JkathBusiness Portal

Invoice Record

05-12-2026-026-INV-002

Hardware Distributors Ltd
Back to bill imports

Bill Created Successfully

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

View Bill in QBView Invoice in Dropbox

Status

Created in QB

Invoice

801017485

Total

$2,139.49

Invoice data

Detected vendor
Hardware Distributors
Matched alias
Hardware Distributors
Category
Building Materials:Cabinet Materials
Category method
Single assignable category
Invoice date
03/04/2025
Due date
04/03/2025
Vendor terms
1%-10th Net 30
Jkath terms
Net 30
QB Bill ID
301

Category reason

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

File result

Outcome
processed
Details
QuickBooks Bill created successfully. Source file attached to the Bill.
View Bill in QuickBooksView Invoice in Dropbox

Processing Context

Invoice ID
05-12-2026-026-INV-002
Run ID
05-12-2026-026
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
HDLInvoice 801017485.pdf
Stored payloads

Claude parse payload

{
  "tax": 160.77,
  "notes": "Customer PO No: 137 43rd. Order No: 12663768. Ship No: 0305300. Item CAACZ13EAAR (Senco 23Ga Nail) was backordered with 0 shipped and $0.00 extension; included for completeness but not charged. X BACKORDER1 SHIP line item has $0.00 extension and was excluded from line items as a no-charge administrative note. Taxable subtotal: $1,978.72; Sales Tax: $160.77; Freight: $0.00; Total Due: $2,139.49. No project name stated on invoice.",
  "terms": "1%-10th Net 30",
  "total": 2139.49,
  "due_date": "2025-04-30",
  "shipping": 0,
  "subtotal": 1978.72,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 6.72,
      "unit_price": 6.72,
      "description": "FA22128 - 1 Pint OAK Latex Wood Filler"
    },
    {
      "qty": 1,
      "amount": 54.06,
      "unit_price": 54.06,
      "description": "ET5620 018MIL - 15/16x018 AutoPVC NEW AGE OAK 600FT"
    },
    {
      "qty": 100,
      "amount": 5.9,
      "unit_price": 0.059,
      "description": "SCLP8X1 - 8x1in Lowprofile Washerhead"
    },
    {
      "qty": 1,
      "amount": 0,
      "unit_price": 25.15,
      "description": "CAACZ13EAAR - Senco 23Ga Nail 1in 2.6M/Box (backordered, 0 shipped)"
    },
    {
      "qty": 5,
      "amount": 101.1,
      "unit_price": 20.22,
      "description": "B563H 3050B - 12 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
    },
    {
      "qty": 4,
      "amount": 75.04,
      "unit_price": 18.76,
      "description": "B563H 4570B - 18 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
    },
    {
      "qty": 10,
      "amount": 183.9,
      "unit_price": 18.39,
      "description": "B563H 5330B - 21 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
    },
    {
      "qty": 2,
      "amount": 4.28,
      "unit_price": 2.14,
      "description": "B970A1002 - Blumotion Insert F/Doors Hinge Side"
    },
    {
      "qty": 1,
      "amount": 61.19,
      "unit_price": 61.19,
      "description": "RS4WCT.3 - Maple CutleryTray 20-5/8W to 14.25W"
    },
    {
      "qty": 1,
      "amount": 8.57,
      "unit_price": 8.57,
      "description": "HI150 - 150 Series WH Bread Bd Guide 21-1/2 6-SC7X12P"
    },
    {
      "qty": 1,
      "amount": 726.43,
      "unit_price": 726.43,
      "description": "RS53PSPE3.18SC.MP - BlindCorner f/18inOpen 3Tier CHR/MA"
    },
    {
      "qty": 1,
      "amount": 101.76,
      "unit_price": 101.76,
      "description": "RS4SDI.36.1 - Wide Spice Drawer Tray Insert"
    },
    {
      "qty": 1,
      "amount": 112.34,
      "unit_price": 112.34,
      "description": "RS4WUT.36.1 - Wide Utensil Drawer Tray Insert"
    },
    {
      "qty": 1,
      "amount": 4.33,
      "unit_price": 4.33,
      "description": "B071B3590 - 110 Full-OL Soft Close Inserta PADS"
    },
    {
      "qty": 26,
      "amount": 119.08,
      "unit_price": 4.58,
      "description": "B071B3790 - 110 Inset Soft Close Inserta PADS"
    },
    {
      "qty": 2,
      "amount": 7.9,
      "unit_price": 3.95,
      "description": "B071T0650 - 95 Mini Half-OL SelfCl 26mmCup Scrw 2-6x58F NI & PADS"
    },
    {
      "qty": 1,
      "amount": 2.56,
      "unit_price": 2.56,
      "description": "B071T3590 - 110 Full-OL Self Close Inserta PADS"
    },
    {
      "qty": 26,
      "amount": 73.32,
      "unit_price": 2.82,
      "description": "B071T3790 - 110 Inset Self Close Inserta PADS"
    },
    {
      "qty": 2,
      "amount": 13.08,
      "unit_price": 6.54,
      "description": "B079B9590 - 95Blind Corner Inset SoftCl Inserta PADS"
    },
    {
      "qty": 1,
      "amount": 12.88,
      "unit_price": 12.88,
      "description": "KV8080 HKEZS EB - Inset Hge 1-Pr Self Close 3/4 Door"
    },
    {
      "qty": 1,
      "amount": 89.2,
      "unit_price": 89.2,
      "description": "KV8092 P12 EB - 12in 4x4 Pocket Dr Slide Pack BLACK"
    },
    {
      "qty": 1,
      "amount": 8.84,
      "unit_price": 8.84,
      "description": "KV8090 B48 EB - 48in D-Shaped Pinion Shaft BLACK"
    },
    {
      "qty": 2,
      "amount": 4.2,
      "unit_price": 2.1,
      "description": "B173H9100.12 - 19mm WingPlate Vert-Cam No.7 screw 2-7X58F NI"
    },
    {
      "qty": 56,
      "amount": 47.6,
      "unit_price": 0.85,
      "description": "B175H910 - 0mm Plate No.7wood or SystemScrew 2-7X58F NI"
    },
    {
      "qty": 19,
      "amount": 128.44,
      "unit_price": 6.76,
      "description": "BT51.1901 PS - TandemINSET LockingDevice L/R ASBLY L/R & 4-6X58F NI"
    },
    {
      "qty": 1000,
      "amount": 26,
      "unit_price": 0.026,
      "description": "SC6.3X13 - 13mm x 6.3mm Pozi System Screw 6061B"
    }
  ],
  "vendor_name": "Hardware Distributors",
  "invoice_date": "2025-03-04",
  "project_name": null,
  "document_type": "invoice",
  "invoice_number": "801017485",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abb7c001uagtbk30htlml",
    "vendor_id": "vend_36536bc3a7254b41ac0081eab30ee4d2",
    "alias_name": "Hardware Distributors",
    "canonical_name": "Hardware Distributors Ltd",
    "category_count": 1,
    "category_options": [
      {
        "name": "Cabinet Materials",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (104).",
        "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
        "fully_qualified_name": "Building Materials:Cabinet Materials",
        "quickbooks_account_id": "105",
        "vendor_expense_category_id": "cmp1bauq8001a13pfeqelj5gn"
      }
    ],
    "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "normalized_alias_key": "hardware distributors",
    "quickbooks_vendor_id": "2",
    "quickbooks_account_id": "105",
    "default_expense_account": "Cabinet Materials",
    "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": "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": "2",
    "quickbooks_account_id": "105",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "single_category_direct",
    "total": "2139.49",
    "due_date": "2025-04-03",
    "doc_number": "801017485",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "301",
    "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "301"
  }
}

Raw payload

{
  "run_id": "run_d3dcb6acd0044649867411b977067fec",
  "source": "make.com",
  "run_key": "05-12-2026-026",
  "make_trace_id": "make-20260511_230756_287",
  "source_file_name": "HDLInvoice 801017485.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801017485.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABiqg",
  "source_dropbox_rev": "0165196d21007f200000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "686d1bc74afb9a8852ea6969fad45e7ceb89565c5a6b0caf09c04aa64e90fc5e",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801017485.pdf",
  "multi_invoice_group_id": "bill_308280f6d9574f24b59f23b189617375",
  "processing_dropbox_rev": "016519702ecc89d00000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single 3-page invoice (801017485) from Hardware Distributors Ltd, Sauk Rapids MN, billed to J Kath LLC, Mendota Heights MN. All three pages belong to the same invoice number and date. Totals consolidated on page 3.",
    "invoices": [
      {
        "tax": 160.77,
        "notes": "Customer PO No: 137 43rd. Order No: 12663768. Ship No: 0305300. Item CAACZ13EAAR (Senco 23Ga Nail) was backordered with 0 shipped and $0.00 extension; included for completeness but not charged. X BACKORDER1 SHIP line item has $0.00 extension and was excluded from line items as a no-charge administrative note. Taxable subtotal: $1,978.72; Sales Tax: $160.77; Freight: $0.00; Total Due: $2,139.49. No project name stated on invoice.",
        "terms": "1%-10th Net 30",
        "total": 2139.49,
        "due_date": "2025-04-30",
        "shipping": 0,
        "subtotal": 1978.72,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.99,
          "invoice_date": 0.99,
          "project_name": 0,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": 1,
            "amount": 6.72,
            "unit_price": 6.72,
            "description": "FA22128 - 1 Pint OAK Latex Wood Filler"
          },
          {
            "qty": 1,
            "amount": 54.06,
            "unit_price": 54.06,
            "description": "ET5620 018MIL - 15/16x018 AutoPVC NEW AGE OAK 600FT"
          },
          {
            "qty": 100,
            "amount": 5.9,
            "unit_price": 0.059,
            "description": "SCLP8X1 - 8x1in Lowprofile Washerhead"
          },
          {
            "qty": 1,
            "amount": 0,
            "unit_price": 25.15,
            "description": "CAACZ13EAAR - Senco 23Ga Nail 1in 2.6M/Box (backordered, 0 shipped)"
          },
          {
            "qty": 5,
            "amount": 101.1,
            "unit_price": 20.22,
            "description": "B563H 3050B - 12 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
          },
          {
            "qty": 4,
            "amount": 75.04,
            "unit_price": 18.76,
            "description": "B563H 4570B - 18 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
          },
          {
            "qty": 10,
            "amount": 183.9,
            "unit_price": 18.39,
            "description": "B563H 5330B - 21 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
          },
          {
            "qty": 2,
            "amount": 4.28,
            "unit_price": 2.14,
            "description": "B970A1002 - Blumotion Insert F/Doors Hinge Side"
          },
          {
            "qty": 1,
            "amount": 61.19,
            "unit_price": 61.19,
            "description": "RS4WCT.3 - Maple CutleryTray 20-5/8W to 14.25W"
          },
          {
            "qty": 1,
            "amount": 8.57,
            "unit_price": 8.57,
            "description": "HI150 - 150 Series WH Bread Bd Guide 21-1/2 6-SC7X12P"
          },
          {
            "qty": 1,
            "amount": 726.43,
            "unit_price": 726.43,
            "description": "RS53PSPE3.18SC.MP - BlindCorner f/18inOpen 3Tier CHR/MA"
          },
          {
            "qty": 1,
            "amount": 101.76,
            "unit_price": 101.76,
            "description": "RS4SDI.36.1 - Wide Spice Drawer Tray Insert"
          },
          {
            "qty": 1,
            "amount": 112.34,
            "unit_price": 112.34,
            "description": "RS4WUT.36.1 - Wide Utensil Drawer Tray Insert"
          },
          {
            "qty": 1,
            "amount": 4.33,
            "unit_price": 4.33,
            "description": "B071B3590 - 110 Full-OL Soft Close Inserta PADS"
          },
          {
            "qty": 26,
            "amount": 119.08,
            "unit_price": 4.58,
            "description": "B071B3790 - 110 Inset Soft Close Inserta PADS"
          },
          {
            "qty": 2,
            "amount": 7.9,
            "unit_price": 3.95,
            "description": "B071T0650 - 95 Mini Half-OL SelfCl 26mmCup Scrw 2-6x58F NI & PADS"
          },
          {
            "qty": 1,
            "amount": 2.56,
            "unit_price": 2.56,
            "description": "B071T3590 - 110 Full-OL Self Close Inserta PADS"
          },
          {
            "qty": 26,
            "amount": 73.32,
            "unit_price": 2.82,
            "description": "B071T3790 - 110 Inset Self Close Inserta PADS"
          },
          {
            "qty": 2,
            "amount": 13.08,
            "unit_price": 6.54,
            "description": "B079B9590 - 95Blind Corner Inset SoftCl Inserta PADS"
          },
          {
            "qty": 1,
            "amount": 12.88,
            "unit_price": 12.88,
            "description": "KV8080 HKEZS EB - Inset Hge 1-Pr Self Close 3/4 Door"
          },
          {
            "qty": 1,
            "amount": 89.2,
            "unit_price": 89.2,
            "description": "KV8092 P12 EB - 12in 4x4 Pocket Dr Slide Pack BLACK"
          },
          {
            "qty": 1,
            "amount": 8.84,
            "unit_price": 8.84,
            "description": "KV8090 B48 EB - 48in D-Shaped Pinion Shaft BLACK"
          },
          {
            "qty": 2,
            "amount": 4.2,
            "unit_price": 2.1,
            "description": "B173H9100.12 - 19mm WingPlate Vert-Cam No.7 screw 2-7X58F NI"
          },
          {
            "qty": 56,
            "amount": 47.6,
            "unit_price": 0.85,
            "description": "B175H910 - 0mm Plate No.7wood or SystemScrew 2-7X58F NI"
          },
          {
            "qty": 19,
            "amount": 128.44,
            "unit_price": 6.76,
            "description": "BT51.1901 PS - TandemINSET LockingDevice L/R ASBLY L/R & 4-6X58F NI"
          },
          {
            "qty": 1000,
            "amount": 26,
            "unit_price": 0.026,
            "description": "SC6.3X13 - 13mm x 6.3mm Pozi System Screw 6061B"
          }
        ],
        "vendor_name": "Hardware Distributors",
        "invoice_date": "2025-03-04",
        "project_name": null,
        "document_type": "invoice",
        "invoice_number": "801017485",
        "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": "HDLInvoice 801017485.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801017485.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801017485.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "2139.49",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-03",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-026-INV-002",
  "vendor_name": "Hardware Distributors",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "8206",
  "invoice_date": "2025-03-04",
  "vendor_terms": "1%-10th Net 30",
  "make_trace_id": "make-20260511_230756_287",
  "output_tokens": "2111",
  "bill_import_id": "bill_308280f6d9574f24b59f23b189617375",
  "invoice_number": "801017485",
  "vendor_due_date": "2025-04-30",
  "source_file_name": "HDLInvoice 801017485.pdf",
  "claude_message_id": "msg_01PrVQhSPeJZxSegDWaaKdLm",
  "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": "cmp1abb7c001uagtbk30htlml",
  "vendor_id": "vend_36536bc3a7254b41ac0081eab30ee4d2",
  "process_key": "05-12-2026-026-INV-002",
  "vendor_name": "Hardware Distributors",
  "make_trace_id": "make-20260511_230756_287",
  "bill_import_id": "bill_308280f6d9574f24b59f23b189617375",
  "canonical_name": "Hardware Distributors Ltd",
  "category_count": 1,
  "invoice_number": "801017485",
  "category_options": [
    {
      "name": "Cabinet Materials",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (104).",
      "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
      "fully_qualified_name": "Building Materials:Cabinet Materials",
      "quickbooks_account_id": "105",
      "vendor_expense_category_id": "cmp1bauq8001a13pfeqelj5gn"
    }
  ],
  "source_file_name": "HDLInvoice 801017485.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": "Cabinet Materials",
    "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "quickbooks_account_id": "105",
    "selected_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "selected_expense_category_name": "Cabinet Materials"
  },
  "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
  "normalized_alias_key": "hardware distributors",
  "quickbooks_vendor_id": "2",
  "default_expense_account": "Cabinet Materials",
  "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": "05-12-2026-026-INV-002",
  "vendor_name": "Hardware Distributors Ltd",
  "make_trace_id": "make-20260511_230756_287",
  "bill_import_id": "bill_308280f6d9574f24b59f23b189617375",
  "invoice_number": "801017485",
  "source_file_name": "HDLInvoice 801017485.pdf",
  "quickbooks_vendor_id": "2",
  "quickbooks_account_id": "105",
  "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": "05-12-2026-026-INV-002",
  "make_trace_id": "make-20260511_230756_287",
  "bill_import_id": "bill_308280f6d9574f24b59f23b189617375",
  "source_file_name": "HDLInvoice 801017485.pdf",
  "quickbooks_bill_id": "301",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "2139.49",
    "due_date": "2025-04-03",
    "doc_number": "801017485",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "301"
  },
  "quickbooks_account_id": "105",
  "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
}

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": "05-12-2026-026-INV-002",
  "make_trace_id": "make-20260511_230756_287",
  "bill_import_id": "bill_308280f6d9574f24b59f23b189617375",
  "source_file_name": "HDLInvoice 801017485.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "301"
  },
  "quickbooks_bill_id": "301"
}

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": "05-12-2026-026-INV-002",
  "make_trace_id": "make-20260511_230756_287",
  "bill_import_id": "bill_308280f6d9574f24b59f23b189617375",
  "final_file_name": "HardwareDistributorsLtd_INV-801017485.pdf",
  "source_file_name": "HDLInvoice 801017485.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/ectl46nwhf3j35vme3gpt/HardwareDistributorsLtd_INV-801017485.pdf?rlkey=eutd5hxwi26ibcncfb0l9b4x6&dl=0",
  "quickbooks_bill_id": "301",
  "multi_invoice_group_id": "bill_308280f6d9574f24b59f23b189617375"
}