JkathBusiness Portal

Invoice Record

05-12-2026-037-INV-011

DLM Plumbing
Back to bill imports

Bill Created Successfully

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

Status

Created in QB

Invoice

1775

Total

$2,108.20

Invoice data

Detected vendor
DLM Plumbing
Matched vendor
DLM Plumbing
Matched alias
DLM Plumbing
Category
Building Services:Plumbing
Category method
Claude category selection
Invoice date
03/17/2025
Due date
04/16/2025
Vendor terms
Net 15
Jkath terms
Net 30
QB Bill ID
333

Category reason

The invoice from DLM Plumbing covers both materials and services (installation, final inspection) for the Lakeview Drive project. The line item explicitly states 'materials and services provided' with everything installed and inspected, indicating a combined labor/service engagement. The Building Services:Plumbing category (quickbooks_account_id=136, 35 historical mappings) is the stronger match over Building Materials:Plumbing (quickbooks_account_id=113, 1 historical mapping), as the dominant nature of the charge reflects a plumbing service/contractor engagement rather than a materials-only purchase.

File result

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

Processing Context

Invoice ID
05-12-2026-037-INV-011
Run ID
05-12-2026-037
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
Invoice_1775_from_DLM_Plumbing.pdf
Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "This is the remaining balance invoice referencing original bid #1338 with a total bid amount of $10,541.00. Job address is 5503 Lakeview Drive, Edina, MN. Billed to Jkath at 1408 Northland Drive, Suite 304, Mendota Heights, MN 55120. An 8% late fee applies after 30 days from billing date.",
  "terms": "Net 15",
  "total": 2108.2,
  "due_date": "2025-04-01",
  "shipping": 0,
  "subtotal": 2108.2,
  "confidence": {
    "total": 1,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 1,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": 2108.2,
      "unit_price": null,
      "description": "Bid 1338 - Remaining balance of original bid amount of $10,541.00 for materials and services provided. Everything is installed and working as it should be. Final inspection has been completed."
    }
  ],
  "vendor_name": "DLM Plumbing",
  "invoice_date": "2025-03-17",
  "project_name": "Lakeview Drive",
  "document_type": "invoice",
  "invoice_number": "1775",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "alias_46f2641117bd4272a26bb9af561884d4",
    "vendor_id": "vend_32904b9a2da2434fb34f07c541e1995a",
    "alias_name": "DLM Plumbing",
    "canonical_name": "DLM Plumbing",
    "category_count": 2,
    "category_options": [
      {
        "name": "Plumbing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (1).",
        "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
        "fully_qualified_name": "Building Materials:Plumbing",
        "quickbooks_account_id": "113",
        "vendor_expense_category_id": "cmp1bax1s002m13pfs5gclly7"
      },
      {
        "name": "Plumbing",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Plumbing (35).",
        "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
        "fully_qualified_name": "Building Services:Plumbing",
        "quickbooks_account_id": "136",
        "vendor_expense_category_id": "cmp1bax47002o13pfimzofqof"
      }
    ],
    "expense_category_id": null,
    "normalized_alias_key": "dlm plumbing",
    "quickbooks_vendor_id": "19",
    "quickbooks_account_id": null,
    "default_expense_account": null,
    "invoice_processing_notes": null,
    "missing_category_options": false
  },
  "category_selection": {
    "reason": "The invoice from DLM Plumbing covers both materials and services (installation, final inspection) for the Lakeview Drive project. The line item explicitly states 'materials and services provided' with everything installed and inspected, indicating a combined labor/service engagement. The Building Services:Plumbing category (quickbooks_account_id=136, 35 historical mappings) is the stronger match over Building Materials:Plumbing (quickbooks_account_id=113, 1 historical mapping), as the dominant nature of the charge reflects a plumbing service/contractor engagement rather than a materials-only purchase.",
    "confidence": 0.85,
    "category_name": "Plumbing",
    "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "quickbooks_account_id": "136",
    "selected_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "selected_expense_category_name": "Plumbing"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "19",
    "quickbooks_account_id": "136",
    "existing_quickbooks_bill_id": "333"
  },
  "duplicate_bill": {
    "path": "multi_category_direct_duplicate",
    "invoice_number": "1775",
    "existing_quickbooks_bill_id": "333"
  }
}

Raw payload

{
  "run_id": "run_d117948ad0ec46ec87f05b9be67f78c8",
  "source": "make.com",
  "run_key": "05-12-2026-037",
  "make_trace_id": "make-20260512_020557_528",
  "source_file_name": "Invoice_1775_from_DLM_Plumbing.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Invoice_1775_from_DLM_Plumbing.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABg_A",
  "source_dropbox_rev": "01651997e68a4b700000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "3f28a81ee1636a408d223747b2cf24ff0efa894ca4e390df80542c4f1314f381",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Invoice_1775_from_DLM_Plumbing.pdf",
  "multi_invoice_group_id": "bill_61c1662c12f64eca8a43fe20867ee1a3",
  "processing_dropbox_rev": "016519988640fcb00000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice PDF. Clear and legible document with no OCR concerns.",
    "invoices": [
      {
        "tax": 0,
        "notes": "This is the remaining balance invoice referencing original bid #1338 with a total bid amount of $10,541.00. Job address is 5503 Lakeview Drive, Edina, MN. Billed to Jkath at 1408 Northland Drive, Suite 304, Mendota Heights, MN 55120. An 8% late fee applies after 30 days from billing date.",
        "terms": "Net 15",
        "total": 2108.2,
        "due_date": "2025-04-01",
        "shipping": 0,
        "subtotal": 2108.2,
        "confidence": {
          "total": 1,
          "vendor_name": 1,
          "invoice_date": 1,
          "project_name": 1,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": null,
            "amount": 2108.2,
            "unit_price": null,
            "description": "Bid 1338 - Remaining balance of original bid amount of $10,541.00 for materials and services provided. Everything is installed and working as it should be. Final inspection has been completed."
          }
        ],
        "vendor_name": "DLM Plumbing",
        "invoice_date": "2025-03-17",
        "project_name": "Lakeview Drive",
        "document_type": "invoice",
        "invoice_number": "1775",
        "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": "Invoice_1775_from_DLM_Plumbing.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Invoice_1775_from_DLM_Plumbing.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Invoice_1775_from_DLM_Plumbing.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "2108.20",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-16",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-037-INV-011",
  "vendor_name": "DLM Plumbing",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3204",
  "invoice_date": "2025-03-17",
  "vendor_terms": "Net 15",
  "make_trace_id": "make-20260512_020557_528",
  "output_tokens": "438",
  "bill_import_id": "bill_61c1662c12f64eca8a43fe20867ee1a3",
  "invoice_number": "1775",
  "vendor_due_date": "2025-04-01",
  "source_file_name": "Invoice_1775_from_DLM_Plumbing.pdf",
  "claude_message_id": "msg_01N5SZqnuKEvhfdX1BNiyWfb",
  "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_46f2641117bd4272a26bb9af561884d4",
  "vendor_id": "vend_32904b9a2da2434fb34f07c541e1995a",
  "process_key": "05-12-2026-037-INV-011",
  "vendor_name": "DLM Plumbing",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_61c1662c12f64eca8a43fe20867ee1a3",
  "canonical_name": "DLM Plumbing",
  "category_count": 2,
  "invoice_number": "1775",
  "category_options": [
    {
      "name": "Plumbing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Plumbing (1).",
      "expense_category_id": "cat_173f2c1a36d74231bf0b9d9c755c7b0d",
      "fully_qualified_name": "Building Materials:Plumbing",
      "quickbooks_account_id": "113",
      "vendor_expense_category_id": "cmp1bax1s002m13pfs5gclly7"
    },
    {
      "name": "Plumbing",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Plumbing (35).",
      "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
      "fully_qualified_name": "Building Services:Plumbing",
      "quickbooks_account_id": "136",
      "vendor_expense_category_id": "cmp1bax47002o13pfimzofqof"
    }
  ],
  "source_file_name": "Invoice_1775_from_DLM_Plumbing.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "dlm plumbing",
  "quickbooks_vendor_id": "19",
  "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": "05-12-2026-037-INV-011",
  "vendor_name": "DLM Plumbing",
  "category_name": "Plumbing",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_61c1662c12f64eca8a43fe20867ee1a3",
  "source_file_name": "Invoice_1775_from_DLM_Plumbing.pdf",
  "selection_payload": {
    "reason": "The invoice from DLM Plumbing covers both materials and services (installation, final inspection) for the Lakeview Drive project. The line item explicitly states 'materials and services provided' with everything installed and inspected, indicating a combined labor/service engagement. The Building Services:Plumbing category (quickbooks_account_id=136, 35 historical mappings) is the stronger match over Building Materials:Plumbing (quickbooks_account_id=113, 1 historical mapping), as the dominant nature of the charge reflects a plumbing service/contractor engagement rather than a materials-only purchase.",
    "confidence": 0.85,
    "selected_expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
    "selected_expense_category_name": "Plumbing"
  },
  "expense_category_id": "cat_f04b0af5b00a42c3a31351bad4d75f5d",
  "quickbooks_account_id": "136"
}

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": "05-12-2026-037-INV-011",
  "vendor_name": "DLM Plumbing",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_61c1662c12f64eca8a43fe20867ee1a3",
  "invoice_number": "1775",
  "source_file_name": "Invoice_1775_from_DLM_Plumbing.pdf",
  "quickbooks_vendor_id": "19",
  "quickbooks_account_id": "136",
  "existing_quickbooks_bill_id": "333"
}

Time

05/12/2026

Event

DUPLICATE FOUND

Message

Duplicate QuickBooks Bill found.

Payload
{
  "path": "multi_category_direct_duplicate",
  "message": "Duplicate QuickBooks Bill found; no new Bill was created.",
  "process_key": "05-12-2026-037-INV-011",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_61c1662c12f64eca8a43fe20867ee1a3",
  "final_file_name": "Invoice_1775_from_DLM_Plumbing_DUPLICATE-BILL.pdf",
  "source_file_name": "Invoice_1775_from_DLM_Plumbing.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/9caya6yflpy9pp5hgdi4o/Invoice_1775_from_DLM_Plumbing_DUPLICATE-BILL.pdf?rlkey=lqlazbhbc8df9hv1ahryasifb&dl=0",
  "quickbooks_payload": {
    "path": "multi_category_direct_duplicate",
    "invoice_number": "1775",
    "existing_quickbooks_bill_id": "333"
  },
  "existing_quickbooks_bill_id": "333"
}