JkathBusiness Portal

Invoice Record

05-12-2026-036-INV-018

Hardware Distributors Ltd
Back to bill imports

Bill Created Successfully

QuickBooks Bill created successfully. Source file attached to the Bill.

Status

Created in QB

Invoice

801030386

Total

$268.98

Invoice data

Detected vendor
Hardware Distributors
Matched alias
Hardware Distributors
Category
Building Materials:Cabinet Materials
Category method
Single assignable category
Invoice date
03/31/2025
Due date
04/30/2025
Vendor terms
1%-10th Net 30
Jkath terms
Net 30
QB Bill ID
395

Category reason

Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.

File result

Outcome
processed
Details
QuickBooks Bill created successfully. Source file attached to the Bill.

Processing Context

Invoice ID
05-12-2026-036-INV-018
Run ID
05-12-2026-036
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
HDLInvoice 801030386.pdf
Stored payloads

Claude parse payload

{
  "tax": 20.21,
  "notes": "Disc due date is 4/10/2025 (1% discount if paid by that date). Freight is $0.00 per invoice. Project name taken from Customer PO No field: 'V038 River Heights'.",
  "terms": "1%-10th Net 30",
  "total": 268.98,
  "due_date": "2025-04-30",
  "shipping": 0,
  "subtotal": 248.77,
  "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": 3.44,
      "unit_price": 3.44,
      "description": "Hole Grommet for 1.75in Hole OAK (SBWGO175)"
    },
    {
      "qty": 50,
      "amount": 29,
      "unit_price": 0.58,
      "description": "3mm FF CastPlate No.7 Center Screw 2-6x34F NI (B175L6030.21)"
    },
    {
      "qty": 14,
      "amount": 35.84,
      "unit_price": 2.56,
      "description": "110 Full-OL Self Close Inserta PADS (B071T3590)"
    },
    {
      "qty": 18,
      "amount": 77.94,
      "unit_price": 4.33,
      "description": "110 Full-OL Soft Close Inserta PADS (B071B3590)"
    },
    {
      "qty": 2,
      "amount": 14.2,
      "unit_price": 7.1,
      "description": "FlammableContact-CA Comp 13 oz LQX (CYQ80.13)"
    },
    {
      "qty": 9,
      "amount": 38.97,
      "unit_price": 4.33,
      "description": "Masking BluePainters 14day 1inx60yd (3M2090 1)"
    },
    {
      "qty": 6,
      "amount": 49.38,
      "unit_price": 8.23,
      "description": "Masking BluePainters 14day 2inx60yd (3M2090 2)"
    }
  ],
  "vendor_name": "Hardware Distributors",
  "invoice_date": "2025-03-31",
  "project_name": "V038 River Heights",
  "document_type": "invoice",
  "invoice_number": "801030386",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abb7c001uagtbk30htlml",
    "vendor_id": "vend_36536bc3a7254b41ac0081eab30ee4d2",
    "alias_name": "Hardware Distributors",
    "canonical_name": "Hardware Distributors Ltd",
    "category_count": 1,
    "category_options": [
      {
        "name": "Cabinet Materials",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (104).",
        "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
        "fully_qualified_name": "Building Materials:Cabinet Materials",
        "quickbooks_account_id": "105",
        "vendor_expense_category_id": "cmp1bauq8001a13pfeqelj5gn"
      }
    ],
    "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "normalized_alias_key": "hardware distributors",
    "quickbooks_vendor_id": "2",
    "quickbooks_account_id": "105",
    "default_expense_account": "Cabinet Materials",
    "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": "Cabinet Materials",
    "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "quickbooks_account_id": "105",
    "selected_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "selected_expense_category_name": "Cabinet Materials"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "2",
    "quickbooks_account_id": "105",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "single_category_direct",
    "total": "268.98",
    "due_date": "2025-04-30",
    "doc_number": "801030386",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "395",
    "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "395"
  }
}

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": "HDLInvoice 801030386.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801030386.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjew",
  "source_dropbox_rev": "016519964b23c0e00000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "bd15e732202ccfc56ddc58ddeabe0d83ccb64c237baad504db7ffd66538b0ee6",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801030386.pdf",
  "multi_invoice_group_id": "bill_098232038ee749c598694adc5353e1a7",
  "processing_dropbox_rev": "0165199766de43800000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice in this PDF from Hardware Distributors Ltd, invoice number 801030386, dated 3/31/2025, total $268.98.",
    "invoices": [
      {
        "tax": 20.21,
        "notes": "Disc due date is 4/10/2025 (1% discount if paid by that date). Freight is $0.00 per invoice. Project name taken from Customer PO No field: 'V038 River Heights'.",
        "terms": "1%-10th Net 30",
        "total": 268.98,
        "due_date": "2025-04-30",
        "shipping": 0,
        "subtotal": 248.77,
        "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": 3.44,
            "unit_price": 3.44,
            "description": "Hole Grommet for 1.75in Hole OAK (SBWGO175)"
          },
          {
            "qty": 50,
            "amount": 29,
            "unit_price": 0.58,
            "description": "3mm FF CastPlate No.7 Center Screw 2-6x34F NI (B175L6030.21)"
          },
          {
            "qty": 14,
            "amount": 35.84,
            "unit_price": 2.56,
            "description": "110 Full-OL Self Close Inserta PADS (B071T3590)"
          },
          {
            "qty": 18,
            "amount": 77.94,
            "unit_price": 4.33,
            "description": "110 Full-OL Soft Close Inserta PADS (B071B3590)"
          },
          {
            "qty": 2,
            "amount": 14.2,
            "unit_price": 7.1,
            "description": "FlammableContact-CA Comp 13 oz LQX (CYQ80.13)"
          },
          {
            "qty": 9,
            "amount": 38.97,
            "unit_price": 4.33,
            "description": "Masking BluePainters 14day 1inx60yd (3M2090 1)"
          },
          {
            "qty": 6,
            "amount": 49.38,
            "unit_price": 8.23,
            "description": "Masking BluePainters 14day 2inx60yd (3M2090 2)"
          }
        ],
        "vendor_name": "Hardware Distributors",
        "invoice_date": "2025-03-31",
        "project_name": "V038 River Heights",
        "document_type": "invoice",
        "invoice_number": "801030386",
        "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": "HDLInvoice 801030386.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801030386.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801030386.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "268.98",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-30",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-036-INV-018",
  "vendor_name": "Hardware Distributors",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3576",
  "invoice_date": "2025-03-31",
  "vendor_terms": "1%-10th Net 30",
  "make_trace_id": "make-20260512_015845_054",
  "output_tokens": "742",
  "bill_import_id": "bill_098232038ee749c598694adc5353e1a7",
  "invoice_number": "801030386",
  "vendor_due_date": "2025-04-30",
  "source_file_name": "HDLInvoice 801030386.pdf",
  "claude_message_id": "msg_01C3L4CYYi9HVknaWhUguP1z",
  "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": "cmp1abb7c001uagtbk30htlml",
  "vendor_id": "vend_36536bc3a7254b41ac0081eab30ee4d2",
  "process_key": "05-12-2026-036-INV-018",
  "vendor_name": "Hardware Distributors",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_098232038ee749c598694adc5353e1a7",
  "canonical_name": "Hardware Distributors Ltd",
  "category_count": 1,
  "invoice_number": "801030386",
  "category_options": [
    {
      "name": "Cabinet Materials",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Cabinet Materials (104).",
      "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
      "fully_qualified_name": "Building Materials:Cabinet Materials",
      "quickbooks_account_id": "105",
      "vendor_expense_category_id": "cmp1bauq8001a13pfeqelj5gn"
    }
  ],
  "source_file_name": "HDLInvoice 801030386.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": "Cabinet Materials",
    "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "quickbooks_account_id": "105",
    "selected_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
    "selected_expense_category_name": "Cabinet Materials"
  },
  "expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62",
  "normalized_alias_key": "hardware distributors",
  "quickbooks_vendor_id": "2",
  "default_expense_account": "Cabinet Materials",
  "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": "05-12-2026-036-INV-018",
  "vendor_name": "Hardware Distributors Ltd",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_098232038ee749c598694adc5353e1a7",
  "invoice_number": "801030386",
  "source_file_name": "HDLInvoice 801030386.pdf",
  "quickbooks_vendor_id": "2",
  "quickbooks_account_id": "105",
  "existing_quickbooks_bill_id": null
}

Time

05/12/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload
{
  "path": "single_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-12-2026-036-INV-018",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_098232038ee749c598694adc5353e1a7",
  "source_file_name": "HDLInvoice 801030386.pdf",
  "quickbooks_bill_id": "395",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "268.98",
    "due_date": "2025-04-30",
    "doc_number": "801030386",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "395"
  },
  "quickbooks_account_id": "105",
  "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
}

Time

05/12/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload
{
  "path": "single_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-12-2026-036-INV-018",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_098232038ee749c598694adc5353e1a7",
  "source_file_name": "HDLInvoice 801030386.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "395"
  },
  "quickbooks_bill_id": "395"
}

Time

05/12/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload
{
  "path": "single_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-036-INV-018",
  "make_trace_id": "make-20260512_015845_054",
  "bill_import_id": "bill_098232038ee749c598694adc5353e1a7",
  "final_file_name": "HardwareDistributorsLtd_INV-801030386.pdf",
  "source_file_name": "HDLInvoice 801030386.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/qhkr91bsv6qlcywfb2i8e/HardwareDistributorsLtd_INV-801030386.pdf?rlkey=sdz3su8ijv9bnppiak0312j3g&dl=0",
  "quickbooks_bill_id": "395",
  "multi_invoice_group_id": "bill_098232038ee749c598694adc5353e1a7"
}