Invoice Record

05-12-2026-060-INV-002

Ruiz Painting LLC

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

rui-032625-900

Total

$900.00

Invoice data

Detected vendor: Ruiz Painting LLC
Matched vendor: Ruiz Painting LLC
Matched alias: Ruiz Painting LLC
Category: Building Services:Painting
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: 424

Category reason

The line item description explicitly includes spray texture popcorn paint with 2 coats and ceiling painting work, and the vendor is Ruiz Painting LLC — both strongly indicate a Painting category. While the invoice notes list the service type as 'Drywall' and the work includes ceiling popcorn texture replacement (which could suggest Drywall & Taping), the dominant scope described in the line item is painting (spray texture and 2 coats of paint). The masking/protection work is preparatory to painting. Painting is the more accurate primary category for this invoice.

File result

Final file: RuizPaintingLLC_INV-rui-032625-900.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: 05-12-2026-060-INV-002
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 15890 York cir nw anoka _VALIDATION-FAILED.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Invoice total field shows '#VALUE!' (spreadsheet formula error). Per vendor-specific processing notes, the amount of $900.00 shown in the Amount column is used as the total. No invoice number was printed on the document; invoice_number was generated using the missing-number rule. Bill to address: 15890 York Cir NW, Anoka, MN. Service type listed as Drywall. Tax rate is 0.00%.",
  "terms": null,
  "total": 900,
  "due_date": null,
  "shipping": 0,
  "subtotal": 900,
  "confidence": {
    "total": 0.9,
    "vendor_name": 0.95,
    "invoice_date": 0.95,
    "project_name": 0,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": 900,
      "unit_price": null,
      "description": "Basement floor protection paper masking; walls protect with plastic masking type; ceiling popcorn texture replace; spray texture popcorn paint with 2 coats; ceiling only"
    }
  ],
  "vendor_name": "Ruiz Painting LLC",
  "invoice_date": "2025-03-26",
  "project_name": null,
  "document_type": "invoice",
  "invoice_number": "rui-032625-900",
  "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": "The line item description explicitly includes spray texture popcorn paint with 2 coats and ceiling painting work, and the vendor is Ruiz Painting LLC — both strongly indicate a Painting category. While the invoice notes list the service type as 'Drywall' and the work includes ceiling popcorn texture replacement (which could suggest Drywall & Taping), the dominant scope described in the line item is painting (spray texture and 2 coats of paint). The masking/protection work is preparatory to painting. Painting is the more accurate primary category for this invoice.",
    "confidence": 0.82,
    "category_name": "Painting",
    "expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
    "quickbooks_account_id": "134",
    "selected_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
    "selected_expense_category_name": "Painting"
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "59",
    "quickbooks_account_id": "134",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "multi_category_direct",
    "total": "900.00",
    "due_date": "2025-04-25",
    "doc_number": "rui-032625-900",
    "vendor_ref": "59",
    "account_ref": "134",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "424",
    "resolved_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d"
  },
  "attachment_uploaded": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "424"
  }
}

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 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABilw",
  "source_dropbox_rev": "01651a7a4f8d92e00000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "529cd1103baea1feee8255ce847ce9557601689b17fb2a5631ee8bd7062c526f",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "multi_invoice_group_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "processing_dropbox_rev": "01651a7a782384b00000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice from Ruiz Painting LLC. The PDF was generated from a spreadsheet template with a broken formula causing '#VALUE!' errors in the SALES TAX and TOTAL fields. Per vendor-specific processing notes, $900.00 from the Amount column is used as the total. No printed invoice number; one was generated per the missing-number rule.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Invoice total field shows '#VALUE!' (spreadsheet formula error). Per vendor-specific processing notes, the amount of $900.00 shown in the Amount column is used as the total. No invoice number was printed on the document; invoice_number was generated using the missing-number rule. Bill to address: 15890 York Cir NW, Anoka, MN. Service type listed as Drywall. Tax rate is 0.00%.",
        "terms": null,
        "total": 900,
        "due_date": null,
        "shipping": 0,
        "subtotal": 900,
        "confidence": {
          "total": 0.9,
          "vendor_name": 0.95,
          "invoice_date": 0.95,
          "project_name": 0,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": null,
            "amount": 900,
            "unit_price": null,
            "description": "Basement floor protection paper masking; walls protect with plastic masking type; ceiling popcorn texture replace; spray texture popcorn paint with 2 coats; ceiling only"
          }
        ],
        "vendor_name": "Ruiz Painting LLC",
        "invoice_date": "2025-03-26",
        "project_name": null,
        "document_type": "invoice",
        "invoice_number": "rui-032625-900",
        "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 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/Copy of 15890 York cir nw anoka _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-002",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "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 15890 York cir nw anoka _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": "0.97"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "900.00",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-25",
  "jkath_terms": "Net 30",
  "process_key": "05-12-2026-060-INV-002",
  "vendor_name": "Ruiz Painting LLC",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "5096",
  "invoice_date": "2025-03-26",
  "vendor_terms": null,
  "make_trace_id": "make-20260512_185905_139",
  "output_tokens": "493",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "invoice_number": "rui-032625-900",
  "vendor_due_date": null,
  "source_file_name": "Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "claude_message_id": "msg_016edzrkG5uZvqYy14Lp79Pr",
  "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-002",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "canonical_name": "Ruiz Painting LLC",
  "category_count": 3,
  "invoice_number": "rui-032625-900",
  "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 15890 York cir nw anoka _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-002",
  "vendor_name": "Ruiz Painting LLC",
  "category_name": "Painting",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "source_file_name": "Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "selection_payload": {
    "reason": "The line item description explicitly includes spray texture popcorn paint with 2 coats and ceiling painting work, and the vendor is Ruiz Painting LLC — both strongly indicate a Painting category. While the invoice notes list the service type as 'Drywall' and the work includes ceiling popcorn texture replacement (which could suggest Drywall & Taping), the dominant scope described in the line item is painting (spray texture and 2 coats of paint). The masking/protection work is preparatory to painting. Painting is the more accurate primary category for this invoice.",
    "confidence": 0.82,
    "selected_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
    "selected_expense_category_name": "Painting"
  },
  "expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d",
  "quickbooks_account_id": "134"
}

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-002",
  "vendor_name": "Ruiz Painting LLC",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "invoice_number": "rui-032625-900",
  "source_file_name": "Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "quickbooks_vendor_id": "59",
  "quickbooks_account_id": "134",
  "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-002",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "source_file_name": "Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "quickbooks_bill_id": "424",
  "quickbooks_payload": {
    "path": "multi_category_direct",
    "total": "900.00",
    "due_date": "2025-04-25",
    "doc_number": "rui-032625-900",
    "vendor_ref": "59",
    "account_ref": "134",
    "jkath_terms": "Net 30",
    "vendor_terms": "",
    "quickbooks_bill_id": "424"
  },
  "quickbooks_account_id": "134",
  "resolved_expense_category_id": "cat_5cd8cff9602249029902722ebd6e200d"
}

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-002",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "source_file_name": "Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "attachment_payload": {
    "path": "multi_category_direct",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "424"
  },
  "quickbooks_bill_id": "424"
}

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-002",
  "make_trace_id": "make-20260512_185905_139",
  "bill_import_id": "bill_1cc10f99f7c64a3391b8355c344d01fa",
  "final_file_name": "RuizPaintingLLC_INV-rui-032625-900.pdf",
  "source_file_name": "Copy of 15890 York cir nw anoka _VALIDATION-FAILED.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/zjhojpj2vedgj7m368r28/RuizPaintingLLC_INV-rui-032625-900.pdf?rlkey=hyovinj9oitxh3lpbaj6dk3r3&dl=0",
  "quickbooks_bill_id": "424",
  "multi_invoice_group_id": "bill_1cc10f99f7c64a3391b8355c344d01fa"
}