Invoice Record

05-12-2026-043-INV-001

Acme Tools

Back to vendor

Bill Created Successfully

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

View Bill in QB View Invoice in Dropbox

Status

Created in QB

Invoice

STMT-TEST-20260512-002

Total

$346.50

Invoice data

Detected vendor: Acme Tools
Matched vendor: Acme Tools
Matched alias: Acme Tools
Category: Building Materials:Tools
Category method: Single assignable category
Invoice date: 05/12/2026
Due date: 06/11/2026
Vendor terms: Net 30
Jkath terms: Net 30
QB Bill ID: 417

Category reason

Vendor has exactly one assignable expense category, so the category was assigned without a Claude category-selection call.

File result

Final file: AcmeTools_INV-STMT-TEST-20260512-002.pdf
Outcome: processed
Details: QuickBooks Bill created successfully. Source file attached to the Bill.

View Bill in QuickBooks View Invoice in Dropbox

Processing Context

Invoice ID: 05-12-2026-043-INV-001
Run ID: 05-12-2026-043
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: Acme Tools Long Statement STMT-TEST-20260512-002.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Statement number STMT-TEST-20260512-002 is noted on the document as intentionally exceeding QuickBooks field length; downstream system should truncate as needed. Document explicitly states it is billable. Billed to J Kath Design Build.",
  "terms": "Net 30",
  "total": 346.5,
  "due_date": "2026-06-11",
  "shipping": 0,
  "subtotal": 346.5,
  "confidence": {
    "total": 0.99,
    "vendor_name": 0.99,
    "invoice_date": 0.99,
    "project_name": 0.99,
    "invoice_number": 0.99
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 346.5,
      "unit_price": 346.5,
      "description": "Long invoice number truncation test supplies"
    }
  ],
  "vendor_name": "Acme Tools",
  "invoice_date": "2026-05-12",
  "project_name": "Portal Automation Long Number Test",
  "document_type": "statement",
  "invoice_number": "STMT-TEST-20260512-002",
  "is_billable_invoice": true
}

Vendor match payload

{
  "alias_lookup": {
    "found": true,
    "alias_id": "cmp1abenu004gagtbbliq4o2n",
    "vendor_id": "vend_4dd5c99ca1f0435187d72a648f35209d",
    "alias_name": "Acme Tools",
    "canonical_name": "Acme Tools",
    "category_count": 1,
    "category_options": [
      {
        "name": "Tools",
        "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Tools (5).",
        "expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
        "fully_qualified_name": "Building Materials:Tools",
        "quickbooks_account_id": "116",
        "vendor_expense_category_id": "cmp1baxjv002w13pfszafvb4w"
      }
    ],
    "expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
    "normalized_alias_key": "acme tools",
    "quickbooks_vendor_id": "9",
    "quickbooks_account_id": "116",
    "default_expense_account": "Tools",
    "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": "Tools",
    "expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
    "quickbooks_account_id": "116",
    "selected_expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
    "selected_expense_category_name": "Tools"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "9",
    "quickbooks_account_id": "116",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "single_category_direct",
    "total": "346.50",
    "due_date": "2026-06-11",
    "doc_number": "STMT-TEST-20260512-00",
    "vendor_ref": "9",
    "account_ref": "116",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "417",
    "resolved_expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "417"
  }
}

Raw payload

{
  "run_id": "run_6c3f3625a4af463f97d0f11e290b5515",
  "source": "make.com",
  "run_key": "05-12-2026-043",
  "make_trace_id": "make-20260512_094605_953",
  "source_file_name": "Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABp_Q",
  "source_dropbox_rev": "016519feb287df200000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "0ca3225f6e53de022829b4ae984341b68a2c102cded18c2e989be64cc2999e51",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "multi_invoice_group_id": "bill_7a788f5a843d40bb915ef794abcbde6e",
  "processing_dropbox_rev": "016519fec68535800000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single vendor statement from Acme Tools. The statement number intentionally exceeds QuickBooks character limits per the document's own notation; the automation workflow should handle truncation. No multiple invoices present.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Statement number STMT-TEST-20260512-002 is noted on the document as intentionally exceeding QuickBooks field length; downstream system should truncate as needed. Document explicitly states it is billable. Billed to J Kath Design Build.",
        "terms": "Net 30",
        "total": 346.5,
        "due_date": "2026-06-11",
        "shipping": 0,
        "subtotal": 346.5,
        "confidence": {
          "total": 0.99,
          "vendor_name": 0.99,
          "invoice_date": 0.99,
          "project_name": 0.99,
          "invoice_number": 0.99
        },
        "line_items": [
          {
            "qty": 1,
            "amount": 346.5,
            "unit_price": 346.5,
            "description": "Long invoice number truncation test supplies"
          }
        ],
        "vendor_name": "Acme Tools",
        "invoice_date": "2026-05-12",
        "project_name": "Portal Automation Long Number Test",
        "document_type": "statement",
        "invoice_number": "STMT-TEST-20260512-002",
        "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": "Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Acme Tools Long Statement STMT-TEST-20260512-002.pdf"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "346.50",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2026-06-11",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-043-INV-001",
  "vendor_name": "Acme Tools",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3244",
  "invoice_date": "2026-05-12",
  "vendor_terms": "Net 30",
  "make_trace_id": "make-20260512_094605_953",
  "output_tokens": "408",
  "bill_import_id": "bill_7a788f5a843d40bb915ef794abcbde6e",
  "invoice_number": "STMT-TEST-20260512-002",
  "vendor_due_date": "2026-06-11",
  "source_file_name": "Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "claude_message_id": "msg_01WgetoJMBFtGvv4soKq3DJc",
  "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": "cmp1abenu004gagtbbliq4o2n",
  "vendor_id": "vend_4dd5c99ca1f0435187d72a648f35209d",
  "process_key": "05-12-2026-043-INV-001",
  "vendor_name": "Acme Tools",
  "make_trace_id": "make-20260512_094605_953",
  "bill_import_id": "bill_7a788f5a843d40bb915ef794abcbde6e",
  "canonical_name": "Acme Tools",
  "category_count": 1,
  "invoice_number": "STMT-TEST-20260512-002",
  "category_options": [
    {
      "name": "Tools",
      "notes": "Mapped from JKath historical QuickBooks export: Building Materials:Tools (5).",
      "expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
      "fully_qualified_name": "Building Materials:Tools",
      "quickbooks_account_id": "116",
      "vendor_expense_category_id": "cmp1baxjv002w13pfszafvb4w"
    }
  ],
  "source_file_name": "Acme Tools Long Statement STMT-TEST-20260512-002.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": "Tools",
    "expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
    "quickbooks_account_id": "116",
    "selected_expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
    "selected_expense_category_name": "Tools"
  },
  "expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc",
  "normalized_alias_key": "acme tools",
  "quickbooks_vendor_id": "9",
  "default_expense_account": "Tools",
  "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": "05-12-2026-043-INV-001",
  "vendor_name": "Acme Tools",
  "make_trace_id": "make-20260512_094605_953",
  "bill_import_id": "bill_7a788f5a843d40bb915ef794abcbde6e",
  "invoice_number": "STMT-TEST-20260512-002",
  "source_file_name": "Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "quickbooks_vendor_id": "9",
  "quickbooks_account_id": "116",
  "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": "05-12-2026-043-INV-001",
  "make_trace_id": "make-20260512_094605_953",
  "bill_import_id": "bill_7a788f5a843d40bb915ef794abcbde6e",
  "source_file_name": "Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "quickbooks_bill_id": "417",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "346.50",
    "due_date": "2026-06-11",
    "doc_number": "STMT-TEST-20260512-00",
    "vendor_ref": "9",
    "account_ref": "116",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "417"
  },
  "quickbooks_account_id": "116",
  "resolved_expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc"
}

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": "05-12-2026-043-INV-001",
  "make_trace_id": "make-20260512_094605_953",
  "bill_import_id": "bill_7a788f5a843d40bb915ef794abcbde6e",
  "source_file_name": "Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "417"
  },
  "quickbooks_bill_id": "417"
}

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": "05-12-2026-043-INV-001",
  "make_trace_id": "make-20260512_094605_953",
  "bill_import_id": "bill_7a788f5a843d40bb915ef794abcbde6e",
  "final_file_name": "AcmeTools_INV-STMT-TEST-20260512-002.pdf",
  "source_file_name": "Acme Tools Long Statement STMT-TEST-20260512-002.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/5vdft32cak4kddoq9l9fs/AcmeTools_INV-STMT-TEST-20260512-002.pdf?rlkey=y29z6wh9cy585itnkjicu0nvt&dl=0",
  "quickbooks_bill_id": "417",
  "multi_invoice_group_id": "bill_7a788f5a843d40bb915ef794abcbde6e"
}