Invoice Record

05-12-2026-029-INV-006

DLM Plumbing

Back to run

Bill Created Successfully

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

View Bill in QB View Invoice in Dropbox

Status

Created in QB

Invoice

1774

Total

$3,394.50

Invoice data

Detected vendor: DLM Plumbing
Matched vendor: DLM Plumbing
Matched alias: DLM Plumbing
Category: Building Services:Plumbing
Category method: Claude category selection
Invoice date: 03/17/2025
Due date: 04/16/2025
Vendor terms: Net 15
Jkath terms: Net 30
QB Bill ID: 334

Category reason

The invoice from DLM Plumbing covers both materials and services (installation, final inspection) for the Bentwood project. The line item explicitly states 'materials and services provided' with completed installation and inspection, indicating this is primarily a service/labor engagement rather than a materials-only purchase. The category mapped from 'Building Services:Plumbing' (quickbooks_account_id=136, 35 historical uses) is a stronger fit than 'Building Materials:Plumbing' (quickbooks_account_id=113, 1 historical use), given the service-dominant nature of the work described.

File result

Final file: DLMPlumbing_INV-1774.pdf
Outcome: processed
Details: QuickBooks Bill created successfully. Source file attached to the Bill.

View Bill in QuickBooks View Invoice in Dropbox

Processing Context

Invoice ID: 05-12-2026-029-INV-006
Run ID: 05-12-2026-029
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Invoice_1774_from_DLM_Plumbing.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "This is the remaining 50% balance of original bid #1348 totaling $6,789.00. Job address is 8701 Bentwood Dr, Eden Prairie. Late fee of 8% applies after 30 days from billing date. EIN: 87-3261967. Contact: Dan Miller, Owner.",
  "terms": "Net 15",
  "total": 3394.5,
  "due_date": "2025-04-01",
  "shipping": 0,
  "subtotal": 3394.5,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 1,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": 3394.5,
      "unit_price": null,
      "description": "Bid 1348 – Remaining balance of original bid amount of $6,789.00 for materials and services provided. Everything is installed and working as it should be. Final inspection has been completed."
    }
  ],
  "vendor_name": "DLM Plumbing",
  "invoice_date": "2025-03-17",
  "project_name": "Bentwood",
  "document_type": "invoice",
  "invoice_number": "1774",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "alias_46f2641117bd4272a26bb9af561884d4",
    "vendor_id": "vend_32904b9a2da2434fb34f07c541e1995a",
    "alias_name": "DLM Plumbing",
    "canonical_name": "DLM Plumbing",
    "category_count": 2,
    "category_options": [
      {
        "name": "Plumbing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (1).",
        "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
        "fully_qualified_name": "Building Materials:Plumbing",
        "quickbooks_account_id": "113",
        "vendor_expense_category_id": "cmp1bax1s002m13pfs5gclly7"
      },
      {
        "name": "Plumbing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Plumbing (35).",
        "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
        "fully_qualified_name": "Building Services:Plumbing",
        "quickbooks_account_id": "136",
        "vendor_expense_category_id": "cmp1bax47002o13pfimzofqof"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "dlm plumbing",
    "quickbooks_vendor_id": "19",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The invoice from DLM Plumbing covers both materials and services (installation, final inspection) for the Bentwood project. The line item explicitly states 'materials and services provided' with completed installation and inspection, indicating this is primarily a service/labor engagement rather than a materials-only purchase. The category mapped from 'Building Services:Plumbing' (quickbooks_account_id=136, 35 historical uses) is a stronger fit than 'Building Materials:Plumbing' (quickbooks_account_id=113, 1 historical use), given the service-dominant nature of the work described.",
    "confidence": 0.82,
    "category_name": "Plumbing",
    "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "quickbooks_account_id": "136",
    "selected_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "selected_expense_category_name": "Plumbing"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "19",
    "quickbooks_account_id": "136",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "3394.50",
    "due_date": "2025-04-16",
    "doc_number": "1774",
    "vendor_ref": "19",
    "account_ref": "136",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "334",
    "resolved_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "334"
  }
}

Raw payload

{
  "run_id": "run_1fa161ef00e449eb986f30d6504c6ebe",
  "source": "make.com",
  "run_key": "05-12-2026-029",
  "make_trace_id": "make-20260511_235430_260",
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Invoice_1774_from_DLM_Plumbing.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABifg",
  "source_dropbox_rev": "0165197a7fc988700000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "4e0a31ca05f0da4f7472c9720c39a0b9b901c07eb2bfc5574c685c960d97b66e",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Invoice_1774_from_DLM_Plumbing.pdf",
  "multi_invoice_group_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "processing_dropbox_rev": "0165197ad771ed000000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice PDF. No issues detected. Clear, high-quality document.",
    "invoices": [
      {
        "tax": 0,
        "notes": "This is the remaining 50% balance of original bid #1348 totaling $6,789.00. Job address is 8701 Bentwood Dr, Eden Prairie. Late fee of 8% applies after 30 days from billing date. EIN: 87-3261967. Contact: Dan Miller, Owner.",
        "terms": "Net 15",
        "total": 3394.5,
        "due_date": "2025-04-01",
        "shipping": 0,
        "subtotal": 3394.5,
        "confidence": {
          "total": 1,
          "vendor_name": 1,
          "invoice_date": 1,
          "project_name": 1,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": null,
            "amount": 3394.5,
            "unit_price": null,
            "description": "Bid 1348 – Remaining balance of original bid amount of $6,789.00 for materials and services provided. Everything is installed and working as it should be. Final inspection has been completed."
          }
        ],
        "vendor_name": "DLM Plumbing",
        "invoice_date": "2025-03-17",
        "project_name": "Bentwood",
        "document_type": "invoice",
        "invoice_number": "1774",
        "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": "Invoice_1774_from_DLM_Plumbing.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Invoice_1774_from_DLM_Plumbing.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Invoice_1774_from_DLM_Plumbing.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "3394.50",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-16",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-029-INV-006",
  "vendor_name": "DLM Plumbing",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3197",
  "invoice_date": "2025-03-17",
  "vendor_terms": "Net 15",
  "make_trace_id": "make-20260511_235430_260",
  "output_tokens": "412",
  "bill_import_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "invoice_number": "1774",
  "vendor_due_date": "2025-04-01",
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "claude_message_id": "msg_01Ue1ru8RLz2KHC4SRn24TJB",
  "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": "alias_46f2641117bd4272a26bb9af561884d4",
  "vendor_id": "vend_32904b9a2da2434fb34f07c541e1995a",
  "process_key": "05-12-2026-029-INV-006",
  "vendor_name": "DLM Plumbing",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "canonical_name": "DLM Plumbing",
  "category_count": 2,
  "invoice_number": "1774",
  "category_options": [
    {
      "name": "Plumbing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (1).",
      "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
      "fully_qualified_name": "Building Materials:Plumbing",
      "quickbooks_account_id": "113",
      "vendor_expense_category_id": "cmp1bax1s002m13pfs5gclly7"
    },
    {
      "name": "Plumbing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Plumbing (35).",
      "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
      "fully_qualified_name": "Building Services:Plumbing",
      "quickbooks_account_id": "136",
      "vendor_expense_category_id": "cmp1bax47002o13pfimzofqof"
    }
  ],
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "dlm plumbing",
  "quickbooks_vendor_id": "19",
  "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": "05-12-2026-029-INV-006",
  "vendor_name": "DLM Plumbing",
  "category_name": "Plumbing",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "selection_payload": {
    "reason": "The invoice from DLM Plumbing covers both materials and services (installation, final inspection) for the Bentwood project. The line item explicitly states 'materials and services provided' with completed installation and inspection, indicating this is primarily a service/labor engagement rather than a materials-only purchase. The category mapped from 'Building Services:Plumbing' (quickbooks_account_id=136, 35 historical uses) is a stronger fit than 'Building Materials:Plumbing' (quickbooks_account_id=113, 1 historical use), given the service-dominant nature of the work described.",
    "confidence": 0.82,
    "selected_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "selected_expense_category_name": "Plumbing"
  },
  "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
  "quickbooks_account_id": "136"
}

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": "05-12-2026-029-INV-006",
  "vendor_name": "DLM Plumbing",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "invoice_number": "1774",
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "quickbooks_vendor_id": "19",
  "quickbooks_account_id": "136",
  "existing_quickbooks_bill_id": null
}

Time

05/11/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "multi_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-12-2026-029-INV-006",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "quickbooks_bill_id": "334",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "3394.50",
    "due_date": "2025-04-16",
    "doc_number": "1774",
    "vendor_ref": "19",
    "account_ref": "136",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "334"
  },
  "quickbooks_account_id": "136",
  "resolved_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d"
}

Time

05/11/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "multi_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-12-2026-029-INV-006",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "334"
  },
  "quickbooks_bill_id": "334"
}

Time

05/11/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "multi_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-029-INV-006",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_d2cbe6ef929b4203b2469d67a54e9778",
  "final_file_name": "DLMPlumbing_INV-1774.pdf",
  "source_file_name": "Invoice_1774_from_DLM_Plumbing.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/fccjornxd3owby267qcea/DLMPlumbing_INV-1774.pdf?rlkey=8xblyfr56sc780towblwl9nv7&dl=0",
  "quickbooks_bill_id": "334",
  "multi_invoice_group_id": "bill_d2cbe6ef929b4203b2469d67a54e9778"
}