": "1",
    "account_ref": "115",
    "quickbooks_bill_id": "257",
    "resolved_expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "257"
  }
}

Raw payload

{
  "run_id": "run_d814e9c177424bfdbae60e501541042b",
  "source": "make.com",
  "run_key": "05-12-2026-006",
  "make_trace_id": "make-20260511_195440_391",
  "source_file_name": "River City - Invoice 53848_REVIEW.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/River City - Invoice 53848_REVIEW.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABp5Q",
  "source_dropbox_rev": "01651944e19960600000003549f4393",
  "source_content_hash": "c2580d35aab35e9ae9eecd4c4502bab10ab6742d49f1b14672d14fc17b8cf33f",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/River City - Invoice 53848_REVIEW.pdf",
  "processing_dropbox_rev": "01651944efa231b00000003549f4393"
}

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": "River City - Invoice 53848_REVIEW.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/River City - Invoice 53848_REVIEW.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/River City - Invoice 53848_REVIEW.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-12-2026-006-INV-001",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3366",
  "make_trace_id": "make-20260511_195440_391",
  "output_tokens": "411",
  "bill_import_id": "bill_8695a130f99c47f4afd904f84adc0623",
  "source_file_name": "River City - Invoice 53848_REVIEW.pdf",
  "claude_message_id": "msg_01ACxBLZcDWXbsnWGfzUdY5P"
}

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": "cmp1abeeg0048agtbz3nvnnzb",
  "vendor_id": "vend_ad5ab54594a84fc681806965e18b3279",
  "process_key": "05-12-2026-006-INV-001",
  "vendor_name": "River City Glass, Inc.",
  "make_trace_id": "make-20260511_195440_391",
  "bill_import_id": "bill_8695a130f99c47f4afd904f84adc0623",
  "canonical_name": "River City Glass, Inc.",
  "category_count": 1,
  "invoice_number": "53848",
  "category_options": [
    {
      "name": "Shower Glass",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Shower Glass (24).",
      "expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
      "fully_qualified_name": "Building Materials:Shower Glass",
      "quickbooks_account_id": "115",
      "vendor_expense_category_id": "cmp1baxc0002s13pfwgfa8fg7"
    }
  ],
  "source_file_name": "River City - Invoice 53848_REVIEW.pdf",
  "category_selection": {
    "method": "single_assignable_category",
    "reason": "Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.",
    "confidence": 1,
    "category_name": "Shower Glass",
    "expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
    "quickbooks_account_id": "115",
    "selected_expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
    "selected_expense_category_name": "Shower Glass"
  },
  "expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8",
  "normalized_alias_key": "river city glass inc",
  "quickbooks_vendor_id": "1",
  "default_expense_account": "Shower Glass",
  "missing_category_options": false
}

Time

05/11/2026

Event

QB LOOKUP COMPLETED

Message

QuickBooks vendor, account, and duplicate bill lookup completed.

Payload

{
  "path": "single_category_direct",
  "message": "QuickBooks lookup completed before create-or-duplicate routing.",
  "process_key": "05-12-2026-006-INV-001",
  "vendor_name": "River City Glass, Inc.",
  "make_trace_id": "make-20260511_195440_391",
  "bill_import_id": "bill_8695a130f99c47f4afd904f84adc0623",
  "invoice_number": "53848",
  "source_file_name": "River City - Invoice 53848_REVIEW.pdf",
  "quickbooks_vendor_id": "1",
  "quickbooks_account_id": "115",
  "existing_quickbooks_bill_id": null
}

Time

05/11/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "single_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-12-2026-006-INV-001",
  "make_trace_id": "make-20260511_195440_391",
  "bill_import_id": "bill_8695a130f99c47f4afd904f84adc0623",
  "source_file_name": "River City - Invoice 53848_REVIEW.pdf",
  "quickbooks_bill_id": "257",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "39.76",
    "doc_number": "53848",
    "vendor_ref": "1",
    "account_ref": "115",
    "quickbooks_bill_id": "257"
  },
  "quickbooks_account_id": "115",
  "resolved_expense_category_id": "cat_ed3dff6a1ea541f5a219940d39c9aef8"
}

Time

05/11/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "single_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-12-2026-006-INV-001",
  "make_trace_id": "make-20260511_195440_391",
  "bill_import_id": "bill_8695a130f99c47f4afd904f84adc0623",
  "source_file_name": "River City - Invoice 53848_REVIEW.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "257"
  },
  "quickbooks_bill_id": "257"
}

Time

05/11/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "single_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-006-INV-001",
  "make_trace_id": "make-20260511_195440_391",
  "bill_import_id": "bill_8695a130f99c47f4afd904f84adc0623",
  "final_file_name": "RiverCityGlassInc_INV-53848.pdf",
  "source_file_name": "River City - Invoice 53848_REVIEW.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/r8f0ynika74rslsp40xoe/RiverCityGlassInc_INV-53848.pdf?rlkey=zspg0j84qenxt4q1qcabjqcme&dl=0",
  "quickbooks_bill_id": "257"
}