Needs Review
Document needs human review before bill creation. Reason: Invoice total is exactly $0.00, so QuickBooks transaction creation is skipped until a human confirms how to handle the zero-dollar vendor document.
Status
Needs review
Invoice
Not set
Total
Not set
Invoice data
- Detected vendor
- Not parsed
- Matched vendor
- Ruiz Painting LLC
- Matched alias
- Ruiz Painting LLC
- Category
- Not assigned
- Category method
- Not selected
- Invoice date
- Not set
- Due date
- Not set
- Vendor terms
- Not set
- Jkath terms
- Net 30
- QB Transaction ID
- Not created
File result
- Final file
- Not finalized
- Outcome
- needs_review
- Details
- Document needs human review before bill creation. Reason: Invoice total is exactly $0.00, so QuickBooks transaction creation is skipped until a human confirms how to handle the zero-dollar vendor document.
Processing Context
- Invoice ID
- 05-12-2026-055-INV-002
- Run ID
- 05-12-2026-055
- Source folder
- /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
- Source file
- Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf
Stored payloads
Claude parse payload
No payload stored.
Vendor match payload
{
"alias_lookup": {
"found": true,
"alias_id": "cmp1abgyc0068agtbmw3bk4pz",
"vendor_id": "vend_b9fde06fd72d49f5adf6384719b37923",
"alias_name": "Ruiz Painting LLC",
"canonical_name": "Ruiz Painting LLC",
"category_count": 3,
"category_options": [
{
"name": "Demolition",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Demolition (1).",
"expense_category_id": "cat_021f38de79874d818ff5b224551d5f6e",
"fully_qualified_name": "Building Services:Demolition",
"quickbooks_account_id": "122",
"vendor_expense_category_id": "cmp1bazj5004013pffnba5vq3"
},
{
"name": "Drywall & Taping",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Drywall & Taping (28).",
"expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
"fully_qualified_name": "Building Services:Drywall & Taping",
"quickbooks_account_id": "123",
"vendor_expense_category_id": "cmp1bazlu004213pfwclbkf9u"
},
{
"name": "Painting",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Painting (13).",
"expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
"fully_qualified_name": "Building Services:Painting",
"quickbooks_account_id": "134",
"vendor_expense_category_id": "cmp1bazoa004413pf5sxkd2jk"
}
],
"expense_category_id": null,
"normalized_alias_key": "ruiz painting llc",
"quickbooks_vendor_id": "59",
"quickbooks_account_id": null,
"default_expense_account": null,
"invoice_processing_notes": "These invoices often contain \"#VALUE!\" in the \"Total\" section. If this is the case, use the number in the \"Amount\" section as the total.",
"missing_category_options": false
}
}QB payload
No payload stored.
Raw payload
{
"run_id": "run_d4e42cc4ca834c4092b0f536ff0cebbf",
"source": "make.com",
"run_key": "05-12-2026-055",
"make_trace_id": "make-20260512_154444_332",
"source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
"source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABjcA",
"source_dropbox_rev": "01651a4ee6b91d700000003549f4393",
"source_content_hash": "105599a7b238a29470372f777a8cf77d3962f1e60c0584fd43f6e181fc6f636b",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
"processing_dropbox_rev": "01651a4f028aca400000003549f4393"
}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": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
"source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
"processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.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": "cmp1abgyc0068agtbmw3bk4pz",
"vendor_id": "vend_b9fde06fd72d49f5adf6384719b37923",
"process_key": "05-12-2026-055-INV-002",
"vendor_name": "Ruiz Painting LLC",
"make_trace_id": "make-20260512_154444_332",
"bill_import_id": "bill_015050c5001b4717806a35aaf971a37a",
"canonical_name": "Ruiz Painting LLC",
"category_count": 3,
"category_options": [
{
"name": "Demolition",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Demolition (1).",
"expense_category_id": "cat_021f38de79874d818ff5b224551d5f6e",
"fully_qualified_name": "Building Services:Demolition",
"quickbooks_account_id": "122",
"vendor_expense_category_id": "cmp1bazj5004013pffnba5vq3"
},
{
"name": "Drywall & Taping",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Drywall & Taping (28).",
"expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
"fully_qualified_name": "Building Services:Drywall & Taping",
"quickbooks_account_id": "123",
"vendor_expense_category_id": "cmp1bazlu004213pfwclbkf9u"
},
{
"name": "Painting",
"notes": "Mapped from JKath historical QuickBooks export: Building Services:Painting (13).",
"expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
"fully_qualified_name": "Building Services:Painting",
"quickbooks_account_id": "134",
"vendor_expense_category_id": "cmp1bazoa004413pf5sxkd2jk"
}
],
"source_file_name": "Ruiz Copy of 2258 Saint Clair ave St. Paul Mn_VALIDATION-FAILED.pdf",
"expense_category_id": null,
"normalized_alias_key": "ruiz painting llc",
"quickbooks_vendor_id": "59",
"default_expense_account": null,
"preliminary_vendor_name": "Ruiz Painting LLC",
"missing_category_options": false,
"preliminary_vendor_notes": "Vendor name clearly stated at top left of invoice as 'Ruiz painting llc'; normalized to title case with standard LLC suffix.",
"preliminary_vendor_confidence": "0.98"
}