JkathBusiness Portal

Invoice Record

05-12-2026-029-INV-009

Hardware Distributors Ltd
Back to run

Bill Created Successfully

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

Status

Created in QB

Invoice

801023692

Total

$498.91

Invoice data

Detected vendor
Hardware Distributors
Matched alias
Hardware Distributors
Category
Building Materials:Cabinet Materials
Category method
Single assignable category
Invoice date
03/17/2025
Due date
04/16/2025
Vendor terms
1%-10th Net 30
Jkath terms
Net 30
QB Bill ID
337

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
05-12-2026-029-INV-009
Run ID
05-12-2026-029
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
HDLInvoice 801023692.pdf
Stored payloads

Claude parse payload

{
  "tax": 37.51,
  "notes": "Two-page invoice. Taxable subtotal: $461.40; Sales tax: $37.51; Freight: $0.00; Misc: $0.00; Total due: $498.91. Customer PO: V038 River Heights. Disc due date: 4/10/2025 (1% discount if paid by that date). Ship via TCITY2, contact Craig Bruno.",
  "terms": "1%-10th Net 30",
  "total": 498.91,
  "due_date": "2025-04-30",
  "shipping": 0,
  "subtotal": 461.4,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0.95,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 10,
      "amount": 3.9,
      "unit_price": 0.39,
      "description": "HT9072540 - 85-110 Deg. Restriction Clip Sensys"
    },
    {
      "qty": 2,
      "amount": 22.54,
      "unit_price": 11.27,
      "description": "RSRV.50.17.8 - 50Qt WasteBin Only SLVR OP BOX D"
    },
    {
      "qty": 6,
      "amount": 107.22,
      "unit_price": 17.87,
      "description": "B563H 4570B - 18 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
    },
    {
      "qty": 6,
      "amount": 16.92,
      "unit_price": 2.82,
      "description": "B071T3790 - 110 Inset Self Close Inserta PADS"
    },
    {
      "qty": 6,
      "amount": 27.48,
      "unit_price": 4.58,
      "description": "B071B3790 - 110 Inset Soft Close Inserta PADS"
    },
    {
      "qty": 8,
      "amount": 16.8,
      "unit_price": 2.1,
      "description": "B173H9100.12 - 19mm WingPlate Vert-Cam No.7 screw 2-7X58F NI"
    },
    {
      "qty": 2,
      "amount": 2.02,
      "unit_price": 1.01,
      "description": "B295.3750.03 - Rear Mnt Brkt B554-562-563 4-7X12P ZC"
    },
    {
      "qty": 6,
      "amount": 40.56,
      "unit_price": 6.76,
      "description": "BT51.1901 PS - TandemINSET LockingDevice L/R ASBLY L/R & 4-6X58F NI"
    },
    {
      "qty": 2,
      "amount": 13.6,
      "unit_price": 6.8,
      "description": "SUSDH001 NI - DropLid Hinge 2WayAdj 5/8-3/4mat NI 6-4X58F NI"
    },
    {
      "qty": 1,
      "amount": 15.2,
      "unit_price": 15.2,
      "description": "SUNSDX10 LK - Adjustable SoftDown LH FlapStay NKL"
    },
    {
      "qty": 1000,
      "amount": 32,
      "unit_price": 0.032,
      "description": "SC7X112PM - 7x1-1/2in FF SqDr CoarseThread BRNZ"
    },
    {
      "qty": 16,
      "amount": 18.08,
      "unit_price": 1.13,
      "description": "B175L6660.22 - 6mm FF CastPlate Off-Ctr No.7 Scrw 2-6x34F NI"
    },
    {
      "qty": 20,
      "amount": 51.2,
      "unit_price": 2.56,
      "description": "B071T3590 - 110 Full-OL Self Close Inserta PADS"
    },
    {
      "qty": 16,
      "amount": 69.28,
      "unit_price": 4.33,
      "description": "B071B3590 - 110 Full-OL Soft Close Inserta PADS"
    },
    {
      "qty": 20,
      "amount": 24.6,
      "unit_price": 1.23,
      "description": "B175H910 - 0mm Plate No.7wood or SystemScrew 2-7X58F NI"
    }
  ],
  "vendor_name": "Hardware Distributors",
  "invoice_date": "2025-03-17",
  "project_name": "V038 River Heights",
  "document_type": "invoice",
  "invoice_number": "801023692",
  "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": "498.91",
    "due_date": "2025-04-16",
    "doc_number": "801023692",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "337",
    "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "337"
  }
}

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": "HDLInvoice 801023692.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801023692.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABicw",
  "source_dropbox_rev": "0165197a802ce8700000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "c0b5a11b82588ffbffcb0ab0bcce2d237d2cad4efaa1b2d175a7826aefedd585",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801023692.pdf",
  "multi_invoice_group_id": "bill_09bfdf834c5046d3a5fdc3fd82780792",
  "processing_dropbox_rev": "0165197b10707d600000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice spanning two pages (page 1/2 and 2/2), invoice number 801023692 from Hardware Distributors. All line items consolidated into one invoice object.",
    "invoices": [
      {
        "tax": 37.51,
        "notes": "Two-page invoice. Taxable subtotal: $461.40; Sales tax: $37.51; Freight: $0.00; Misc: $0.00; Total due: $498.91. Customer PO: V038 River Heights. Disc due date: 4/10/2025 (1% discount if paid by that date). Ship via TCITY2, contact Craig Bruno.",
        "terms": "1%-10th Net 30",
        "total": 498.91,
        "due_date": "2025-04-30",
        "shipping": 0,
        "subtotal": 461.4,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.99,
          "invoice_date": 0.99,
          "project_name": 0.95,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": 10,
            "amount": 3.9,
            "unit_price": 0.39,
            "description": "HT9072540 - 85-110 Deg. Restriction Clip Sensys"
          },
          {
            "qty": 2,
            "amount": 22.54,
            "unit_price": 11.27,
            "description": "RSRV.50.17.8 - 50Qt WasteBin Only SLVR OP BOX D"
          },
          {
            "qty": 6,
            "amount": 107.22,
            "unit_price": 17.87,
            "description": "B563H 4570B - 18 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
          },
          {
            "qty": 6,
            "amount": 16.92,
            "unit_price": 2.82,
            "description": "B071T3790 - 110 Inset Self Close Inserta PADS"
          },
          {
            "qty": 6,
            "amount": 27.48,
            "unit_price": 4.58,
            "description": "B071B3790 - 110 Inset Soft Close Inserta PADS"
          },
          {
            "qty": 8,
            "amount": 16.8,
            "unit_price": 2.1,
            "description": "B173H9100.12 - 19mm WingPlate Vert-Cam No.7 screw 2-7X58F NI"
          },
          {
            "qty": 2,
            "amount": 2.02,
            "unit_price": 1.01,
            "description": "B295.3750.03 - Rear Mnt Brkt B554-562-563 4-7X12P ZC"
          },
          {
            "qty": 6,
            "amount": 40.56,
            "unit_price": 6.76,
            "description": "BT51.1901 PS - TandemINSET LockingDevice L/R ASBLY L/R & 4-6X58F NI"
          },
          {
            "qty": 2,
            "amount": 13.6,
            "unit_price": 6.8,
            "description": "SUSDH001 NI - DropLid Hinge 2WayAdj 5/8-3/4mat NI 6-4X58F NI"
          },
          {
            "qty": 1,
            "amount": 15.2,
            "unit_price": 15.2,
            "description": "SUNSDX10 LK - Adjustable SoftDown LH FlapStay NKL"
          },
          {
            "qty": 1000,
            "amount": 32,
            "unit_price": 0.032,
            "description": "SC7X112PM - 7x1-1/2in FF SqDr CoarseThread BRNZ"
          },
          {
            "qty": 16,
            "amount": 18.08,
            "unit_price": 1.13,
            "description": "B175L6660.22 - 6mm FF CastPlate Off-Ctr No.7 Scrw 2-6x34F NI"
          },
          {
            "qty": 20,
            "amount": 51.2,
            "unit_price": 2.56,
            "description": "B071T3590 - 110 Full-OL Self Close Inserta PADS"
          },
          {
            "qty": 16,
            "amount": 69.28,
            "unit_price": 4.33,
            "description": "B071B3590 - 110 Full-OL Soft Close Inserta PADS"
          },
          {
            "qty": 20,
            "amount": 24.6,
            "unit_price": 1.23,
            "description": "B175H910 - 0mm Plate No.7wood or SystemScrew 2-7X58F NI"
          }
        ],
        "vendor_name": "Hardware Distributors",
        "invoice_date": "2025-03-17",
        "project_name": "V038 River Heights",
        "document_type": "invoice",
        "invoice_number": "801023692",
        "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 801023692.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801023692.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801023692.pdf"
}

Time

05/11/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "498.91",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-16",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-029-INV-009",
  "vendor_name": "Hardware Distributors",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "5827",
  "invoice_date": "2025-03-17",
  "vendor_terms": "1%-10th Net 30",
  "make_trace_id": "make-20260511_235430_260",
  "output_tokens": "1348",
  "bill_import_id": "bill_09bfdf834c5046d3a5fdc3fd82780792",
  "invoice_number": "801023692",
  "vendor_due_date": "2025-04-30",
  "source_file_name": "HDLInvoice 801023692.pdf",
  "claude_message_id": "msg_01GV8yyAt8AqGbMkSPZLRyyn",
  "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": "05-12-2026-029-INV-009",
  "vendor_name": "Hardware Distributors",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_09bfdf834c5046d3a5fdc3fd82780792",
  "canonical_name": "Hardware Distributors Ltd",
  "category_count": 1,
  "invoice_number": "801023692",
  "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 801023692.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": "05-12-2026-029-INV-009",
  "vendor_name": "Hardware Distributors Ltd",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_09bfdf834c5046d3a5fdc3fd82780792",
  "invoice_number": "801023692",
  "source_file_name": "HDLInvoice 801023692.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": "05-12-2026-029-INV-009",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_09bfdf834c5046d3a5fdc3fd82780792",
  "source_file_name": "HDLInvoice 801023692.pdf",
  "quickbooks_bill_id": "337",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "498.91",
    "due_date": "2025-04-16",
    "doc_number": "801023692",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "337"
  },
  "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": "05-12-2026-029-INV-009",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_09bfdf834c5046d3a5fdc3fd82780792",
  "source_file_name": "HDLInvoice 801023692.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "337"
  },
  "quickbooks_bill_id": "337"
}

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": "05-12-2026-029-INV-009",
  "make_trace_id": "make-20260511_235430_260",
  "bill_import_id": "bill_09bfdf834c5046d3a5fdc3fd82780792",
  "final_file_name": "HardwareDistributorsLtd_INV-801023692.pdf",
  "source_file_name": "HDLInvoice 801023692.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/3awnx1trvqn6wg0ilmxxn/HardwareDistributorsLtd_INV-801023692.pdf?rlkey=naf1b1evhq4gp4xnh7p5cmzzg&dl=0",
  "quickbooks_bill_id": "337",
  "multi_invoice_group_id": "bill_09bfdf834c5046d3a5fdc3fd82780792"
}