JkathBusiness Portal

Invoice Record

05-12-2026-060-INV-001

Ruiz Painting LLC
Back to run

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

rui-032625-12200

Total

$12,200.00

Invoice data

Detected vendor
Ruiz Painting LLC
Matched vendor
Ruiz Painting LLC
Matched alias
Ruiz Painting LLC
Category
Building Services:Drywall & Taping
Category method
Claude category selection
Invoice date
03/26/2025
Due date
04/25/2025
Vendor terms
Not set
Jkath terms
Net 30
QB Bill ID
423

Category reason

All three line items describe drywall work: hanging 1/2 inch drywall and sanding ready for paint across the basement, main level kitchen, and attic/stairwalls. Despite the vendor name being 'Ruiz Painting LLC', the actual work performed is clearly drywall installation and taping/sanding — not painting. The Drywall & Taping category is the correct match for this scope of work.

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
05-12-2026-060-INV-001
Run ID
05-12-2026-060
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf
Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "No invoice number was printed on the document; invoice_number was generated per missing-number rule. The invoice total field shows '#VALUE!' (spreadsheet formula error); per vendor-specific processing notes, the amount of $12,200.00 from the Amount section was used as the total. Tax rate is 0.00% so sales tax is $0. The main level kitchen and attic/stairwall line items have no separate amounts listed; the single $12,200.00 amount appears to cover all described work. Project name inferred from the bill-to address. Page 2 of the PDF is blank.",
  "terms": null,
  "total": 12200,
  "due_date": null,
  "shipping": 0,
  "subtotal": 12200,
  "confidence": {
    "total": 0.9,
    "vendor_name": 1,
    "invoice_date": 0.95,
    "project_name": 0.8,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": 12200,
      "unit_price": null,
      "description": "Basement small drywall repair hung 1/2 inch; drywall sand ready for paint"
    },
    {
      "qty": null,
      "amount": 0,
      "unit_price": null,
      "description": "Main level kitchen hung 1/2 drywall ceiling and walls; sand ready for paint"
    },
    {
      "qty": null,
      "amount": 0,
      "unit_price": null,
      "description": "Attic and stairwalls hung 1/2 drywall and ceiling; sand ready for paint"
    }
  ],
  "vendor_name": "Ruiz Painting LLC",
  "invoice_date": "2025-03-26",
  "project_name": "2908 43rd Ave S, Minneapolis MN",
  "document_type": "invoice",
  "invoice_number": "rui-032625-12200",
  "is_billable_invoice": true
}

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
  },
  "category_selection": {
    "reason": "All three line items describe drywall work: hanging 1/2 inch drywall and sanding ready for paint across the basement, main level kitchen, and attic/stairwalls. Despite the vendor name being 'Ruiz Painting LLC', the actual work performed is clearly drywall installation and taping/sanding — not painting. The Drywall & Taping category is the correct match for this scope of work.",
    "confidence": 0.97,
    "category_name": "Drywall & Taping",
    "expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
    "quickbooks_account_id": "123",
    "selected_expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
    "selected_expense_category_name": "Drywall & Taping"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "59",
    "quickbooks_account_id": "123",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "12200.00",
    "due_date": "2025-04-25",
    "doc_number": "rui-032625-12200",
    "vendor_ref": "59",
    "account_ref": "123",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "423",
    "resolved_expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "423"
  }
}

Raw payload

{
  "run_id": "run_8d6ba89967d4486a90e84859b1927bc6",
  "source": "make.com",
  "run_key": "05-12-2026-060",
  "make_trace_id": "make-20260512_185905_139",
  "source_file_name": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABikg",
  "source_dropbox_rev": "01651a7a4f6c14f00000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "d5ae788ccb13afb5d4d2a5402b25f058de6718913ef4f745137e124630348202",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "multi_invoice_group_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "processing_dropbox_rev": "01651a7a609627f00000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice document. The PDF contained a spreadsheet-based invoice with a '#VALUE!' error in the Total field. Per vendor-specific processing notes for Ruiz Painting LLC (QuickBooks vendor ID 59), the $12,200.00 amount shown in the Amount column was used as the total. Page 2 is blank.",
    "invoices": [
      {
        "tax": 0,
        "notes": "No invoice number was printed on the document; invoice_number was generated per missing-number rule. The invoice total field shows '#VALUE!' (spreadsheet formula error); per vendor-specific processing notes, the amount of $12,200.00 from the Amount section was used as the total. Tax rate is 0.00% so sales tax is $0. The main level kitchen and attic/stairwall line items have no separate amounts listed; the single $12,200.00 amount appears to cover all described work. Project name inferred from the bill-to address. Page 2 of the PDF is blank.",
        "terms": null,
        "total": 12200,
        "due_date": null,
        "shipping": 0,
        "subtotal": 12200,
        "confidence": {
          "total": 0.9,
          "vendor_name": 1,
          "invoice_date": 0.95,
          "project_name": 0.8,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": null,
            "amount": 12200,
            "unit_price": null,
            "description": "Basement small drywall repair hung 1/2 inch; drywall sand ready for paint"
          },
          {
            "qty": null,
            "amount": 0,
            "unit_price": null,
            "description": "Main level kitchen hung 1/2 drywall ceiling and walls; sand ready for paint"
          },
          {
            "qty": null,
            "amount": 0,
            "unit_price": null,
            "description": "Attic and stairwalls hung 1/2 drywall and ceiling; sand ready for paint"
          }
        ],
        "vendor_name": "Ruiz Painting LLC",
        "invoice_date": "2025-03-26",
        "project_name": "2908 43rd Ave S, Minneapolis MN",
        "document_type": "invoice",
        "invoice_number": "rui-032625-12200",
        "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": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Copy of 2908 43rd ave s mineapolis 55406_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": "05-12-2026-060-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "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": "Copy of 2908 43rd ave s mineapolis 55406_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 printed at top left of invoice as 'Ruiz painting llc'; normalized to title case with standard LLC suffix.",
  "preliminary_vendor_confidence": "0.97"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "12200.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-25",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-060-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "5127",
  "invoice_date": "2025-03-26",
  "vendor_terms": null,
  "make_trace_id": "make-20260512_185905_139",
  "output_tokens": "642",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "invoice_number": "rui-032625-12200",
  "vendor_due_date": null,
  "source_file_name": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "claude_message_id": "msg_01U8fA9bsLc8cuVh84JX2Jju",
  "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": "cmp1abgyc0068agtbmw3bk4pz",
  "vendor_id": "vend_b9fde06fd72d49f5adf6384719b37923",
  "process_key": "05-12-2026-060-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "canonical_name": "Ruiz Painting LLC",
  "category_count": 3,
  "invoice_number": "rui-032625-12200",
  "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": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "ruiz painting llc",
  "quickbooks_vendor_id": "59",
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/12/2026

Event

CATEGORY SELECTION COMPLETED

Message

Expense category selected for bill import.

Payload
{
  "message": "Claude selected an expense category from allowed portal options.",
  "process_key": "05-12-2026-060-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "category_name": "Drywall & Taping",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "source_file_name": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "selection_payload": {
    "reason": "All three line items describe drywall work: hanging 1/2 inch drywall and sanding ready for paint across the basement, main level kitchen, and attic/stairwalls. Despite the vendor name being 'Ruiz Painting LLC', the actual work performed is clearly drywall installation and taping/sanding — not painting. The Drywall & Taping category is the correct match for this scope of work.",
    "confidence": 0.97,
    "selected_expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
    "selected_expense_category_name": "Drywall & Taping"
  },
  "expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237",
  "quickbooks_account_id": "123"
}

Time

05/12/2026

Event

QB LOOKUP COMPLETED

Message

QuickBooks vendor, account, and duplicate bill lookup completed.

Payload
{
  "path": "multi_category_direct",
  "message": "QuickBooks lookup completed before create-or-duplicate routing.",
  "process_key": "05-12-2026-060-INV-001",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "invoice_number": "rui-032625-12200",
  "source_file_name": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "quickbooks_vendor_id": "59",
  "quickbooks_account_id": "123",
  "existing_quickbooks_bill_id": null
}

Time

05/12/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload
{
  "path": "multi_category_direct",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-12-2026-060-INV-001",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "source_file_name": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "quickbooks_bill_id": "423",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "12200.00",
    "due_date": "2025-04-25",
    "doc_number": "rui-032625-12200",
    "vendor_ref": "59",
    "account_ref": "123",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "423"
  },
  "quickbooks_account_id": "123",
  "resolved_expense_category_id": "cat_5fe2c67d22934b5c9db2adf0a6ed8237"
}

Time

05/12/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload
{
  "path": "multi_category_direct",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-12-2026-060-INV-001",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "source_file_name": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "423"
  },
  "quickbooks_bill_id": "423"
}

Time

05/12/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload
{
  "path": "multi_category_direct",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-12-2026-060-INV-001",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_3576ce21ea894b58aa3ff6c602e956d7",
  "final_file_name": "RuizPaintingLLC_INV-rui-032625-12200.pdf",
  "source_file_name": "Copy of 2908 43rd ave s mineapolis 55406_VALIDATION-FAILED.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/jsgk2p6lqq1co649we0om/RuizPaintingLLC_INV-rui-032625-12200.pdf?rlkey=7n6shtbaj0t8l5kld0x00s3rl&dl=0",
  "quickbooks_bill_id": "423",
  "multi_invoice_group_id": "bill_3576ce21ea894b58aa3ff6c602e956d7"
}