Invoice Record

05-12-2026-031-INV-004

Hardline Exteriors 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

248 RSI

Total

$250.00

Invoice data

Detected vendor: Hardline Exteriors
Matched vendor: Hardline Exteriors LLC
Matched alias: Hardline Exteriors
Category: Building Services:Roofing
Category method: Claude category selection
Invoice date: 04/08/2025
Due date: 05/08/2025
Vendor terms: Net 15
Jkath terms: Net 30
QB Bill ID: 355

Category reason

The single line item explicitly describes 'Roofing Labor - Install Pipe Flashing on Roof,' which is a direct roofing service. This maps clearly to the Roofing category, which also has the strongest historical usage (7 prior mappings) in the JKath QuickBooks export.

File result

Final file: HardlineExteriorsLLC_INV-248RSI.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: 05-12-2026-031-INV-004
Run ID: 05-12-2026-031
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Due date calculated as invoice date (2025-04-08) plus Net 15 terms = 2025-04-23. Balance due is $250.00 with no payments or credits applied.",
  "terms": "Net 15",
  "total": 250,
  "due_date": "2025-04-23",
  "shipping": 0,
  "subtotal": 250,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 1,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 250,
      "unit_price": 250,
      "description": "Roofing Labor - Install Pipe Flashing on Roof"
    }
  ],
  "vendor_name": "Hardline Exteriors",
  "invoice_date": "2025-04-08",
  "project_name": "JKath - 2848 W River Pkwy",
  "document_type": "invoice",
  "invoice_number": "248 RSI",
  "is_billable_invoice": true
}

Vendor match payload

{
  "resolver": {
    "reason": "The extracted vendor 'Hardline Exteriors' is clearly the same company as the approved vendor 'Hardline Exteriors LLC', differing only by the omission of the corporate suffix 'LLC'. The filename also confirms 'Hardline_Exteriors_LLC'.",
    "matched": "true",
    "alias_id": "alias_49a29de573614694830ec9e623481f0c",
    "vendor_id": "vend_32e26a5a533543d4a7722dc46851d0e7",
    "confidence": 0.99,
    "category_count": 5,
    "suggested_alias": "Hardline Exteriors",
    "category_options": [
      {
        "name": "Accessories",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Accessories (1).",
        "expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
        "fully_qualified_name": "Building Materials:Accessories",
        "quickbooks_account_id": "103",
        "vendor_expense_category_id": "cmp1batpq000o13pf2r96shfw"
      },
      {
        "name": "HVAC",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:HVAC (1).",
        "expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
        "fully_qualified_name": "Building Services:HVAC",
        "quickbooks_account_id": "130",
        "vendor_expense_category_id": "cmp1batv2000s13pfz4971dbi"
      },
      {
        "name": "Roofing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Roofing (7).",
        "expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc",
        "fully_qualified_name": "Building Services:Roofing",
        "quickbooks_account_id": "137",
        "vendor_expense_category_id": "cmp1batxp000u13pfaoz9j36j"
      },
      {
        "name": "Siding",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Siding (9).",
        "expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1",
        "fully_qualified_name": "Building Services:Siding",
        "quickbooks_account_id": "138",
        "vendor_expense_category_id": "cmp1bau1a000w13pf2fsl4uyv"
      },
      {
        "name": "Windows",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Windows (1).",
        "expense_category_id": "cat_6b849ad95bb54021b27b40bf782a000c",
        "fully_qualified_name": "Building Materials:Windows",
        "quickbooks_account_id": "117",
        "vendor_expense_category_id": "cmp1batsl000q13pfqadxcdg4"
      }
    ],
    "canonical_vendor_name": "Hardline Exteriors LLC",
    "default_expense_account": "Building Materials"
  },
  "alias_lookup": {
    "found": false,
    "vendor_name": "Hardline Exteriors",
    "normalized_alias_key": "hardline exteriors"
  },
  "category_selection": {
    "reason": "The single line item explicitly describes 'Roofing Labor - Install Pipe Flashing on Roof,' which is a direct roofing service. This maps clearly to the Roofing category, which also has the strongest historical usage (7 prior mappings) in the JKath QuickBooks export.",
    "confidence": 0.99,
    "category_name": "Roofing",
    "expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc",
    "quickbooks_account_id": "137",
    "selected_expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc",
    "selected_expense_category_name": "Roofing"
  }
}

QB payload

{
  "bill_created": {
    "path": "resolver_success",
    "total": "250.00",
    "due_date": "2025-05-08",
    "doc_number": "248 RSI",
    "vendor_ref": "53",
    "account_ref": "137",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "355",
    "resolved_expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc"
  },
  "attachment_uploaded": {
    "path": "resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "355"
  }
}

Raw payload

{
  "run_id": "run_62091358572745b4a9fb86801339837b",
  "source": "make.com",
  "run_key": "05-12-2026-031",
  "make_trace_id": "make-20260512_002952_270",
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjYg",
  "source_dropbox_rev": "01651982321056400000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "068d272722a00083be5bc44f3b496960ce496cbcce28806aa80d6ba322c28333",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "multi_invoice_group_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "processing_dropbox_rev": "01651982b222fc700000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice PDF. Clean, clearly formatted document with no OCR issues.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Due date calculated as invoice date (2025-04-08) plus Net 15 terms = 2025-04-23. Balance due is $250.00 with no payments or credits applied.",
        "terms": "Net 15",
        "total": 250,
        "due_date": "2025-04-23",
        "shipping": 0,
        "subtotal": 250,
        "confidence": {
          "total": 1,
          "vendor_name": 1,
          "invoice_date": 1,
          "project_name": 1,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": 1,
            "amount": 250,
            "unit_price": 250,
            "description": "Roofing Labor - Install Pipe Flashing on Roof"
          }
        ],
        "vendor_name": "Hardline Exteriors",
        "invoice_date": "2025-04-08",
        "project_name": "JKath - 2848 W River Pkwy",
        "document_type": "invoice",
        "invoice_number": "248 RSI",
        "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_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "250.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-05-08",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-031-INV-004",
  "vendor_name": "Hardline Exteriors",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3129",
  "invoice_date": "2025-04-08",
  "vendor_terms": "Net 15",
  "make_trace_id": "make-20260512_002952_270",
  "output_tokens": "366",
  "bill_import_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "invoice_number": "248 RSI",
  "vendor_due_date": "2025-04-23",
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "claude_message_id": "msg_017gJkFHYSTRcMvgJdABtyKF",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1
}

Time

05/12/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup did not match a portal vendor.

Payload

{
  "found": false,
  "message": "Looked up parsed vendor name against portal aliases.",
  "alias_id": null,
  "vendor_id": null,
  "process_key": "05-12-2026-031-INV-004",
  "vendor_name": "Hardline Exteriors",
  "make_trace_id": "make-20260512_002952_270",
  "bill_import_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "canonical_name": null,
  "category_count": 0,
  "invoice_number": "248 RSI",
  "category_options": [],
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "hardline exteriors",
  "quickbooks_vendor_id": null,
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/12/2026

Event

RESOLVER COMPLETED

Message

Vendor resolver matched a portal vendor.

Payload

{
  "reason": "The extracted vendor 'Hardline Exteriors' is clearly the same company as the approved vendor 'Hardline Exteriors LLC', differing only by the omission of the corporate suffix 'LLC'. The filename also confirms 'Hardline_Exteriors_LLC'.",
  "message": "Vendor resolver matched a portal vendor and alias was recorded.",
  "alias_id": "alias_49a29de573614694830ec9e623481f0c",
  "vendor_id": "vend_32e26a5a533543d4a7722dc46851d0e7",
  "confidence": 0.99,
  "process_key": "05-12-2026-031-INV-004",
  "make_trace_id": "make-20260512_002952_270",
  "bill_import_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "category_count": 5,
  "suggested_alias": "Hardline Exteriors",
  "category_options": [
    {
      "name": "Accessories",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Accessories (1).",
      "expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
      "fully_qualified_name": "Building Materials:Accessories",
      "quickbooks_account_id": "103",
      "vendor_expense_category_id": "cmp1batpq000o13pf2r96shfw"
    },
    {
      "name": "HVAC",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:HVAC (1).",
      "expense_category_id": "cat_38ad701dd6134b3397c91aa376a91827",
      "fully_qualified_name": "Building Services:HVAC",
      "quickbooks_account_id": "130",
      "vendor_expense_category_id": "cmp1batv2000s13pfz4971dbi"
    },
    {
      "name": "Roofing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Roofing (7).",
      "expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc",
      "fully_qualified_name": "Building Services:Roofing",
      "quickbooks_account_id": "137",
      "vendor_expense_category_id": "cmp1batxp000u13pfaoz9j36j"
    },
    {
      "name": "Siding",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Siding (9).",
      "expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1",
      "fully_qualified_name": "Building Services:Siding",
      "quickbooks_account_id": "138",
      "vendor_expense_category_id": "cmp1bau1a000w13pf2fsl4uyv"
    },
    {
      "name": "Windows",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Windows (1).",
      "expense_category_id": "cat_6b849ad95bb54021b27b40bf782a000c",
      "fully_qualified_name": "Building Materials:Windows",
      "quickbooks_account_id": "117",
      "vendor_expense_category_id": "cmp1batsl000q13pfqadxcdg4"
    }
  ],
  "resolver_payload": {
    "reason": "The extracted vendor 'Hardline Exteriors' is clearly the same company as the approved vendor 'Hardline Exteriors LLC', differing only by the omission of the corporate suffix 'LLC'. The filename also confirms 'Hardline_Exteriors_LLC'.",
    "matched": "true",
    "confidence": "0.99",
    "suggested_alias": "Hardline Exteriors",
    "canonical_vendor_name": "Hardline Exteriors LLC",
    "default_expense_account": "Building Materials"
  },
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "canonical_vendor_name": "Hardline Exteriors LLC",
  "extracted_vendor_name": "Hardline Exteriors"
}

Time

05/12/2026

Event

CATEGORY SELECTION COMPLETED

Message

Expense category selected for bill import.

Payload

{
  "path": "resolver_portal_category_selection",
  "message": "Claude selected an expense category from allowed portal options after vendor resolver.",
  "process_key": "05-12-2026-031-INV-004",
  "vendor_name": "Hardline Exteriors LLC",
  "category_name": "Roofing",
  "make_trace_id": "make-20260512_002952_270",
  "bill_import_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "selection_payload": {
    "reason": "The single line item explicitly describes 'Roofing Labor - Install Pipe Flashing on Roof,' which is a direct roofing service. This maps clearly to the Roofing category, which also has the strongest historical usage (7 prior mappings) in the JKath QuickBooks export.",
    "confidence": 0.99,
    "selected_expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc",
    "selected_expense_category_name": "Roofing"
  },
  "expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc",
  "quickbooks_account_id": "137"
}

Time

05/12/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "resolver_success",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-12-2026-031-INV-004",
  "make_trace_id": "make-20260512_002952_270",
  "bill_import_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "quickbooks_bill_id": "355",
  "quickbooks_payload": {
    "path": "resolver_success",
    "total": "250.00",
    "due_date": "2025-05-08",
    "doc_number": "248 RSI",
    "vendor_ref": "53",
    "account_ref": "137",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "355"
  },
  "quickbooks_account_id": "137",
  "resolved_expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc"
}

Time

05/12/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "resolver_success",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-12-2026-031-INV-004",
  "make_trace_id": "make-20260512_002952_270",
  "bill_import_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "attachment_payload": {
    "path": "resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "355"
  },
  "quickbooks_bill_id": "355"
}

Time

05/12/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "resolver_success",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-031-INV-004",
  "make_trace_id": "make-20260512_002952_270",
  "bill_import_id": "bill_74f04ab262dd43428347cbf08f5e0788",
  "final_file_name": "HardlineExteriorsLLC_INV-248RSI.pdf",
  "source_file_name": "Inv_248_RSI_from_Hardline_Exteriors_LLC_10788.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/twk8y5lv8dxkyl6qwge00/HardlineExteriorsLLC_INV-248RSI.pdf?rlkey=nfnhh60bxypb40oe6bezdij23&dl=0",
  "quickbooks_bill_id": "355",
  "multi_invoice_group_id": "bill_74f04ab262dd43428347cbf08f5e0788"
}