Invoice Record

05-12-2026-030-INV-001

Great Lakes Millwork LLC

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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

86002

Total

$2,034.68

Invoice data

Detected vendor: Great Lakes Millwork
Matched vendor: Great Lakes Millwork LLC
Matched alias: Great Lakes Millwork
Category: Building Materials:Millwork
Category method: Claude category selection
Invoice date: 03/24/2025
Due date: 04/23/2025
Vendor terms: 1% 10 Net 30
Jkath terms: Net 30
QB Bill ID: 345

Category reason

The vendor is 'Great Lakes Millwork LLC' and the single line item explicitly describes 'Custom Poplar and R Oak Millwork for renovation,' which directly and unambiguously maps to the Millwork category. The category name, vendor name, and line item description are all perfectly aligned.

File result

Final file: GreatLakesMillworkLLC_INV-86002.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: 05-12-2026-030-INV-001
Run ID: 05-12-2026-030
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf

Stored payloads

Claude parse payload

{
  "tax": 168.43,
  "notes": "Project address used as project name since no named project is listed. Sales tax rate is 9.025% applied to the taxable subtotal of $1,866.25. Sold to J Kath Design Build at 1308 Northland Drive #304, Mendota Heights 55120.",
  "terms": "1% 10 Net 30",
  "total": 2034.68,
  "due_date": null,
  "shipping": 0,
  "subtotal": 1866.25,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0.95,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 1866.25,
      "unit_price": 1866.25,
      "description": "Custom Poplar and R Oak Millwork for renovation as per email with Kyle"
    }
  ],
  "vendor_name": "Great Lakes Millwork",
  "invoice_date": "2025-03-24",
  "project_name": "2908 43rd Ave S, Minneapolis 55406",
  "document_type": "invoice",
  "invoice_number": "86002",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abblw001yagtbnd53ndq2",
    "vendor_id": "vend_f4b7985cdc774cd090bbc71737c72ca2",
    "alias_name": "Great Lakes Millwork",
    "canonical_name": "Great Lakes Millwork LLC",
    "category_count": 2,
    "category_options": [
      {
        "name": "Cabinet Materials",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (2).",
        "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
        "fully_qualified_name": "Building Materials:Cabinet Materials",
        "quickbooks_account_id": "105",
        "vendor_expense_category_id": "cmp1bauxn001e13pf3811ch4p"
      },
      {
        "name": "Millwork",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Millwork (21).",
        "expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631",
        "fully_qualified_name": "Building Materials:Millwork",
        "quickbooks_account_id": "112",
        "vendor_expense_category_id": "cmp1bav05001g13pf6kodm4kl"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "great lakes millwork",
    "quickbooks_vendor_id": "8",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The vendor is 'Great Lakes Millwork LLC' and the single line item explicitly describes 'Custom Poplar and R Oak Millwork for renovation,' which directly and unambiguously maps to the Millwork category. The category name, vendor name, and line item description are all perfectly aligned.",
    "confidence": 0.99,
    "category_name": "Millwork",
    "expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631",
    "quickbooks_account_id": "112",
    "selected_expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631",
    "selected_expense_category_name": "Millwork"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "8",
    "quickbooks_account_id": "112",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "2034.68",
    "due_date": "2025-04-23",
    "doc_number": "86002",
    "vendor_ref": "8",
    "account_ref": "112",
    "jkath_terms": "Net 30",
    "vendor_terms": "1% 10 Net 30",
    "quickbooks_bill_id": "345",
    "resolved_expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "345"
  }
}

Raw payload

{
  "run_id": "run_dd32242617bc4ddfa5672d1b4634d912",
  "source": "make.com",
  "run_key": "05-12-2026-030",
  "make_trace_id": "make-20260512_001839_243",
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABikQ",
  "source_dropbox_rev": "0165197fdb7a54100000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "8715c789e73f76fa2ed3518e10cac8a5dca60a3adefae92ebb379d1f853604e1",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "multi_invoice_group_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "processing_dropbox_rev": "0165197ff0dba4a00000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice in this PDF. No unusual issues detected.",
    "invoices": [
      {
        "tax": 168.43,
        "notes": "Project address used as project name since no named project is listed. Sales tax rate is 9.025% applied to the taxable subtotal of $1,866.25. Sold to J Kath Design Build at 1308 Northland Drive #304, Mendota Heights 55120.",
        "terms": "1% 10 Net 30",
        "total": 2034.68,
        "due_date": null,
        "shipping": 0,
        "subtotal": 1866.25,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.99,
          "invoice_date": 0.99,
          "project_name": 0.95,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": 1,
            "amount": 1866.25,
            "unit_price": 1866.25,
            "description": "Custom Poplar and R Oak Millwork for renovation as per email with Kyle"
          }
        ],
        "vendor_name": "Great Lakes Millwork",
        "invoice_date": "2025-03-24",
        "project_name": "2908 43rd Ave S, Minneapolis 55406",
        "document_type": "invoice",
        "invoice_number": "86002",
        "is_billable_invoice": true
      }
    ]
  }
}

Invoice Timeline

Time

05/12/2026

Event

FILE CLAIMED

Message

Source file claimed by Make scenario.

Payload

{
  "message": "Claimed invoice file and moved into processing.",
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "2034.68",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-23",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-030-INV-001",
  "vendor_name": "Great Lakes Millwork",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3100",
  "invoice_date": "2025-03-24",
  "vendor_terms": "1% 10 Net 30",
  "make_trace_id": "make-20260512_001839_243",
  "output_tokens": "397",
  "bill_import_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "invoice_number": "86002",
  "vendor_due_date": null,
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "claude_message_id": "msg_01HGPaxiLpRUe1unsiaCzkSp",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1
}

Time

05/12/2026

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": "cmp1abblw001yagtbnd53ndq2",
  "vendor_id": "vend_f4b7985cdc774cd090bbc71737c72ca2",
  "process_key": "05-12-2026-030-INV-001",
  "vendor_name": "Great Lakes Millwork",
  "make_trace_id": "make-20260512_001839_243",
  "bill_import_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "canonical_name": "Great Lakes Millwork LLC",
  "category_count": 2,
  "invoice_number": "86002",
  "category_options": [
    {
      "name": "Cabinet Materials",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (2).",
      "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
      "fully_qualified_name": "Building Materials:Cabinet Materials",
      "quickbooks_account_id": "105",
      "vendor_expense_category_id": "cmp1bauxn001e13pf3811ch4p"
    },
    {
      "name": "Millwork",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Millwork (21).",
      "expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631",
      "fully_qualified_name": "Building Materials:Millwork",
      "quickbooks_account_id": "112",
      "vendor_expense_category_id": "cmp1bav05001g13pf6kodm4kl"
    }
  ],
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "great lakes millwork",
  "quickbooks_vendor_id": "8",
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/12/2026

Event

CATEGORY SELECTION COMPLETED

Message

Expense category selected for bill import.

Payload

{
  "message": "Claude selected an expense category from allowed portal options.",
  "process_key": "05-12-2026-030-INV-001",
  "vendor_name": "Great Lakes Millwork LLC",
  "category_name": "Millwork",
  "make_trace_id": "make-20260512_001839_243",
  "bill_import_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "selection_payload": {
    "reason": "The vendor is 'Great Lakes Millwork LLC' and the single line item explicitly describes 'Custom Poplar and R Oak Millwork for renovation,' which directly and unambiguously maps to the Millwork category. The category name, vendor name, and line item description are all perfectly aligned.",
    "confidence": 0.99,
    "selected_expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631",
    "selected_expense_category_name": "Millwork"
  },
  "expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631",
  "quickbooks_account_id": "112"
}

Time

05/12/2026

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": "05-12-2026-030-INV-001",
  "vendor_name": "Great Lakes Millwork LLC",
  "make_trace_id": "make-20260512_001839_243",
  "bill_import_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "invoice_number": "86002",
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "quickbooks_vendor_id": "8",
  "quickbooks_account_id": "112",
  "existing_quickbooks_bill_id": null
}

Time

05/12/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "multi_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-12-2026-030-INV-001",
  "make_trace_id": "make-20260512_001839_243",
  "bill_import_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "quickbooks_bill_id": "345",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "2034.68",
    "due_date": "2025-04-23",
    "doc_number": "86002",
    "vendor_ref": "8",
    "account_ref": "112",
    "jkath_terms": "Net 30",
    "vendor_terms": "1% 10 Net 30",
    "quickbooks_bill_id": "345"
  },
  "quickbooks_account_id": "112",
  "resolved_expense_category_id": "cat_ac5e83e1f2fd4f32aa161f489b7b8631"
}

Time

05/12/2026

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": "05-12-2026-030-INV-001",
  "make_trace_id": "make-20260512_001839_243",
  "bill_import_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "345"
  },
  "quickbooks_bill_id": "345"
}

Time

05/12/2026

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": "05-12-2026-030-INV-001",
  "make_trace_id": "make-20260512_001839_243",
  "bill_import_id": "bill_b679ee56fae144ada4eb1cf05f4a6460",
  "final_file_name": "GreatLakesMillworkLLC_INV-86002.pdf",
  "source_file_name": "Inv_86002_from_Great_Lakes_Millwork_LLC_13996.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/0ho4c3eukrsyusnyd6rvh/GreatLakesMillworkLLC_INV-86002.pdf?rlkey=uxg53vgoqcdrjprpaqlsa2q53&dl=0",
  "quickbooks_bill_id": "345",
  "multi_invoice_group_id": "bill_b679ee56fae144ada4eb1cf05f4a6460"
}