Invoice Record

05-12-2026-034-INV-014

Installed Building Solutions

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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

J-7331753

Total

$1,689.00

Invoice data

Detected vendor: Installed Building Solutions II
Matched vendor: Installed Building Solutions
Matched alias: Installed Building Solutions II
Category: Building Services:Insulation
Category method: Claude category selection
Invoice date: 04/10/2025
Due date: 05/10/2025
Vendor terms: Not set
Jkath terms: Net 30
QB Bill ID: 372

Category reason

The project context explicitly states 'INSULATION', the vendor is Installed Building Solutions (an insulation contractor), and the line item references 'FOAM' which is a type of insulation material. All signals strongly indicate this is an insulation expense.

File result

Final file: InstalledBuildingSolutions_INV-J-7331753.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: 05-12-2026-034-INV-014
Run ID: 05-12-2026-034
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Installed Bldg Sol.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Vendor suffix '(450)' omitted from vendor_name; included in original company name as 'Installed Building Solutions II (450)'. Phase number 18371380 noted on line item. Job address: 2848 W River Pkwy, Minneapolis, MN 55406. Customer is J Kath, customer code JKAT01, sales rep Bret Juenke. No payment terms explicitly stated beyond late payment penalty language.",
  "terms": null,
  "total": 1689,
  "due_date": null,
  "shipping": 0,
  "subtotal": 1689,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.95,
    "invoice_date": 0.99,
    "project_name": 0.98,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": null,
      "amount": 1689,
      "unit_price": null,
      "description": "2848 W River Pkwy - FOAM"
    }
  ],
  "vendor_name": "Installed Building Solutions II",
  "invoice_date": "2025-04-10",
  "project_name": "2848 W River Pkwy - INSULATION",
  "document_type": "invoice",
  "invoice_number": "J-7331753",
  "is_billable_invoice": true
}

Vendor match payload

{
  "resolver": {
    "reason": "The extracted vendor 'Installed Building Solutions II' is clearly a branch/division variant (with suffix 'II' and store number '450') of the approved vendor 'Installed Building Solutions', sharing the same name, industry, and service type (insulation/foam subcontracting).",
    "matched": "true",
    "alias_id": "alias_1df640577351457383354b8c3d75994b",
    "vendor_id": "vend_21a716507cf54e9383fae2756da68d89",
    "confidence": 0.95,
    "category_count": 2,
    "suggested_alias": "Installed Building Solutions II",
    "category_options": [
      {
        "name": "Cabinet Materials",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (1).",
        "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
        "fully_qualified_name": "Building Materials:Cabinet Materials",
        "quickbooks_account_id": "105",
        "vendor_expense_category_id": "cmp1bavlg001s13pfkvnygjqk"
      },
      {
        "name": "Insulation",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Insulation (11).",
        "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
        "fully_qualified_name": "Building Services:Insulation",
        "quickbooks_account_id": "131",
        "vendor_expense_category_id": "cmp1bavo0001u13pf80lfv3eq"
      }
    ],
    "canonical_vendor_name": "Installed Building Solutions",
    "default_expense_account": "Subcontractors"
  },
  "alias_lookup": {
    "found": false,
    "vendor_name": "Installed Building Solutions II",
    "normalized_alias_key": "installed building solutions ii"
  },
  "category_selection": {
    "reason": "The project context explicitly states 'INSULATION', the vendor is Installed Building Solutions (an insulation contractor), and the line item references 'FOAM' which is a type of insulation material. All signals strongly indicate this is an insulation expense.",
    "confidence": 0.99,
    "category_name": "Insulation",
    "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "quickbooks_account_id": "131",
    "selected_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "selected_expense_category_name": "Insulation"
  }
}

QB payload

{
  "bill_created": {
    "path": "resolver_success",
    "total": "1689.00",
    "due_date": "2025-05-10",
    "doc_number": "J-7331753",
    "vendor_ref": "70",
    "account_ref": "131",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "372",
    "resolved_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767"
  },
  "attachment_uploaded": {
    "path": "resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "372"
  }
}

Raw payload

{
  "run_id": "run_9439f1b0f66f4d91979fe2e03399dbfd",
  "source": "make.com",
  "run_key": "05-12-2026-034",
  "make_trace_id": "make-20260512_004507_068",
  "source_file_name": "Installed Bldg Sol.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Installed Bldg Sol.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjPw",
  "source_dropbox_rev": "01651985d90c90800000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "e38e4bbd91282c0024950523698bf2a9f765f5477c3a8adad047988b32371589",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Installed Bldg Sol.pdf",
  "multi_invoice_group_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "processing_dropbox_rev": "01651986dcd1b0800000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice PDF. Vendor branch/location identifier '(450)' omitted from vendor_name per rules.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Vendor suffix '(450)' omitted from vendor_name; included in original company name as 'Installed Building Solutions II (450)'. Phase number 18371380 noted on line item. Job address: 2848 W River Pkwy, Minneapolis, MN 55406. Customer is J Kath, customer code JKAT01, sales rep Bret Juenke. No payment terms explicitly stated beyond late payment penalty language.",
        "terms": null,
        "total": 1689,
        "due_date": null,
        "shipping": 0,
        "subtotal": 1689,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.95,
          "invoice_date": 0.99,
          "project_name": 0.98,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": null,
            "amount": 1689,
            "unit_price": null,
            "description": "2848 W River Pkwy - FOAM"
          }
        ],
        "vendor_name": "Installed Building Solutions II",
        "invoice_date": "2025-04-10",
        "project_name": "2848 W River Pkwy - INSULATION",
        "document_type": "invoice",
        "invoice_number": "J-7331753",
        "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": "Installed Bldg Sol.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Installed Bldg Sol.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Installed Bldg Sol.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "1689.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-05-10",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-034-INV-014",
  "vendor_name": "Installed Building Solutions II",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3318",
  "invoice_date": "2025-04-10",
  "vendor_terms": null,
  "make_trace_id": "make-20260512_004507_068",
  "output_tokens": "426",
  "bill_import_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "invoice_number": "J-7331753",
  "vendor_due_date": null,
  "source_file_name": "Installed Bldg Sol.pdf",
  "claude_message_id": "msg_019tiqfRDkNQ57zf4ZgHWs7Q",
  "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": "05-12-2026-034-INV-014",
  "vendor_name": "Installed Building Solutions II",
  "make_trace_id": "make-20260512_004507_068",
  "bill_import_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "canonical_name": null,
  "category_count": 0,
  "invoice_number": "J-7331753",
  "category_options": [],
  "source_file_name": "Installed Bldg Sol.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "installed building solutions ii",
  "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 'Installed Building Solutions II' is clearly a branch/division variant (with suffix 'II' and store number '450') of the approved vendor 'Installed Building Solutions', sharing the same name, industry, and service type (insulation/foam subcontracting).",
  "message": "Vendor resolver matched a portal vendor and alias was recorded.",
  "alias_id": "alias_1df640577351457383354b8c3d75994b",
  "vendor_id": "vend_21a716507cf54e9383fae2756da68d89",
  "confidence": 0.95,
  "process_key": "05-12-2026-034-INV-014",
  "make_trace_id": "make-20260512_004507_068",
  "bill_import_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "category_count": 2,
  "suggested_alias": "Installed Building Solutions II",
  "category_options": [
    {
      "name": "Cabinet Materials",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (1).",
      "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
      "fully_qualified_name": "Building Materials:Cabinet Materials",
      "quickbooks_account_id": "105",
      "vendor_expense_category_id": "cmp1bavlg001s13pfkvnygjqk"
    },
    {
      "name": "Insulation",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Insulation (11).",
      "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
      "fully_qualified_name": "Building Services:Insulation",
      "quickbooks_account_id": "131",
      "vendor_expense_category_id": "cmp1bavo0001u13pf80lfv3eq"
    }
  ],
  "resolver_payload": {
    "reason": "The extracted vendor 'Installed Building Solutions II' is clearly a branch/division variant (with suffix 'II' and store number '450') of the approved vendor 'Installed Building Solutions', sharing the same name, industry, and service type (insulation/foam subcontracting).",
    "matched": "true",
    "confidence": "0.95",
    "suggested_alias": "Installed Building Solutions II",
    "canonical_vendor_name": "Installed Building Solutions",
    "default_expense_account": "Subcontractors"
  },
  "source_file_name": "Installed Bldg Sol.pdf",
  "canonical_vendor_name": "Installed Building Solutions",
  "extracted_vendor_name": "Installed Building Solutions II"
}

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": "05-12-2026-034-INV-014",
  "vendor_name": "Installed Building Solutions",
  "category_name": "Insulation",
  "make_trace_id": "make-20260512_004507_068",
  "bill_import_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "source_file_name": "Installed Bldg Sol.pdf",
  "selection_payload": {
    "reason": "The project context explicitly states 'INSULATION', the vendor is Installed Building Solutions (an insulation contractor), and the line item references 'FOAM' which is a type of insulation material. All signals strongly indicate this is an insulation expense.",
    "confidence": 0.99,
    "selected_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "selected_expense_category_name": "Insulation"
  },
  "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
  "quickbooks_account_id": "131"
}

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": "05-12-2026-034-INV-014",
  "make_trace_id": "make-20260512_004507_068",
  "bill_import_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "source_file_name": "Installed Bldg Sol.pdf",
  "quickbooks_bill_id": "372",
  "quickbooks_payload": {
    "path": "resolver_success",
    "total": "1689.00",
    "due_date": "2025-05-10",
    "doc_number": "J-7331753",
    "vendor_ref": "70",
    "account_ref": "131",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "372"
  },
  "quickbooks_account_id": "131",
  "resolved_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767"
}

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": "05-12-2026-034-INV-014",
  "make_trace_id": "make-20260512_004507_068",
  "bill_import_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "source_file_name": "Installed Bldg Sol.pdf",
  "attachment_payload": {
    "path": "resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "372"
  },
  "quickbooks_bill_id": "372"
}

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": "05-12-2026-034-INV-014",
  "make_trace_id": "make-20260512_004507_068",
  "bill_import_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5",
  "final_file_name": "InstalledBuildingSolutions_INV-J-7331753.pdf",
  "source_file_name": "Installed Bldg Sol.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/6mjyh2lvfo2zaziyk7je6/InstalledBuildingSolutions_INV-J-7331753.pdf?rlkey=7tg7wppi85jra7x1axkuq9ys9&dl=0",
  "quickbooks_bill_id": "372",
  "multi_invoice_group_id": "bill_5bc49f846d7941fcbb53802d7e5b65a5"
}