Bill Created Successfully
QuickBooks Bill created successfully. Source file attached to the Bill.
Status
Created in QB
Invoice
INV.1271
Total
$169.24
Invoice data
- Detected vendor
- Chicago Brass
- Matched vendor
- Chicago Brass, Inc.
- Matched alias
- Chicago Brass
- Category
- Building Materials:Accessories
- Category method
- Single assignable category
- Invoice date
- 04/22/2025
- Due date
- 05/22/2025
- Vendor terms
- Net30
- Jkath terms
- Net 30
- QB Bill ID
- 378
Category reason
Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.
File result
- Final file
- Chicago Brass Invoice_DUPLICATE-BILL.pdf
- Outcome
- processed
- Details
- QuickBooks Bill created successfully. Source file attached to the Bill.
Processing Context
- Invoice ID
- 05-12-2026-035-INV-008
- Run ID
- 05-12-2026-035
- Source folder
- /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
- Source file
- Chicago Brass Invoice.pdf
Stored payloads
Claude parse payload
{
"tax": 11.94,
"notes": "Freight of $25.00 is listed as a separate line outside the order subtotal, so it is captured in the shipping field and not in line_items. Spec dates of 05/07/2025 noted on line items. Pages 3-4 are terms and conditions only.",
"terms": "Net30",
"total": 169.24,
"due_date": "2025-05-22",
"shipping": 25,
"subtotal": 132.3,
"confidence": {
"total": 0.99,
"vendor_name": 0.99,
"invoice_date": 0.99,
"project_name": 0.99,
"invoice_number": 0.99
},
"line_items": [
{
"qty": 2,
"amount": 35,
"unit_price": 17.5,
"description": "EM.2201.US4 - Flush Pull, 1-3/4\" x 4\", Satin Brass, Lacquered (Attic - Storage Closet)"
},
{
"qty": 2,
"amount": 35,
"unit_price": 17.5,
"description": "EM.2201.US4 - Flush Pull, 1-3/4\" x 4\", Satin Brass, Lacquered (Attic - Closet Door)"
},
{
"qty": 1,
"amount": 62.3,
"unit_price": 62.3,
"description": "EM.2108.US4 - Complete All-in-One Pocket Door Set, Privacy Function, 2-1/2\" x 4-1/2\" Edge Pulls, Satin Brass, Unlacquered (Attic - Bath)"
}
],
"vendor_name": "Chicago Brass",
"invoice_date": "2025-04-22",
"project_name": "43rd Ave S",
"document_type": "invoice",
"invoice_number": "INV.1271",
"is_billable_invoice": true
}Vendor match payload
{
"alias_lookup": {
"found": true,
"alias_id": "alias_9fcb89735cc940e19b3dcfc9c21ad024",
"vendor_id": "vend_42e7c3c999c14507ba4b129f874a317e",
"alias_name": "Chicago Brass",
"canonical_name": "Chicago Brass, Inc.",
"category_count": 1,
"category_options": [
{
"name": "Accessories",
"notes": "Mapped from JKath historical QuickBooks export: Building Materials:Accessories (22).",
"expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"fully_qualified_name": "Building Materials:Accessories",
"quickbooks_account_id": "103",
"vendor_expense_category_id": "cmp1batdl000g13pfazv8j6b8"
}
],
"expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"normalized_alias_key": "chicago brass",
"quickbooks_vendor_id": "26",
"quickbooks_account_id": "103",
"default_expense_account": "Accessories",
"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": "Accessories",
"expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"quickbooks_account_id": "103",
"selected_expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"selected_expense_category_name": "Accessories"
}
}QB payload
{
"lookup": {
"quickbooks_vendor_id": "26",
"quickbooks_account_id": "103",
"existing_quickbooks_bill_id": "378"
},
"duplicate_bill": {
"path": "single_category_direct_duplicate",
"invoice_number": "INV.1271",
"existing_quickbooks_bill_id": "378"
}
}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": "Chicago Brass Invoice.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Chicago Brass Invoice.pdf",
"source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjdw",
"source_dropbox_rev": "016519924b890b400000003549f4393",
"multi_invoice_count": 1,
"multi_invoice_index": 1,
"source_content_hash": "41f3192643477d8681903c4110bc414c5956807fc516bf60605ea3da7dacbea7",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Chicago Brass Invoice.pdf",
"multi_invoice_group_id": "bill_022c0c681a2a4c958f58e6ec840fcdcb",
"processing_dropbox_rev": "01651992f71acd500000003549f4393",
"multi_invoice_source_payload": {
"notes": "Single invoice (INV.1271) from Chicago Brass Architectural Hardware. Pages 3 and 4 contain terms and conditions only and do not represent a separate invoice.",
"invoices": [
{
"tax": 11.94,
"notes": "Freight of $25.00 is listed as a separate line outside the order subtotal, so it is captured in the shipping field and not in line_items. Spec dates of 05/07/2025 noted on line items. Pages 3-4 are terms and conditions only.",
"terms": "Net30",
"total": 169.24,
"due_date": "2025-05-22",
"shipping": 25,
"subtotal": 132.3,
"confidence": {
"total": 0.99,
"vendor_name": 0.99,
"invoice_date": 0.99,
"project_name": 0.99,
"invoice_number": 0.99
},
"line_items": [
{
"qty": 2,
"amount": 35,
"unit_price": 17.5,
"description": "EM.2201.US4 - Flush Pull, 1-3/4\" x 4\", Satin Brass, Lacquered (Attic - Storage Closet)"
},
{
"qty": 2,
"amount": 35,
"unit_price": 17.5,
"description": "EM.2201.US4 - Flush Pull, 1-3/4\" x 4\", Satin Brass, Lacquered (Attic - Closet Door)"
},
{
"qty": 1,
"amount": 62.3,
"unit_price": 62.3,
"description": "EM.2108.US4 - Complete All-in-One Pocket Door Set, Privacy Function, 2-1/2\" x 4-1/2\" Edge Pulls, Satin Brass, Unlacquered (Attic - Bath)"
}
],
"vendor_name": "Chicago Brass",
"invoice_date": "2025-04-22",
"project_name": "43rd Ave S",
"document_type": "invoice",
"invoice_number": "INV.1271",
"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": "Chicago Brass Invoice.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Chicago Brass Invoice.pdf",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Chicago Brass Invoice.pdf"
}Time
05/12/2026
Event
PARSE COMPLETED
Message
Claude extraction parsed and stored.
Payload
{
"total": "169.24",
"message": "Claude extraction parsed and stored.",
"due_date": "2025-05-22",
"jkath_terms": "Net 30",
"process_key": "05-12-2026-035-INV-008",
"vendor_name": "Chicago Brass",
"claude_model": "claude-sonnet-4-6",
"input_tokens": "9741",
"invoice_date": "2025-04-22",
"vendor_terms": "Net30",
"make_trace_id": "make-20260512_014136_628",
"output_tokens": "636",
"bill_import_id": "bill_022c0c681a2a4c958f58e6ec840fcdcb",
"invoice_number": "INV.1271",
"vendor_due_date": "2025-05-22",
"source_file_name": "Chicago Brass Invoice.pdf",
"claude_message_id": "msg_019eQ8C3FfrmQkPcZygaddUw",
"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_9fcb89735cc940e19b3dcfc9c21ad024",
"vendor_id": "vend_42e7c3c999c14507ba4b129f874a317e",
"process_key": "05-12-2026-035-INV-008",
"vendor_name": "Chicago Brass",
"make_trace_id": "make-20260512_014136_628",
"bill_import_id": "bill_022c0c681a2a4c958f58e6ec840fcdcb",
"canonical_name": "Chicago Brass, Inc.",
"category_count": 1,
"invoice_number": "INV.1271",
"category_options": [
{
"name": "Accessories",
"notes": "Mapped from JKath historical QuickBooks export: Building Materials:Accessories (22).",
"expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"fully_qualified_name": "Building Materials:Accessories",
"quickbooks_account_id": "103",
"vendor_expense_category_id": "cmp1batdl000g13pfazv8j6b8"
}
],
"source_file_name": "Chicago Brass Invoice.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": "Accessories",
"expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"quickbooks_account_id": "103",
"selected_expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"selected_expense_category_name": "Accessories"
},
"expense_category_id": "cat_803a993fa8c7497d82397548a7148b17",
"normalized_alias_key": "chicago brass",
"quickbooks_vendor_id": "26",
"default_expense_account": "Accessories",
"missing_category_options": false
}Time
05/12/2026
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": "05-12-2026-035-INV-008",
"vendor_name": "Chicago Brass, Inc.",
"make_trace_id": "make-20260512_014136_628",
"bill_import_id": "bill_022c0c681a2a4c958f58e6ec840fcdcb",
"invoice_number": "INV.1271",
"source_file_name": "Chicago Brass Invoice.pdf",
"quickbooks_vendor_id": "26",
"quickbooks_account_id": "103",
"existing_quickbooks_bill_id": "378"
}Time
05/12/2026
Event
DUPLICATE FOUND
Message
Duplicate QuickBooks Bill found.
Payload
{
"path": "single_category_direct_duplicate",
"message": "Duplicate QuickBooks Bill found; no new Bill was created.",
"process_key": "05-12-2026-035-INV-008",
"make_trace_id": "make-20260512_014136_628",
"bill_import_id": "bill_022c0c681a2a4c958f58e6ec840fcdcb",
"final_file_name": "Chicago Brass Invoice_DUPLICATE-BILL.pdf",
"source_file_name": "Chicago Brass Invoice.pdf",
"dropbox_shared_url": "https://www.dropbox.com/scl/fi/kdfua7h6241xpvispnunj/Chicago-Brass-Invoice_DUPLICATE-BILL.pdf?rlkey=ws5p1ov13sainqczl54vyc82n&dl=0",
"quickbooks_payload": {
"path": "single_category_direct_duplicate",
"invoice_number": "INV.1271",
"existing_quickbooks_bill_id": "378"
},
"existing_quickbooks_bill_id": "378"
}