JkathBusiness Portal

Invoice Record

05-12-2026-027-INV-013

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Needs Review

Document needs human review before bill creation. Reason: Invoice total is exactly $0.00, so QuickBooks transaction creation is skipped until a human confirms how to handle the zero-dollar vendor document.

View Invoice in Dropbox

Status

Needs review

Invoice

126107890

Total

$0.00

Invoice data

Detected vendor
Apollo Heating, Air & Plumbing
Matched vendor
Unmatched
Matched alias
No alias
Category
Not assigned
Category method
Not selected
Invoice date
02/26/2025
Due date
03/28/2025
Vendor terms
Due Upon Receipt
Jkath terms
Net 30
QB Transaction ID
Not created

File result

Outcome
needs_review
Details
Document needs human review before bill creation. Reason: Invoice total is exactly $0.00, so QuickBooks transaction creation is skipped until a human confirms how to handle the zero-dollar vendor document.
View Invoice in Dropbox

Processing Context

Invoice ID
05-12-2026-027-INV-013
Run ID
05-12-2026-027
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
Apollo Invoice #126107890.pdf
Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Invoice total is exactly $0.00 with no line items listed. Needs human review to determine if this is a placeholder, a zero-dollar service call, or if line items were omitted. Job address is 5503 Lakeview Drive, Edina, MN 55424. Note: 'Desighn' appears to be a misspelling of 'Design' in the job address field.",
  "terms": "Due Upon Receipt",
  "total": 0,
  "due_date": "2025-02-26",
  "shipping": 0,
  "subtotal": 0,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0.95,
    "invoice_number": 0.99
  },
  "line_items": [],
  "vendor_name": "Apollo Heating, Air & Plumbing",
  "invoice_date": "2025-02-26",
  "project_name": "JKath Desighn & Build- 5503 Lakeview Drive",
  "document_type": "invoice",
  "invoice_number": "126107890",
  "is_billable_invoice": false
}

Vendor match payload

No payload stored.

QB payload

No payload stored.

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": "Apollo Invoice #126107890.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Apollo Invoice #126107890.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABiVg",
  "source_dropbox_rev": "016519746be740000000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "7a01829f986afc296e2352a7f0b467c51f4cdb55acbb7a21637f177661d14ccb",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Apollo Invoice #126107890.pdf",
  "multi_invoice_group_id": "bill_2d9c6b0f5aee49c89d343df3038d8fd1",
  "processing_dropbox_rev": "0165197566e121300000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice in this PDF. The invoice has a $0.00 balance with no line items, which is unusual and warrants human review before any AP entry is created.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Invoice total is exactly $0.00 with no line items listed. Needs human review to determine if this is a placeholder, a zero-dollar service call, or if line items were omitted. Job address is 5503 Lakeview Drive, Edina, MN 55424. Note: 'Desighn' appears to be a misspelling of 'Design' in the job address field.",
        "terms": "Due Upon Receipt",
        "total": 0,
        "due_date": "2025-02-26",
        "shipping": 0,
        "subtotal": 0,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.99,
          "invoice_date": 0.99,
          "project_name": 0.95,
          "invoice_number": 0.99
        },
        "line_items": [],
        "vendor_name": "Apollo Heating, Air & Plumbing",
        "invoice_date": "2025-02-26",
        "project_name": "JKath Desighn & Build- 5503 Lakeview Drive",
        "document_type": "invoice",
        "invoice_number": "126107890",
        "is_billable_invoice": false
      }
    ]
  }
}

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": "Apollo Invoice #126107890.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Apollo Invoice #126107890.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Apollo Invoice #126107890.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "0.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-03-28",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-027-INV-013",
  "vendor_name": "Apollo Heating, Air & Plumbing",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3422",
  "invoice_date": "2025-02-26",
  "vendor_terms": "Due Upon Receipt",
  "make_trace_id": "make-20260511_232719_376",
  "output_tokens": "396",
  "bill_import_id": "bill_2d9c6b0f5aee49c89d343df3038d8fd1",
  "invoice_number": "126107890",
  "vendor_due_date": "2025-02-26",
  "source_file_name": "Apollo Invoice #126107890.pdf",
  "claude_message_id": "msg_016HEUtJ8gsrqG3UuUhCxmJg",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1
}

Time

05/11/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload
{
  "path": "needs_review_non_invoice_document",
  "notes": "Invoice total is exactly $0.00 with no line items listed. Needs human review to determine if this is a placeholder, a zero-dollar service call, or if line items were omitted. Job address is 5503 Lakeview Drive, Edina, MN 55424. Note: 'Desighn' appears to be a misspelling of 'Design' in the job address field.",
  "total": "0.00",
  "status": "NEEDS_REVIEW",
  "message": "Reviewable document moved to review folder.",
  "outcome": "needs_review",
  "process_key": "05-12-2026-027-INV-013",
  "vendor_name": "Apollo Heating, Air & Plumbing",
  "invoice_date": "2025-02-26",
  "document_type": "invoice",
  "make_trace_id": "make-20260511_232719_376",
  "review_reason": "Invoice total is exactly $0.00, so QuickBooks transaction creation is skipped until a human confirms how to handle the zero-dollar vendor document",
  "bill_import_id": "bill_2d9c6b0f5aee49c89d343df3038d8fd1",
  "invoice_number": "126107890",
  "final_file_name": "Apollo Invoice #126107890_REVIEW.pdf",
  "final_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/05 Review/Apollo Invoice #126107890_REVIEW.pdf",
  "source_file_name": "Apollo Invoice #126107890.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Apollo Invoice #126107890.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/p9zsfhdu4o9sskp7gaqp1/Apollo-Invoice-126107890_REVIEW.pdf?rlkey=cgq7o8x7nuwvs84q7u95mwuwz&dl=0",
  "is_billable_invoice": "false",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Apollo Invoice #126107890.pdf",
  "multi_invoice_group_id": "bill_2d9c6b0f5aee49c89d343df3038d8fd1"
}