JkathBusiness Portal

Invoice Record

05-12-2026-037-INV-013

Hardware Distributors Ltd
Back to vendor

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"
}