Vendor Credit Created Successfully
QuickBooks Vendor Credit created successfully. Source file attached to the VendorCredit.
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
- 286
Category reason
The line item explicitly references 'cabinet hardware' being returned for a credit. Cabinet hardware is a material component that falls under Cabinet Materials. The vendor name 'JJ Woodcraft LLC' is consistent with a cabinet/woodworking supplier. Although this is a credit (negative amount), the underlying item being credited is a cabinet material purchase, making Cabinet Materials the correct category.
File result
- Final file
- JJWoodcraftLLC_INV-CR-0131-01.pdf
- Outcome
- processed
- Details
- QuickBooks Vendor Credit created successfully. Source file attached to the VendorCredit.
Processing Context
- Invoice ID
- 05-12-2026-023-INV-009
- Run ID
- 05-12-2026-023
- Source folder
- /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
- Source file
- JJWoodcraftLLC_INV-CR-0131-01.pdf
Stored payloads
Claude parse payload
{
"tax": 0,
"notes": "This is a vendor credit memo. Total is negative (-$42.75) representing a credit owed to Jkath LLC from JJ Woodcraft LLC for returned cabinet hardware. Due date calculated as invoice date + 30 days per Net 30 terms. No project/job 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-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 references 'cabinet hardware' being returned for a credit. Cabinet hardware is a material component that falls under Cabinet Materials. The vendor name 'JJ Woodcraft LLC' is consistent with a cabinet/woodworking supplier. Although this is a credit (negative amount), the underlying item being credited is a cabinet material purchase, making Cabinet Materials the correct category.",
"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-0131-01",
"vendor_ref": "41",
"account_ref": "105",
"quickbooks_total": "42.75",
"transaction_type": "vendor_credit",
"quickbooks_bill_id": "286",
"quickbooks_vendor_credit_id": "286",
"resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
},
"attachment_uploaded": {
"path": "vendor_credit_multi_category_direct",
"file_name": "",
"attachment_id": "",
"quickbooks_bill_id": "286",
"quickbooks_vendor_credit_id": "286"
}
}Raw payload
{
"run_id": "run_6092f96a7725437c8df731d125a7b07c",
"source": "make.com",
"run_key": "05-12-2026-023",
"make_trace_id": "make-20260511_214451_732",
"source_file_name": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/JJWoodcraftLLC_INV-CR-0131-01.pdf",
"source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABp9A",
"source_dropbox_rev": "0165195cca18b9900000003549f4393",
"multi_invoice_count": 1,
"multi_invoice_index": 1,
"source_content_hash": "fd2cdd30dbec6bfdb3f6ab22fe372909fc9be46abd38a4b9f432a963327c28f6",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/JJWoodcraftLLC_INV-CR-0131-01.pdf",
"multi_invoice_group_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"processing_dropbox_rev": "0165195e2ee018500000003549f4393",
"multi_invoice_source_payload": {
"notes": "Single vendor credit memo document. No project name referenced. is_billable_invoice set to true so workflow can create a QuickBooks VendorCredit.",
"invoices": [
{
"tax": 0,
"notes": "This is a vendor credit memo. Total is negative (-$42.75) representing a credit owed to Jkath LLC from JJ Woodcraft LLC for returned cabinet hardware. Due date calculated as invoice date + 30 days per Net 30 terms. No project/job 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-0131-01",
"is_billable_invoice": true
}
]
}
}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": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/JJWoodcraftLLC_INV-CR-0131-01.pdf",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/JJWoodcraftLLC_INV-CR-0131-01.pdf"
}Time
05/11/2026
Event
PARSE COMPLETED
Message
Claude extraction parsed and stored.
Payload
{
"total": "-42.75",
"message": "Claude extraction parsed and stored.",
"due_date": "2026-06-10",
"jkath_terms": "Net 30",
"process_key": "05-12-2026-023-INV-009",
"vendor_name": "JJ Woodcraft LLC",
"claude_model": "claude-sonnet-4-6",
"input_tokens": "3033",
"invoice_date": "2026-05-11",
"vendor_terms": "Net 30",
"make_trace_id": "make-20260511_214451_732",
"output_tokens": "386",
"bill_import_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"invoice_number": "CR-0131-01",
"vendor_due_date": "2026-06-10",
"source_file_name": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"claude_message_id": "msg_018oCDmMLrdam4U8fLcG846A",
"multi_invoice_count": 1,
"multi_invoice_index": 1
}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": "05-12-2026-023-INV-009",
"vendor_name": "JJ Woodcraft LLC",
"make_trace_id": "make-20260511_214451_732",
"bill_import_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"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": "JJWoodcraftLLC_INV-CR-0131-01.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": "05-12-2026-023-INV-009",
"vendor_name": "JJ Woodcraft LLC",
"category_name": "Cabinet Materials",
"make_trace_id": "make-20260511_214451_732",
"bill_import_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"source_file_name": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"selection_payload": {
"reason": "The line item explicitly references 'cabinet hardware' being returned for a credit. Cabinet hardware is a material component that falls under Cabinet Materials. The vendor name 'JJ Woodcraft LLC' is consistent with a cabinet/woodworking supplier. Although this is a credit (negative amount), the underlying item being credited is a cabinet material purchase, making Cabinet Materials the correct category.",
"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": "05-12-2026-023-INV-009",
"vendor_name": "JJ Woodcraft LLC",
"make_trace_id": "make-20260511_214451_732",
"bill_import_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"invoice_number": "CR-0131-01",
"source_file_name": "JJWoodcraftLLC_INV-CR-0131-01.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": "05-12-2026-023-INV-009",
"make_trace_id": "make-20260511_214451_732",
"bill_import_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"source_file_name": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"quickbooks_bill_id": "286",
"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": "286",
"quickbooks_vendor_credit_id": "286"
},
"quickbooks_account_id": "105",
"quickbooks_vendor_credit_id": "286",
"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": "05-12-2026-023-INV-009",
"make_trace_id": "make-20260511_214451_732",
"bill_import_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"source_file_name": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"attachment_payload": {
"path": "vendor_credit_multi_category_direct",
"file_name": "",
"attachment_id": "",
"quickbooks_bill_id": "286",
"quickbooks_vendor_credit_id": "286"
},
"quickbooks_bill_id": "286",
"quickbooks_vendor_credit_id": "286"
}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": "05-12-2026-023-INV-009",
"make_trace_id": "make-20260511_214451_732",
"bill_import_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"final_file_name": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"source_file_name": "JJWoodcraftLLC_INV-CR-0131-01.pdf",
"dropbox_shared_url": "https://www.dropbox.com/scl/fi/p8wsfn2cx3x4kycrgn7td/JJWoodcraftLLC_INV-CR-0131-01.pdf?rlkey=0sqp0poauf67qk5whzp5rh7bc&dl=0",
"quickbooks_bill_id": "286",
"multi_invoice_group_id": "bill_f74a461221604e1ebb78b46d7186ec0a",
"quickbooks_vendor_credit_id": "286"
}