JkathBusiness Portal

Invoice Record

05-12-2026-037-INV-013

Hardware Distributors Ltd
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Bill Created Successfully

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

View Bill in QBView Invoice in Dropbox

Status

Created in QB

Invoice

801043195

Total

$1,624.82

Invoice data

Detected vendor
Hardware Distributors
Matched alias
Hardware Distributors
Category
Building Materials:Cabinet Materials
Category method
Single assignable category
Invoice date
04/25/2025
Due date
05/25/2025
Vendor terms
1%-10th Net 30
Jkath terms
Net 30
QB Bill ID
406

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.
View Bill in QuickBooksView Invoice in Dropbox

Processing Context

Invoice ID
05-12-2026-037-INV-013
Run ID
05-12-2026-037
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
HDLInvoice 801043195.pdf
Stored payloads

Claude parse payload

{
  "tax": 122.07,
  "notes": "Two-page invoice. Customer PO No is V036-2 Martin Main Level, used as project name. Freight is $0.00 per invoice summary. Sales tax is $122.07. Nontaxable amount shown as $0.00.",
  "terms": "1%-10th Net 30",
  "total": 1624.82,
  "due_date": "2025-05-30",
  "shipping": 0,
  "subtotal": 1502.75,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0.97,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 20.11,
      "unit_price": 20.11,
      "description": "B563H 3810B - 15 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
    },
    {
      "qty": 22,
      "amount": 393.14,
      "unit_price": 17.87,
      "description": "B563H 4570B - 18 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
    },
    {
      "qty": 24,
      "amount": 441.36,
      "unit_price": 18.39,
      "description": "B563H 5330B - 21 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
    },
    {
      "qty": 100,
      "amount": 5.9,
      "unit_price": 0.059,
      "description": "THB6144 - 5mm Spoon Shelf Support NICKEL"
    },
    {
      "qty": 23,
      "amount": 105.34,
      "unit_price": 4.58,
      "description": "B071B3790 - 110 Inset Soft Close Inserta PADS"
    },
    {
      "qty": 12,
      "amount": 67.68,
      "unit_price": 5.64,
      "description": "B071B9790 - 95 Thick Door Inset SoftCl Inserta PADS"
    },
    {
      "qty": 23,
      "amount": 64.86,
      "unit_price": 2.82,
      "description": "B071T3790 - 110 Inset Self Close Inserta PADS"
    },
    {
      "qty": 12,
      "amount": 39.48,
      "unit_price": 3.29,
      "description": "B071T9790B - 95 Thick Door Inset SelfCl Inserta PADS"
    },
    {
      "qty": 14,
      "amount": 29.4,
      "unit_price": 2.1,
      "description": "B173H9100.12 - 19mm WingPlate Vert-Cam No.7 screw 2-7X58F NI"
    },
    {
      "qty": 56,
      "amount": 47.6,
      "unit_price": 0.85,
      "description": "B175H910 - 0mm Plate No.7wood or SystemScrew 2-7X58F NI"
    },
    {
      "qty": 112,
      "amount": 11.42,
      "unit_price": 0.102,
      "description": "3MSJ5312 - Bumper Pad 1/8in x 1/2in dia CLEAR"
    },
    {
      "qty": 5,
      "amount": 12.7,
      "unit_price": 2.54,
      "description": "BT51.1801 - Tndm Lock Device Standard L/R ASBLY L/R & 4-7X12PZC"
    },
    {
      "qty": 42,
      "amount": 263.76,
      "unit_price": 6.28,
      "description": "BT51.1901 PS - TandemINSET LockingDevice L/R ASBLY L/R & 4-6X58F NI"
    }
  ],
  "vendor_name": "Hardware Distributors",
  "invoice_date": "2025-04-25",
  "project_name": "V036-2 Martin Main Level",
  "document_type": "invoice",
  "invoice_number": "801043195",
  "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": "1624.82",
    "due_date": "2025-05-25",
    "doc_number": "801043195",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "406",
    "resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "406"
  }
}

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": "HDLInvoice 801043195.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801043195.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABg_g",
  "source_dropbox_rev": "01651997e6cf87700000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "f76c628cce3cf941b171d0bfd4d6d2fc2b2d559638dd40ac2d23727d77c0c18a",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801043195.pdf",
  "multi_invoice_group_id": "bill_123d18d3979b46bc8a817c93094e062c",
  "processing_dropbox_rev": "01651998a3710a700000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice spanning two pages (page 1/2 and 2/2), invoice number 801043195. All line items and totals extracted successfully.",
    "invoices": [
      {
        "tax": 122.07,
        "notes": "Two-page invoice. Customer PO No is V036-2 Martin Main Level, used as project name. Freight is $0.00 per invoice summary. Sales tax is $122.07. Nontaxable amount shown as $0.00.",
        "terms": "1%-10th Net 30",
        "total": 1624.82,
        "due_date": "2025-05-30",
        "shipping": 0,
        "subtotal": 1502.75,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.99,
          "invoice_date": 0.99,
          "project_name": 0.97,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": 1,
            "amount": 20.11,
            "unit_price": 20.11,
            "description": "B563H 3810B - 15 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
          },
          {
            "qty": 22,
            "amount": 393.14,
            "unit_price": 17.87,
            "description": "B563H 4570B - 18 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
          },
          {
            "qty": 24,
            "amount": 441.36,
            "unit_price": 18.39,
            "description": "B563H 5330B - 21 Tndm SoftCl 5/8mat Fullext 100lb 6-7X58F NI"
          },
          {
            "qty": 100,
            "amount": 5.9,
            "unit_price": 0.059,
            "description": "THB6144 - 5mm Spoon Shelf Support NICKEL"
          },
          {
            "qty": 23,
            "amount": 105.34,
            "unit_price": 4.58,
            "description": "B071B3790 - 110 Inset Soft Close Inserta PADS"
          },
          {
            "qty": 12,
            "amount": 67.68,
            "unit_price": 5.64,
            "description": "B071B9790 - 95 Thick Door Inset SoftCl Inserta PADS"
          },
          {
            "qty": 23,
            "amount": 64.86,
            "unit_price": 2.82,
            "description": "B071T3790 - 110 Inset Self Close Inserta PADS"
          },
          {
            "qty": 12,
            "amount": 39.48,
            "unit_price": 3.29,
            "description": "B071T9790B - 95 Thick Door Inset SelfCl Inserta PADS"
          },
          {
            "qty": 14,
            "amount": 29.4,
            "unit_price": 2.1,
            "description": "B173H9100.12 - 19mm WingPlate Vert-Cam No.7 screw 2-7X58F NI"
          },
          {
            "qty": 56,
            "amount": 47.6,
            "unit_price": 0.85,
            "description": "B175H910 - 0mm Plate No.7wood or SystemScrew 2-7X58F NI"
          },
          {
            "qty": 112,
            "amount": 11.42,
            "unit_price": 0.102,
            "description": "3MSJ5312 - Bumper Pad 1/8in x 1/2in dia CLEAR"
          },
          {
            "qty": 5,
            "amount": 12.7,
            "unit_price": 2.54,
            "description": "BT51.1801 - Tndm Lock Device Standard L/R ASBLY L/R & 4-7X12PZC"
          },
          {
            "qty": 42,
            "amount": 263.76,
            "unit_price": 6.28,
            "description": "BT51.1901 PS - TandemINSET LockingDevice L/R ASBLY L/R & 4-6X58F NI"
          }
        ],
        "vendor_name": "Hardware Distributors",
        "invoice_date": "2025-04-25",
        "project_name": "V036-2 Martin Main Level",
        "document_type": "invoice",
        "invoice_number": "801043195",
        "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 801043195.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801043195.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801043195.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "1624.82",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-05-25",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-037-INV-013",
  "vendor_name": "Hardware Distributors",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "5742",
  "invoice_date": "2025-04-25",
  "vendor_terms": "1%-10th Net 30",
  "make_trace_id": "make-20260512_020557_528",
  "output_tokens": "1190",
  "bill_import_id": "bill_123d18d3979b46bc8a817c93094e062c",
  "invoice_number": "801043195",
  "vendor_due_date": "2025-05-30",
  "source_file_name": "HDLInvoice 801043195.pdf",
  "claude_message_id": "msg_01Ra4Szzhi2DkK5tz4fmxEF8",
  "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": "05-12-2026-037-INV-013",
  "vendor_name": "Hardware Distributors",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_123d18d3979b46bc8a817c93094e062c",
  "canonical_name": "Hardware Distributors Ltd",
  "category_count": 1,
  "invoice_number": "801043195",
  "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 801043195.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": "05-12-2026-037-INV-013",
  "vendor_name": "Hardware Distributors Ltd",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_123d18d3979b46bc8a817c93094e062c",
  "invoice_number": "801043195",
  "source_file_name": "HDLInvoice 801043195.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": "05-12-2026-037-INV-013",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_123d18d3979b46bc8a817c93094e062c",
  "source_file_name": "HDLInvoice 801043195.pdf",
  "quickbooks_bill_id": "406",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "1624.82",
    "due_date": "2025-05-25",
    "doc_number": "801043195",
    "vendor_ref": "2",
    "account_ref": "105",
    "jkath_terms": "Net 30",
    "vendor_terms": "1%-10th Net 30",
    "quickbooks_bill_id": "406"
  },
  "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": "05-12-2026-037-INV-013",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_123d18d3979b46bc8a817c93094e062c",
  "source_file_name": "HDLInvoice 801043195.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "406"
  },
  "quickbooks_bill_id": "406"
}

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": "05-12-2026-037-INV-013",
  "make_trace_id": "make-20260512_020557_528",
  "bill_import_id": "bill_123d18d3979b46bc8a817c93094e062c",
  "final_file_name": "HardwareDistributorsLtd_INV-801043195.pdf",
  "source_file_name": "HDLInvoice 801043195.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/72xaewlh8uhwxgjd0vp2f/HardwareDistributorsLtd_INV-801043195.pdf?rlkey=x1riskxv1wbdpxzhqkonka2jo&dl=0",
  "quickbooks_bill_id": "406",
  "multi_invoice_group_id": "bill_123d18d3979b46bc8a817c93094e062c"
}