Invoice Record

05-12-2026-014-INV-002

JJ Woodcraft LLC

Back to bill imports

Vendor Credit Created Successfully

QuickBooks Bill created successfully. Source file attached to the Bill.

View Vendor Credit in QB

Status

Created in QB

Invoice

CR-0131-01

Total

-$42.75

Invoice data

Detected vendor: JJ Woodcraft LLC
Matched vendor: JJ Woodcraft LLC
Matched alias: JJ Woodcraft LLC
Category: Building Materials:Cabinet Materials
Category method: Claude category selection
Invoice date: 05/11/2026
Due date: 06/10/2026
Vendor terms: Net 30
Jkath terms: Net 30
QB Vendor Credit ID: 258

Category reason

The line item explicitly describes a credit for returned cabinet hardware, which is a material item directly associated with cabinet components. This aligns with the Cabinet Materials category. The vendor name 'JJ Woodcraft LLC' further supports a materials context. There is no indication of a labor or carpentry service being rendered, so Carpentry is not appropriate here.

File result

Final file: Not finalized
Outcome: processed
Details: QuickBooks Bill created successfully. Source file attached to the Bill.

View Vendor Credit in QuickBooks

Processing Context

Invoice ID: 05-12-2026-014-INV-002
Run ID: 05-12-2026-014
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: jj-woodcraft-credit-short-0131.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "This is a vendor credit memo from JJ Woodcraft LLC to Jkath LLC for returned cabinet hardware. Total is negative (-$42.75). is_billable_invoice set to true so workflow can create a QuickBooks VendorCredit. Due date calculated as 30 days from invoice date per Net 30 terms. No project name is stated on the document.",
  "terms": "Net 30",
  "total": -42.75,
  "due_date": "2026-06-10",
  "shipping": 0,
  "subtotal": -42.75,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 0,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": -42.75,
      "unit_price": null,
      "description": "Credit for returned cabinet hardware"
    }
  ],
  "vendor_name": "JJ Woodcraft LLC",
  "invoice_date": "2026-05-11",
  "project_name": null,
  "document_type": "credit_memo",
  "invoice_number": "CR-0131-01",
  "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 explicitly describes a credit for returned cabinet hardware, which is a material item directly associated with cabinet components. This aligns with the Cabinet Materials category. The vendor name 'JJ Woodcraft LLC' further supports a materials context. There is no indication of a labor or carpentry service being rendered, so Carpentry is not appropriate here.",
    "confidence": 0.93,
    "category_name": "Cabinet Materials",
    "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "quickbooks_account_id": "105",
    "selected_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "selected_expense_category_name": "Cabinet Materials"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "41",
    "quickbooks_account_id": "105",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "vendor_credit_multi_category_direct",
    "total": "-42.75",
    "doc_number": "CR-0131-01",
    "vendor_ref": "41",
    "account_ref": "105",
    "quickbooks_total": "42.75",
    "transaction_type": "vendor_credit",
    "quickbooks_bill_id": "258",
    "quickbooks_vendor_credit_id": "258",
    "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
  },
  "attachment_uploaded": {
    "path": "vendor_credit_multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "258",
    "quickbooks_vendor_credit_id": "258"
  }
}

Raw payload

{
  "run_id": "run_c3070cc329f64275a2276488ddd79526",
  "source": "make.com",
  "run_key": "05-12-2026-014",
  "make_trace_id": "make-20260511_203147_159",
  "source_file_name": "jj-woodcraft-credit-short-0131.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/jj-woodcraft-credit-short-0131.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABp9A",
  "source_dropbox_rev": "0165194d392ceb300000003549f4393",
  "source_content_hash": "fd2cdd30dbec6bfdb3f6ab22fe372909fc9be46abd38a4b9f432a963327c28f6",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/jj-woodcraft-credit-short-0131.pdf",
  "processing_dropbox_rev": "0165194d44ee91600000003549f4393"
}

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": "jj-woodcraft-credit-short-0131.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/jj-woodcraft-credit-short-0131.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/jj-woodcraft-credit-short-0131.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-12-2026-014-INV-002",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3206",
  "make_trace_id": "make-20260511_203147_159",
  "output_tokens": "338",
  "bill_import_id": "bill_c80be3f6d6454b4ca335bba92aa596cc",
  "source_file_name": "jj-woodcraft-credit-short-0131.pdf",
  "claude_message_id": "msg_01HYnhp4zB3YXEKr1Qwaigew"
}

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": "05-12-2026-014-INV-002",
  "vendor_name": "JJ Woodcraft LLC",
  "make_trace_id": "make-20260511_203147_159",
  "bill_import_id": "bill_c80be3f6d6454b4ca335bba92aa596cc",
  "canonical_name": "JJ Woodcraft LLC",
  "category_count": 2,
  "invoice_number": "CR-0131-01",
  "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": "jj-woodcraft-credit-short-0131.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": "05-12-2026-014-INV-002",
  "vendor_name": "JJ Woodcraft LLC",
  "category_name": "Cabinet Materials",
  "make_trace_id": "make-20260511_203147_159",
  "bill_import_id": "bill_c80be3f6d6454b4ca335bba92aa596cc",
  "source_file_name": "jj-woodcraft-credit-short-0131.pdf",
  "selection_payload": {
    "reason": "The line item explicitly describes a credit for returned cabinet hardware, which is a material item directly associated with cabinet components. This aligns with the Cabinet Materials category. The vendor name 'JJ Woodcraft LLC' further supports a materials context. There is no indication of a labor or carpentry service being rendered, so Carpentry is not appropriate here.",
    "confidence": 0.93,
    "selected_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "selected_expense_category_name": "Cabinet Materials"
  },
  "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
  "quickbooks_account_id": "105"
}

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": "05-12-2026-014-INV-002",
  "vendor_name": "JJ Woodcraft LLC",
  "make_trace_id": "make-20260511_203147_159",
  "bill_import_id": "bill_c80be3f6d6454b4ca335bba92aa596cc",
  "invoice_number": "CR-0131-01",
  "source_file_name": "jj-woodcraft-credit-short-0131.pdf",
  "quickbooks_vendor_id": "41",
  "quickbooks_account_id": "105",
  "existing_quickbooks_bill_id": null
}

Time

05/11/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "vendor_credit_multi_category_direct",
  "message": "QuickBooks Vendor Credit created from negative invoice import.",
  "process_key": "05-12-2026-014-INV-002",
  "make_trace_id": "make-20260511_203147_159",
  "bill_import_id": "bill_c80be3f6d6454b4ca335bba92aa596cc",
  "source_file_name": "jj-woodcraft-credit-short-0131.pdf",
  "quickbooks_bill_id": "258",
  "quickbooks_payload": {
    "path": "vendor_credit_multi_category_direct",
    "total": "-42.75",
    "doc_number": "CR-0131-01",
    "vendor_ref": "41",
    "account_ref": "105",
    "quickbooks_total": "42.75",
    "transaction_type": "vendor_credit",
    "quickbooks_bill_id": "258",
    "quickbooks_vendor_credit_id": "258"
  },
  "quickbooks_account_id": "105",
  "quickbooks_vendor_credit_id": "258",
  "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
}

Time

05/11/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "vendor_credit_multi_category_direct",
  "message": "Source file uploaded to QuickBooks Vendor Credit.",
  "process_key": "05-12-2026-014-INV-002",
  "make_trace_id": "make-20260511_203147_159",
  "bill_import_id": "bill_c80be3f6d6454b4ca335bba92aa596cc",
  "source_file_name": "jj-woodcraft-credit-short-0131.pdf",
  "attachment_payload": {
    "path": "vendor_credit_multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "258",
    "quickbooks_vendor_credit_id": "258"
  },
  "quickbooks_bill_id": "258",
  "quickbooks_vendor_credit_id": "258"
}