Invoice Record

05-12-2026-036-INV-016

Hardline Exteriors LLC

Back to bill imports

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

2908 ServI

Total

$852.08

Invoice data

Detected vendor: Hardline Exteriors
Matched vendor: Hardline Exteriors LLC
Matched alias: Hardline Exteriors
Category: Building Services:Siding
Category method: Claude category selection
Invoice date: 03/27/2025
Due date: 04/26/2025
Vendor terms: Net 15
Jkath terms: Net 30
QB Bill ID: 393

Category reason

The largest portion of the invoice ($602.08, ~70.7%) relates to siding and window trim work: 'Siding Labor - Install Custom Trim Around New Window in Rear' ($350.00) and 'Material for Window Trim' ($252.08). While the project title references roofing and window trim, and one line item ($250.00) covers roofing labor for fan installs, Siding represents the dominant cost category by both line item count and dollar value.

File result

Final file: HardlineExteriorsLLC_INV-2908ServI.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: 05-12-2026-036-INV-016
Run ID: 05-12-2026-036
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Due date calculated as invoice date (2025-03-27) plus Net 15 terms = 2025-04-11. Ship-to address is 2908 43rd Ave S, Minneapolis, MN 55406. Bill-to is JKath Design Build Reinvent. Payments/Credits are $0.00 so full balance of $852.08 is due.",
  "terms": "Net 15",
  "total": 852.08,
  "due_date": "2025-04-11",
  "shipping": 0,
  "subtotal": 852.08,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0.99,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 250,
      "unit_price": 250,
      "description": "Roofing Labor - Install 2 Bath Fans & 1 Kitchen Fan"
    },
    {
      "qty": 1,
      "amount": 350,
      "unit_price": 350,
      "description": "Siding Labor - Install Custom Trim Around New Window in Rear"
    },
    {
      "qty": 1,
      "amount": 252.08,
      "unit_price": 252.08,
      "description": "Material for Window Trim"
    }
  ],
  "vendor_name": "Hardline Exteriors",
  "invoice_date": "2025-03-27",
  "project_name": "2908 43rd Ave S - Roof Service & Custom Window Trim Install",
  "document_type": "invoice",
  "invoice_number": "2908 ServI",
  "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 largest portion of the invoice ($602.08, ~70.7%) relates to siding and window trim work: 'Siding Labor - Install Custom Trim Around New Window in Rear' ($350.00) and 'Material for Window Trim' ($252.08). While the project title references roofing and window trim, and one line item ($250.00) covers roofing labor for fan installs, Siding represents the dominant cost category by both line item count and dollar value.",
    "confidence": 0.62,
    "category_name": "Siding",
    "expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1",
    "quickbooks_account_id": "138",
    "selected_expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1",
    "selected_expense_category_name": "Siding"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "53",
    "quickbooks_account_id": "138",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "852.08",
    "due_date": "2025-04-26",
    "doc_number": "2908 ServI",
    "vendor_ref": "53",
    "account_ref": "138",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "393",
    "resolved_expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "393"
  }
}

Raw payload

{
  "run_id": "run_cb99da4433154d8a89bd42b68c985da8",
  "source": "make.com",
  "run_key": "05-12-2026-036",
  "make_trace_id": "make-20260512_015845_054",
  "source_file_name": "Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjdQ",
  "source_dropbox_rev": "016519964aebac800000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "a32af20d4b27dc87dc017ca53b57c07da7aed38032e334fcbf4e2b8c603f1089",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "multi_invoice_group_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "processing_dropbox_rev": "016519973f6253100000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice in this PDF. Clear, high-quality document with no OCR issues.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Due date calculated as invoice date (2025-03-27) plus Net 15 terms = 2025-04-11. Ship-to address is 2908 43rd Ave S, Minneapolis, MN 55406. Bill-to is JKath Design Build Reinvent. Payments/Credits are $0.00 so full balance of $852.08 is due.",
        "terms": "Net 15",
        "total": 852.08,
        "due_date": "2025-04-11",
        "shipping": 0,
        "subtotal": 852.08,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.99,
          "invoice_date": 0.99,
          "project_name": 0.99,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": 1,
            "amount": 250,
            "unit_price": 250,
            "description": "Roofing Labor - Install 2 Bath Fans & 1 Kitchen Fan"
          },
          {
            "qty": 1,
            "amount": 350,
            "unit_price": 350,
            "description": "Siding Labor - Install Custom Trim Around New Window in Rear"
          },
          {
            "qty": 1,
            "amount": 252.08,
            "unit_price": 252.08,
            "description": "Material for Window Trim"
          }
        ],
        "vendor_name": "Hardline Exteriors",
        "invoice_date": "2025-03-27",
        "project_name": "2908 43rd Ave S - Roof Service & Custom Window Trim Install",
        "document_type": "invoice",
        "invoice_number": "2908 ServI",
        "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_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "852.08",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-26",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-036-INV-016",
  "vendor_name": "Hardline Exteriors",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3183",
  "invoice_date": "2025-03-27",
  "vendor_terms": "Net 15",
  "make_trace_id": "make-20260512_015845_054",
  "output_tokens": "534",
  "bill_import_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "invoice_number": "2908 ServI",
  "vendor_due_date": "2025-04-11",
  "source_file_name": "Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "claude_message_id": "msg_016XcbU5ycezxdaYwb2SpPHU",
  "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": "05-12-2026-036-INV-016",
  "vendor_name": "Hardline Exteriors",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "canonical_name": "Hardline Exteriors LLC",
  "category_count": 5,
  "invoice_number": "2908 ServI",
  "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_2908_ServI_from_Hardline_Exteriors_LLC_23728.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": "05-12-2026-036-INV-016",
  "vendor_name": "Hardline Exteriors LLC",
  "category_name": "Siding",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "source_file_name": "Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "selection_payload": {
    "reason": "The largest portion of the invoice ($602.08, ~70.7%) relates to siding and window trim work: 'Siding Labor - Install Custom Trim Around New Window in Rear' ($350.00) and 'Material for Window Trim' ($252.08). While the project title references roofing and window trim, and one line item ($250.00) covers roofing labor for fan installs, Siding represents the dominant cost category by both line item count and dollar value.",
    "confidence": 0.62,
    "selected_expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1",
    "selected_expense_category_name": "Siding"
  },
  "expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1",
  "quickbooks_account_id": "138"
}

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": "05-12-2026-036-INV-016",
  "vendor_name": "Hardline Exteriors LLC",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "invoice_number": "2908 ServI",
  "source_file_name": "Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "quickbooks_vendor_id": "53",
  "quickbooks_account_id": "138",
  "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": "05-12-2026-036-INV-016",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "source_file_name": "Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "quickbooks_bill_id": "393",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "852.08",
    "due_date": "2025-04-26",
    "doc_number": "2908 ServI",
    "vendor_ref": "53",
    "account_ref": "138",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 15",
    "quickbooks_bill_id": "393"
  },
  "quickbooks_account_id": "138",
  "resolved_expense_category_id": "cat_e0200ce3b70a4aa7bfa336665876d7c1"
}

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": "05-12-2026-036-INV-016",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "source_file_name": "Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "393"
  },
  "quickbooks_bill_id": "393"
}

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": "05-12-2026-036-INV-016",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_14b7c1c88d264c13bf109de93f154f67",
  "final_file_name": "HardlineExteriorsLLC_INV-2908ServI.pdf",
  "source_file_name": "Inv_2908_ServI_from_Hardline_Exteriors_LLC_23728.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/m4kzcrhx1ccyahszhq5tk/HardlineExteriorsLLC_INV-2908ServI.pdf?rlkey=5vn2gix6m4h8gj31jzyzip5xk&dl=0",
  "quickbooks_bill_id": "393",
  "multi_invoice_group_id": "bill_14b7c1c88d264c13bf109de93f154f67"
}