Invoice Record

05-12-2026-035-INV-002

Hardline Exteriors LLC

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

5107 RSI

Total

$300.00

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: 04/22/2025
Due date: 05/22/2025
Vendor terms: Net 15
Jkath terms: Net 30
QB Bill ID: 376

Category reason

The line item describes 'Install Mechanical Penetration Flashings (2 Bath Vents)', which involves flashing installation on the roof — a standard roofing task. Mechanical penetration flashings are roof-level waterproofing components installed where vents penetrate the roof surface. The vendor 'Hardline Exteriors LLC' is an exterior contractor, and this work is consistent with roofing services. The Roofing category has strong historical usage (7 prior mappings) and is the best fit among the allowed options.

File result

Final file: HardlineExteriorsLLC_INV-5107RSI.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: 05-12-2026-035-INV-002
Run ID: 05-12-2026-035
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Due date calculated as invoice date (2025-04-22) plus Net 15 terms = 2025-05-07. Project name inferred from Ship To address: 5107 Arden Ave, Minneapolis, MN 55424. Balance due is $300.00 with no payments or credits applied.",
  "terms": "Net 15",
  "total": 300,
  "due_date": "2025-05-07",
  "shipping": 0,
  "subtotal": 300,
  "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": 300,
      "unit_price": 300,
      "description": "Install Mechanical Penetration Flashings (2 Bath Vents)"
    }
  ],
  "vendor_name": "Hardline Exteriors",
  "invoice_date": "2025-04-22",
  "project_name": "5107 Arden Ave",
  "document_type": "invoice",
  "invoice_number": "5107 RSI",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "alias_49a29de573614694830ec9e623481f0c",
    "vendor_id": "vend_32e26a5a533543d4a7722dc46851d0e7",
    "alias_name": "Hardline Exteriors",
    "canonical_name": "Hardline Exteriors LLC",
    "category_count": 5,
    "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"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "hardline exteriors",
    "quickbooks_vendor_id": "53",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The line item describes 'Install Mechanical Penetration Flashings (2 Bath Vents)', which involves flashing installation on the roof — a standard roofing task. Mechanical penetration flashings are roof-level waterproofing components installed where vents penetrate the roof surface. The vendor 'Hardline Exteriors LLC' is an exterior contractor, and this work is consistent with roofing services. The Roofing category has strong historical usage (7 prior mappings) and is the best fit among the allowed options.",
    "confidence": 0.92,
    "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

{
  "lookup": {
    "quickbooks_vendor_id": "53",
    "quickbooks_account_id": "137",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "300.00",
    "due_date": "2025-05-22",
    "doc_number": "5107 RSI",
    "vendor_ref": "53",
    "account_ref": "137",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "376",
    "resolved_expense_category_id": "cat_a420727f304f46b1834172ff6d0b57dc"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "376"
  }
}

Raw payload

{
  "run_id": "run_49f19d26eedd498d8afaa6b65bf18a07",
  "source": "make.com",
  "run_key": "05-12-2026-035",
  "make_trace_id": "make-20260512_014136_628",
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjbg",
  "source_dropbox_rev": "016519924accc5d00000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "07685f10bcece3430aec8a628f4b6e6e1ea40345f299b992be9d8ac9d2d3665c",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "multi_invoice_group_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "processing_dropbox_rev": "0165199288f0f0400000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice from Hardline Exteriors. PDF is clean and legible with high OCR confidence.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Due date calculated as invoice date (2025-04-22) plus Net 15 terms = 2025-05-07. Project name inferred from Ship To address: 5107 Arden Ave, Minneapolis, MN 55424. Balance due is $300.00 with no payments or credits applied.",
        "terms": "Net 15",
        "total": 300,
        "due_date": "2025-05-07",
        "shipping": 0,
        "subtotal": 300,
        "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": 300,
            "unit_price": 300,
            "description": "Install Mechanical Penetration Flashings (2 Bath Vents)"
          }
        ],
        "vendor_name": "Hardline Exteriors",
        "invoice_date": "2025-04-22",
        "project_name": "5107 Arden Ave",
        "document_type": "invoice",
        "invoice_number": "5107 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_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "300.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-05-22",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-035-INV-002",
  "vendor_name": "Hardline Exteriors",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3117",
  "invoice_date": "2025-04-22",
  "vendor_terms": "Net 15",
  "make_trace_id": "make-20260512_014136_628",
  "output_tokens": "405",
  "bill_import_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "invoice_number": "5107 RSI",
  "vendor_due_date": "2025-05-07",
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "claude_message_id": "msg_01PU1HAJhpVFpkDjC9nmax2C",
  "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": "alias_49a29de573614694830ec9e623481f0c",
  "vendor_id": "vend_32e26a5a533543d4a7722dc46851d0e7",
  "process_key": "05-12-2026-035-INV-002",
  "vendor_name": "Hardline Exteriors",
  "make_trace_id": "make-20260512_014136_628",
  "bill_import_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "canonical_name": "Hardline Exteriors LLC",
  "category_count": 5,
  "invoice_number": "5107 RSI",
  "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"
    }
  ],
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "hardline exteriors",
  "quickbooks_vendor_id": "53",
  "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": "05-12-2026-035-INV-002",
  "vendor_name": "Hardline Exteriors LLC",
  "category_name": "Roofing",
  "make_trace_id": "make-20260512_014136_628",
  "bill_import_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "selection_payload": {
    "reason": "The line item describes 'Install Mechanical Penetration Flashings (2 Bath Vents)', which involves flashing installation on the roof — a standard roofing task. Mechanical penetration flashings are roof-level waterproofing components installed where vents penetrate the roof surface. The vendor 'Hardline Exteriors LLC' is an exterior contractor, and this work is consistent with roofing services. The Roofing category has strong historical usage (7 prior mappings) and is the best fit among the allowed options.",
    "confidence": 0.92,
    "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 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": "05-12-2026-035-INV-002",
  "vendor_name": "Hardline Exteriors LLC",
  "make_trace_id": "make-20260512_014136_628",
  "bill_import_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "invoice_number": "5107 RSI",
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "quickbooks_vendor_id": "53",
  "quickbooks_account_id": "137",
  "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": "05-12-2026-035-INV-002",
  "make_trace_id": "make-20260512_014136_628",
  "bill_import_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "quickbooks_bill_id": "376",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "300.00",
    "due_date": "2025-05-22",
    "doc_number": "5107 RSI",
    "vendor_ref": "53",
    "account_ref": "137",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "376"
  },
  "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": "multi_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-12-2026-035-INV-002",
  "make_trace_id": "make-20260512_014136_628",
  "bill_import_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "376"
  },
  "quickbooks_bill_id": "376"
}

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": "05-12-2026-035-INV-002",
  "make_trace_id": "make-20260512_014136_628",
  "bill_import_id": "bill_12efbe7dc58e44698d589a99565f3416",
  "final_file_name": "HardlineExteriorsLLC_INV-5107RSI.pdf",
  "source_file_name": "Inv_5107_RSI_from_Hardline_Exteriors_LLC_9636.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/gd48m1aslc2whfx0sdfky/HardlineExteriorsLLC_INV-5107RSI.pdf?rlkey=596ff6oy1enzipd0p1av0zak1&dl=0",
  "quickbooks_bill_id": "376",
  "multi_invoice_group_id": "bill_12efbe7dc58e44698d589a99565f3416"
}