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"
}