Invoice Record

05-12-2026-015-INV-001

JJ Woodcraft LLC

Back to bill imports

Vendor Credit Created Successfully

QuickBooks Vendor Credit created successfully. Source file attached to the VendorCredit.

View Vendor Credit in QB View Invoice in Dropbox

Status

Created in QB

Invoice

CR-013313

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: 259

Category reason

The line item explicitly describes a credit for returned cabinet hardware, which directly relates to cabinet materials. JJ Woodcraft LLC is a woodcraft vendor, and cabinet hardware is a material component categorized under Cabinet Materials rather than a labor/service category like Carpentry.

File result

Final file: JJWoodcraftLLC_INV-CR-013313.pdf
Outcome: processed
Details: QuickBooks Vendor Credit created successfully. Source file attached to the VendorCredit.

View Vendor Credit in QuickBooks View Invoice in Dropbox

Processing Context

Invoice ID: 05-12-2026-015-INV-001
Run ID: 05-12-2026-015
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: jj-woodcraft-credit-short-013313.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "This is a vendor credit memo from JJ Woodcraft LLC crediting Jkath LLC $42.75 for returned cabinet hardware. Total is negative per credit memo convention. 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 stated on 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-013313",
  "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 directly relates to cabinet materials. JJ Woodcraft LLC is a woodcraft vendor, and cabinet hardware is a material component categorized under Cabinet Materials rather than a labor/service category like Carpentry.",
    "confidence": 0.92,
    "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-013313",
    "vendor_ref": "41",
    "account_ref": "105",
    "quickbooks_total": "42.75",
    "transaction_type": "vendor_credit",
    "quickbooks_bill_id": "259",
    "quickbooks_vendor_credit_id": "259",
    "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
  },
  "attachment_uploaded": {
    "path": "vendor_credit_multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "259",
    "quickbooks_vendor_credit_id": "259"
  }
}

Raw payload

{
  "run_id": "run_945886b3352a42799ac867ff643ff51c",
  "source": "make.com",
  "run_key": "05-12-2026-015",
  "make_trace_id": "make-20260511_203342_651",
  "source_file_name": "jj-woodcraft-credit-short-013313.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/jj-woodcraft-credit-short-013313.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABp9Q",
  "source_dropbox_rev": "0165194da6e291b00000003549f4393",
  "source_content_hash": "9a64945164e45dcae7ec2939a2dc92045eb27206f9ccc2f2569a499be2afcd35",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/jj-woodcraft-credit-short-013313.pdf",
  "processing_dropbox_rev": "0165194da97fb7400000003549f4393"
}

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-013313.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/jj-woodcraft-credit-short-013313.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/jj-woodcraft-credit-short-013313.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "message": "Claude extraction parsed and stored.",
  "process_key": "05-12-2026-015-INV-001",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3204",
  "make_trace_id": "make-20260511_203342_651",
  "output_tokens": "347",
  "bill_import_id": "bill_de41b4ad77064876ad140b6672fc82d8",
  "source_file_name": "jj-woodcraft-credit-short-013313.pdf",
  "claude_message_id": "msg_01CiNiCCYTYEeQhiKtBx7bV4"
}

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": "05-12-2026-015-INV-001",
  "vendor_name": "JJ Woodcraft LLC",
  "make_trace_id": "make-20260511_203342_651",
  "bill_import_id": "bill_de41b4ad77064876ad140b6672fc82d8",
  "canonical_name": "JJ Woodcraft LLC",
  "category_count": 2,
  "invoice_number": "CR-013313",
  "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-013313.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": "05-12-2026-015-INV-001",
  "vendor_name": "JJ Woodcraft LLC",
  "category_name": "Cabinet Materials",
  "make_trace_id": "make-20260511_203342_651",
  "bill_import_id": "bill_de41b4ad77064876ad140b6672fc82d8",
  "source_file_name": "jj-woodcraft-credit-short-013313.pdf",
  "selection_payload": {
    "reason": "The line item explicitly describes a credit for returned cabinet hardware, which directly relates to cabinet materials. JJ Woodcraft LLC is a woodcraft vendor, and cabinet hardware is a material component categorized under Cabinet Materials rather than a labor/service category like Carpentry.",
    "confidence": 0.92,
    "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": "05-12-2026-015-INV-001",
  "vendor_name": "JJ Woodcraft LLC",
  "make_trace_id": "make-20260511_203342_651",
  "bill_import_id": "bill_de41b4ad77064876ad140b6672fc82d8",
  "invoice_number": "CR-013313",
  "source_file_name": "jj-woodcraft-credit-short-013313.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": "05-12-2026-015-INV-001",
  "make_trace_id": "make-20260511_203342_651",
  "bill_import_id": "bill_de41b4ad77064876ad140b6672fc82d8",
  "source_file_name": "jj-woodcraft-credit-short-013313.pdf",
  "quickbooks_bill_id": "259",
  "quickbooks_payload": {
    "path": "vendor_credit_multi_category_direct",
    "total": "-42.75",
    "doc_number": "CR-013313",
    "vendor_ref": "41",
    "account_ref": "105",
    "quickbooks_total": "42.75",
    "transaction_type": "vendor_credit",
    "quickbooks_bill_id": "259",
    "quickbooks_vendor_credit_id": "259"
  },
  "quickbooks_account_id": "105",
  "quickbooks_vendor_credit_id": "259",
  "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": "05-12-2026-015-INV-001",
  "make_trace_id": "make-20260511_203342_651",
  "bill_import_id": "bill_de41b4ad77064876ad140b6672fc82d8",
  "source_file_name": "jj-woodcraft-credit-short-013313.pdf",
  "attachment_payload": {
    "path": "vendor_credit_multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "259",
    "quickbooks_vendor_credit_id": "259"
  },
  "quickbooks_bill_id": "259",
  "quickbooks_vendor_credit_id": "259"
}

Time

05/11/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "vendor_credit_multi_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Vendor Credit creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-015-INV-001",
  "make_trace_id": "make-20260511_203342_651",
  "bill_import_id": "bill_de41b4ad77064876ad140b6672fc82d8",
  "final_file_name": "JJWoodcraftLLC_INV-CR-013313.pdf",
  "source_file_name": "jj-woodcraft-credit-short-013313.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/717j4po75xkoldypmm4ha/JJWoodcraftLLC_INV-CR-013313.pdf?rlkey=2hfew8optq1nszbhytubow1lv&dl=0",
  "quickbooks_bill_id": "259",
  "quickbooks_vendor_credit_id": "259"
}