JkathBusiness Portal

Invoice Record

05-12-2026-026-INV-002

Hardware Distributors Ltd
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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"
}