JkathBusiness Portal

Invoice Record

05-12-2026-049-INV-001

Acme Tools
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

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"
}