JkathBusiness Portal

Invoice Record

05-12-2026-049-INV-001

Acme Tools
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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

ACME-NOTES-9002

Total

$75.00

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
421

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
05-12-2026-049-INV-001
Run ID
05-12-2026-049
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf
Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Printed total on invoice is $80.00. Per vendor-specific portal processing notes for Acme Tools, the printed total is always $5.00 higher than the correct line-item total. Line-item sum is $75.00 (subtotal $75.00 + tax $0.00 + shipping $0.00 = $75.00), which is exactly $5.00 less than the printed total of $80.00. Applying vendor rule: using line-item calculated total of $75.00 as the invoice total. Due date calculated as invoice date + 30 days per Net 30 terms.",
  "terms": "Net 30",
  "total": 75,
  "due_date": "2026-06-11",
  "shipping": 0,
  "subtotal": 75,
  "confidence": {
    "total": 0.95,
    "vendor_name": 1,
    "invoice_date": 1,
    "project_name": 1,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": 1,
      "amount": 50,
      "unit_price": 50,
      "description": "Cordless Drill Bit Set"
    },
    {
      "qty": 1,
      "amount": 25,
      "unit_price": 25,
      "description": "Jobsite Saw Blades"
    }
  ],
  "vendor_name": "Acme Tools",
  "invoice_date": "2026-05-12",
  "project_name": "Portal Automation Test",
  "document_type": "invoice",
  "invoice_number": "ACME-NOTES-9002",
  "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": "Temporary test note: Acme Tools invoice printed totals are always $5.00 higher than the correct line-item total. For Acme Tools only, when the printed total is exactly $5.00 higher than subtotal + tax + shipping or the sum of line items, use the line-item calculated total as the invoice total, keep confidence.total high, and allow processing to continue.",
    "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": "75.00",
    "due_date": "2026-06-11",
    "doc_number": "ACME-NOTES-9002",
    "vendor_ref": "9",
    "account_ref": "116",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "421",
    "resolved_expense_category_id": "cat_b6774fca4dc2443c919a6c6a3e2bfadc"
  },
  "attachment_uploaded": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "421"
  }
}

Raw payload

{
  "run_id": "run_57d3bd16e34c41aa90cc9018202256a3",
  "source": "make.com",
  "run_key": "05-12-2026-049",
  "make_trace_id": "make-20260512_133429_995",
  "source_file_name": "ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABqAA",
  "source_dropbox_rev": "01651a31cb06b9100000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "081d53476cfd5b8fad93a6427a955027274196a587bcfbb4549d5f3001168450",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "multi_invoice_group_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "processing_dropbox_rev": "01651a31d3b77b800000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice document. Acme Tools vendor-specific note confirmed and applied: printed total ($80.00) was exactly $5.00 higher than the line-item calculated total ($75.00); correct total of $75.00 used per portal vendor processing instructions.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Printed total on invoice is $80.00. Per vendor-specific portal processing notes for Acme Tools, the printed total is always $5.00 higher than the correct line-item total. Line-item sum is $75.00 (subtotal $75.00 + tax $0.00 + shipping $0.00 = $75.00), which is exactly $5.00 less than the printed total of $80.00. Applying vendor rule: using line-item calculated total of $75.00 as the invoice total. Due date calculated as invoice date + 30 days per Net 30 terms.",
        "terms": "Net 30",
        "total": 75,
        "due_date": "2026-06-11",
        "shipping": 0,
        "subtotal": 75,
        "confidence": {
          "total": 0.95,
          "vendor_name": 1,
          "invoice_date": 1,
          "project_name": 1,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": 1,
            "amount": 50,
            "unit_price": 50,
            "description": "Cordless Drill Bit Set"
          },
          {
            "qty": 1,
            "amount": 25,
            "unit_price": 25,
            "description": "Jobsite Saw Blades"
          }
        ],
        "vendor_name": "Acme Tools",
        "invoice_date": "2026-05-12",
        "project_name": "Portal Automation Test",
        "document_type": "invoice",
        "invoice_number": "ACME-NOTES-9002",
        "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_TEST_VENDOR_NOTES_9002.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf"
}

Time

05/12/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup matched a portal vendor.

Payload
{
  "found": true,
  "phase": "early_vendor_resolution",
  "message": "Early vendor lookup before full invoice extraction.",
  "alias_id": "cmp1abenu004gagtbbliq4o2n",
  "vendor_id": "vend_4dd5c99ca1f0435187d72a648f35209d",
  "process_key": "05-12-2026-049-INV-001",
  "vendor_name": "Acme Tools",
  "make_trace_id": "make-20260512_133429_995",
  "bill_import_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "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"
    }
  ],
  "source_file_name": "ACME_TOOLS_TEST_VENDOR_NOTES_9002.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",
  "preliminary_vendor_name": "Acme Tools",
  "missing_category_options": false,
  "preliminary_vendor_notes": "Vendor name explicitly stated at the top of the invoice as 'Vendor: Acme Tools' and in the remit-to address.",
  "preliminary_vendor_confidence": "0.99"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "75.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2026-06-11",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-049-INV-001",
  "vendor_name": "Acme Tools",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3606",
  "invoice_date": "2026-05-12",
  "vendor_terms": "Net 30",
  "make_trace_id": "make-20260512_133429_995",
  "output_tokens": "527",
  "bill_import_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "invoice_number": "ACME-NOTES-9002",
  "vendor_due_date": "2026-06-11",
  "source_file_name": "ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "claude_message_id": "msg_01RLD36WMQbyamwzgU341tWg",
  "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": "05-12-2026-049-INV-001",
  "vendor_name": "Acme Tools",
  "make_trace_id": "make-20260512_133429_995",
  "bill_import_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "canonical_name": "Acme Tools",
  "category_count": 1,
  "invoice_number": "ACME-NOTES-9002",
  "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_TEST_VENDOR_NOTES_9002.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": "05-12-2026-049-INV-001",
  "vendor_name": "Acme Tools",
  "make_trace_id": "make-20260512_133429_995",
  "bill_import_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "invoice_number": "ACME-NOTES-9002",
  "source_file_name": "ACME_TOOLS_TEST_VENDOR_NOTES_9002.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": "05-12-2026-049-INV-001",
  "make_trace_id": "make-20260512_133429_995",
  "bill_import_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "source_file_name": "ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "quickbooks_bill_id": "421",
  "quickbooks_payload": {
    "path": "single_category_direct",
    "total": "75.00",
    "due_date": "2026-06-11",
    "doc_number": "ACME-NOTES-9002",
    "vendor_ref": "9",
    "account_ref": "116",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "421"
  },
  "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": "05-12-2026-049-INV-001",
  "make_trace_id": "make-20260512_133429_995",
  "bill_import_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "source_file_name": "ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "attachment_payload": {
    "path": "single_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "421"
  },
  "quickbooks_bill_id": "421"
}

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": "05-12-2026-049-INV-001",
  "make_trace_id": "make-20260512_133429_995",
  "bill_import_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b",
  "final_file_name": "AcmeTools_INV-ACME-NOTES-9002.pdf",
  "source_file_name": "ACME_TOOLS_TEST_VENDOR_NOTES_9002.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/87ui9d4gli1a9c5z9w0xw/AcmeTools_INV-ACME-NOTES-9002.pdf?rlkey=pnu20rjdtquajmwimxoem5p20&dl=0",
  "quickbooks_bill_id": "421",
  "multi_invoice_group_id": "bill_d5e50a210c2b457baa6ef3757d4d2d8b"
}