Bill Created Successfully
QuickBooks Bill created successfully. Source file attached to the Bill.
Status
Created in QB
Invoice
801019457
Total
$27.19
Invoice data
- Detected vendor
- Hardware Distributors
- Matched vendor
- Hardware Distributors Ltd
- Matched alias
- Hardware Distributors
- Category
- Building Materials:Cabinet Materials
- Category method
- Single assignable category
- Invoice date
- 03/07/2025
- Due date
- 04/06/2025
- Vendor terms
- 1%-10th Net 30
- Jkath terms
- Net 30
- QB Bill ID
- 322
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.
Processing Context
- Invoice ID
- 05-12-2026-027-INV-002
- Run ID
- 05-12-2026-027
- Source folder
- /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
- Source file
- HDLInvoice 801019457.pdf
Stored payloads
Claude parse payload
{
"tax": 2.04,
"notes": "Customer PO No: 137 43rd. Ship No: CS50227389. Order No: 12663768. Order Date: 3/4/2025. Disc Due Date: 4/10/2025. Prior invoices balance noted as $2,139.49 (not included in this invoice total). A backorder line item (X BACKORDER1 SHIP, qty 1, unit price $0.00, extension $0.00) was excluded from line_items as it has no charge. Freight is $0.00 so shipping set to 0.",
"terms": "1%-10th Net 30",
"total": 27.19,
"due_date": "2025-04-30",
"shipping": 0,
"subtotal": 25.15,
"confidence": {
"total": 0.99,
"vendor_name": 0.99,
"invoice_date": 0.99,
"project_name": 0,
"invoice_number": 0.99
},
"line_items": [
{
"qty": 1,
"amount": 25.15,
"unit_price": 25.15,
"description": "CAACZ13EAAR - Senco 23Ga Nail 1in 2.6M/Box (Ship Date 3/7/25)"
}
],
"vendor_name": "Hardware Distributors",
"invoice_date": "2025-03-07",
"project_name": null,
"document_type": "invoice",
"invoice_number": "801019457",
"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": "27.19",
"due_date": "2025-04-06",
"doc_number": "801019457",
"vendor_ref": "2",
"account_ref": "105",
"jkath_terms": "Net 30",
"vendor_terms": "1%-10th Net 30",
"quickbooks_bill_id": "322",
"resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
},
"attachment_uploaded": {
"path": "single_category_direct",
"file_name": "",
"attachment_id": "",
"quickbooks_bill_id": "322"
}
}Raw payload
{
"run_id": "run_594bd3eabfc6479e8864a025f93b86a9",
"source": "make.com",
"run_key": "05-12-2026-027",
"make_trace_id": "make-20260511_232719_376",
"source_file_name": "HDLInvoice 801019457.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801019457.pdf",
"source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABiiA",
"source_dropbox_rev": "016519746abc40e00000003549f4393",
"multi_invoice_count": 1,
"multi_invoice_index": 1,
"source_content_hash": "05f27c2bc992c1916ccaabfd4d39e20515c6403793d1ec697b57e5a030e0960a",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801019457.pdf",
"multi_invoice_group_id": "bill_24c14aa9c0f34c26bd5da649a02d1459",
"processing_dropbox_rev": "01651974910fa8200000003549f4393",
"multi_invoice_source_payload": {
"notes": "Single invoice in this PDF from Hardware Distributors Ltd. No project/job name was stated on the invoice. The prior invoices balance of $2,139.49 is a reference amount only and is not part of this invoice's total due of $27.19.",
"invoices": [
{
"tax": 2.04,
"notes": "Customer PO No: 137 43rd. Ship No: CS50227389. Order No: 12663768. Order Date: 3/4/2025. Disc Due Date: 4/10/2025. Prior invoices balance noted as $2,139.49 (not included in this invoice total). A backorder line item (X BACKORDER1 SHIP, qty 1, unit price $0.00, extension $0.00) was excluded from line_items as it has no charge. Freight is $0.00 so shipping set to 0.",
"terms": "1%-10th Net 30",
"total": 27.19,
"due_date": "2025-04-30",
"shipping": 0,
"subtotal": 25.15,
"confidence": {
"total": 0.99,
"vendor_name": 0.99,
"invoice_date": 0.99,
"project_name": 0,
"invoice_number": 0.99
},
"line_items": [
{
"qty": 1,
"amount": 25.15,
"unit_price": 25.15,
"description": "CAACZ13EAAR - Senco 23Ga Nail 1in 2.6M/Box (Ship Date 3/7/25)"
}
],
"vendor_name": "Hardware Distributors",
"invoice_date": "2025-03-07",
"project_name": null,
"document_type": "invoice",
"invoice_number": "801019457",
"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 801019457.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801019457.pdf",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801019457.pdf"
}Time
05/11/2026
Event
PARSE COMPLETED
Message
Claude extraction parsed and stored.
Payload
{
"total": "27.19",
"message": "Claude extraction parsed and stored.",
"due_date": "2025-04-06",
"jkath_terms": "Net 30",
"process_key": "05-12-2026-027-INV-002",
"vendor_name": "Hardware Distributors",
"claude_model": "claude-sonnet-4-6",
"input_tokens": "3387",
"invoice_date": "2025-03-07",
"vendor_terms": "1%-10th Net 30",
"make_trace_id": "make-20260511_232719_376",
"output_tokens": "518",
"bill_import_id": "bill_24c14aa9c0f34c26bd5da649a02d1459",
"invoice_number": "801019457",
"vendor_due_date": "2025-04-30",
"source_file_name": "HDLInvoice 801019457.pdf",
"claude_message_id": "msg_01FTvyWQbMStDtJhkC6Fyg21",
"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": "05-12-2026-027-INV-002",
"vendor_name": "Hardware Distributors",
"make_trace_id": "make-20260511_232719_376",
"bill_import_id": "bill_24c14aa9c0f34c26bd5da649a02d1459",
"canonical_name": "Hardware Distributors Ltd",
"category_count": 1,
"invoice_number": "801019457",
"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 801019457.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": "05-12-2026-027-INV-002",
"vendor_name": "Hardware Distributors Ltd",
"make_trace_id": "make-20260511_232719_376",
"bill_import_id": "bill_24c14aa9c0f34c26bd5da649a02d1459",
"invoice_number": "801019457",
"source_file_name": "HDLInvoice 801019457.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": "05-12-2026-027-INV-002",
"make_trace_id": "make-20260511_232719_376",
"bill_import_id": "bill_24c14aa9c0f34c26bd5da649a02d1459",
"source_file_name": "HDLInvoice 801019457.pdf",
"quickbooks_bill_id": "322",
"quickbooks_payload": {
"path": "single_category_direct",
"total": "27.19",
"due_date": "2025-04-06",
"doc_number": "801019457",
"vendor_ref": "2",
"account_ref": "105",
"jkath_terms": "Net 30",
"vendor_terms": "1%-10th Net 30",
"quickbooks_bill_id": "322"
},
"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": "05-12-2026-027-INV-002",
"make_trace_id": "make-20260511_232719_376",
"bill_import_id": "bill_24c14aa9c0f34c26bd5da649a02d1459",
"source_file_name": "HDLInvoice 801019457.pdf",
"attachment_payload": {
"path": "single_category_direct",
"file_name": "",
"attachment_id": "",
"quickbooks_bill_id": "322"
},
"quickbooks_bill_id": "322"
}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": "05-12-2026-027-INV-002",
"make_trace_id": "make-20260511_232719_376",
"bill_import_id": "bill_24c14aa9c0f34c26bd5da649a02d1459",
"final_file_name": "HardwareDistributorsLtd_INV-801019457.pdf",
"source_file_name": "HDLInvoice 801019457.pdf",
"dropbox_shared_url": "https://www.dropbox.com/scl/fi/pyqvhg9yldpwrdteuo08q/HardwareDistributorsLtd_INV-801019457.pdf?rlkey=mg005f6x1x8df4n44wzip4hz0&dl=0",
"quickbooks_bill_id": "322",
"multi_invoice_group_id": "bill_24c14aa9c0f34c26bd5da649a02d1459"
}