Bill Created Successfully
QuickBooks Bill created successfully. Source file attached to the Bill.
Status
Created in QB
Invoice
801043963
Total
$8.65
Invoice data
- Detected vendor
- Hardware Distributors
- Matched vendor
- Hardware Distributors Ltd
- Matched alias
- Hardware Distributors
- Category
- Building Materials:Cabinet Materials
- Category method
- Single assignable category
- Invoice date
- 04/28/2025
- Due date
- 05/28/2025
- Vendor terms
- 1%-10th Net 30
- Jkath terms
- Net 30
- QB Bill ID
- 409
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
- 05-12-2026-037-INV-018
- 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 801043963.pdf
Stored payloads
Claude parse payload
{
"tax": 0.65,
"notes": "Special order item marked NON-CANCELABLE NON-REFUNDABLE. Contact: Craig Bruno, 951-970-3974, craig@jkath.com. Customer PO: HETTICH S/O. 8-10 week lead time noted. Ship instructions: Bring in to HDL. Line items for SPECIAL ORDER, ETA, and SHIPPING INSTR were zero-dollar informational rows and excluded from line_items.",
"terms": "1%-10th Net 30",
"total": 8.65,
"due_date": "2025-05-30",
"shipping": 0,
"subtotal": 8,
"confidence": {
"total": 0.99,
"vendor_name": 0.99,
"invoice_date": 0.99,
"project_name": 0,
"invoice_number": 0.99
},
"line_items": [
{
"qty": 50,
"amount": 8,
"unit_price": 0.16,
"description": "HETTIC 9076440 - Opening angle limiter for Sensys thin door hinges, Limitation from 110° to 85°, 50/box - Full Boxes Only"
}
],
"vendor_name": "Hardware Distributors",
"invoice_date": "2025-04-28",
"project_name": null,
"document_type": "invoice",
"invoice_number": "801043963",
"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": "8.65",
"due_date": "2025-05-28",
"doc_number": "801043963",
"vendor_ref": "2",
"account_ref": "105",
"jkath_terms": "Net 30",
"vendor_terms": "1%-10th Net 30",
"quickbooks_bill_id": "409",
"resolved_expense_category_id": "cat_8d2d70e75bdd439fb2060c07463e1a62"
},
"attachment_uploaded": {
"path": "single_category_direct",
"file_name": "",
"attachment_id": "",
"quickbooks_bill_id": "409"
}
}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 801043963.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801043963.pdf",
"source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABg4g",
"source_dropbox_rev": "01651997e76aa1c00000003549f4393",
"multi_invoice_count": 1,
"multi_invoice_index": 1,
"source_content_hash": "74fc1b142c399cb032720d2ee31e808de52f0dcbe8e208886e13f031d7bf1f2c",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801043963.pdf",
"multi_invoice_group_id": "bill_cf362fe1612040d386fa4e382326384a",
"processing_dropbox_rev": "01651998fbfb92400000003549f4393",
"multi_invoice_source_payload": {
"notes": "Single invoice in this PDF. Sold to and Ship To are both J KATH LLC, 1408 Northland Dr, STE 304, Mendota Heights MN 55120-1013.",
"invoices": [
{
"tax": 0.65,
"notes": "Special order item marked NON-CANCELABLE NON-REFUNDABLE. Contact: Craig Bruno, 951-970-3974, craig@jkath.com. Customer PO: HETTICH S/O. 8-10 week lead time noted. Ship instructions: Bring in to HDL. Line items for SPECIAL ORDER, ETA, and SHIPPING INSTR were zero-dollar informational rows and excluded from line_items.",
"terms": "1%-10th Net 30",
"total": 8.65,
"due_date": "2025-05-30",
"shipping": 0,
"subtotal": 8,
"confidence": {
"total": 0.99,
"vendor_name": 0.99,
"invoice_date": 0.99,
"project_name": 0,
"invoice_number": 0.99
},
"line_items": [
{
"qty": 50,
"amount": 8,
"unit_price": 0.16,
"description": "HETTIC 9076440 - Opening angle limiter for Sensys thin door hinges, Limitation from 110° to 85°, 50/box - Full Boxes Only"
}
],
"vendor_name": "Hardware Distributors",
"invoice_date": "2025-04-28",
"project_name": null,
"document_type": "invoice",
"invoice_number": "801043963",
"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 801043963.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/HDLInvoice 801043963.pdf",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/HDLInvoice 801043963.pdf"
}Time
05/12/2026
Event
PARSE COMPLETED
Message
Claude extraction parsed and stored.
Payload
{
"total": "8.65",
"message": "Claude extraction parsed and stored.",
"due_date": "2025-05-28",
"jkath_terms": "Net 30",
"process_key": "05-12-2026-037-INV-018",
"vendor_name": "Hardware Distributors",
"claude_model": "claude-sonnet-4-6",
"input_tokens": "3458",
"invoice_date": "2025-04-28",
"vendor_terms": "1%-10th Net 30",
"make_trace_id": "make-20260512_020557_528",
"output_tokens": "484",
"bill_import_id": "bill_cf362fe1612040d386fa4e382326384a",
"invoice_number": "801043963",
"vendor_due_date": "2025-05-30",
"source_file_name": "HDLInvoice 801043963.pdf",
"claude_message_id": "msg_01S5wumyxxWdMbSK3t2XwCnP",
"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-018",
"vendor_name": "Hardware Distributors",
"make_trace_id": "make-20260512_020557_528",
"bill_import_id": "bill_cf362fe1612040d386fa4e382326384a",
"canonical_name": "Hardware Distributors Ltd",
"category_count": 1,
"invoice_number": "801043963",
"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 801043963.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-018",
"vendor_name": "Hardware Distributors Ltd",
"make_trace_id": "make-20260512_020557_528",
"bill_import_id": "bill_cf362fe1612040d386fa4e382326384a",
"invoice_number": "801043963",
"source_file_name": "HDLInvoice 801043963.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-018",
"make_trace_id": "make-20260512_020557_528",
"bill_import_id": "bill_cf362fe1612040d386fa4e382326384a",
"source_file_name": "HDLInvoice 801043963.pdf",
"quickbooks_bill_id": "409",
"quickbooks_payload": {
"path": "single_category_direct",
"total": "8.65",
"due_date": "2025-05-28",
"doc_number": "801043963",
"vendor_ref": "2",
"account_ref": "105",
"jkath_terms": "Net 30",
"vendor_terms": "1%-10th Net 30",
"quickbooks_bill_id": "409"
},
"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-018",
"make_trace_id": "make-20260512_020557_528",
"bill_import_id": "bill_cf362fe1612040d386fa4e382326384a",
"source_file_name": "HDLInvoice 801043963.pdf",
"attachment_payload": {
"path": "single_category_direct",
"file_name": "",
"attachment_id": "",
"quickbooks_bill_id": "409"
},
"quickbooks_bill_id": "409"
}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-018",
"make_trace_id": "make-20260512_020557_528",
"bill_import_id": "bill_cf362fe1612040d386fa4e382326384a",
"final_file_name": "HardwareDistributorsLtd_INV-801043963.pdf",
"source_file_name": "HDLInvoice 801043963.pdf",
"dropbox_shared_url": "https://www.dropbox.com/scl/fi/qmh7fin2je9qv1l8cs4gc/HardwareDistributorsLtd_INV-801043963.pdf?rlkey=3123zsjdj3dvd9cg25qcokk2h&dl=0",
"quickbooks_bill_id": "409",
"multi_invoice_group_id": "bill_cf362fe1612040d386fa4e382326384a"
}