JkathBusiness Portal

Invoice Record

05-13-2026-003-INV-001

M & M Insulation
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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

mmi-031325-7952

Total

$7,952.44

Invoice data

Detected vendor
M & M Insulation
Matched vendor
M & M Insulation
Matched alias
MM Insulation
Category
Building Services:Insulation
Category method
Claude category selection
Invoice date
03/13/2025
Due date
04/12/2025
Vendor terms
Net 30
Jkath terms
Net 30
QB Bill ID
429

Category reason

The vendor is M & M Insulation and all line items are insulation-related materials and services (fiberglass batt insulation, spray foam, vapor barrier, sealant, attic blocking), which directly match the single allowed category 'Insulation'.

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
05-13-2026-003-INV-001
Run ID
05-13-2026-003
Source folder
/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file
M & M Invoice_VALIDATION-FAILED.pdf
Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "No invoice number is printed on the document; invoice_number was generated using the missing-number rule (vendor prefix 'mmi', date 031325, total 7952). Several line items have QTY values (716, 50, 5, 6) with no associated work area or item description visible in the PDF — these rows were skipped as they appear to be blank/section rows. Individual line item amounts are not broken out on the invoice; only the total of $7,952.44 is shown. Vendor normalized to matched portal vendor 'M & M Insulation' (PDF shows 'MM Insulation' logo). Job address: 2908 43rd Ave S, Minneapolis, MN. Customer: JKath Design Build + Reinvent.",
  "terms": "Net 30",
  "total": 7952.44,
  "due_date": null,
  "shipping": 0,
  "subtotal": 7952.44,
  "confidence": {
    "total": 0.97,
    "vendor_name": 0.92,
    "invoice_date": 0.97,
    "project_name": 0.95,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": 215,
      "amount": 0,
      "unit_price": null,
      "description": "Outside Walls Main Level - R-20 Unfaced Fiberglass Batt Insulation"
    },
    {
      "qty": 515,
      "amount": 0,
      "unit_price": null,
      "description": "Slants - R-49 Urethane Closed Cell Spray Foam"
    },
    {
      "qty": 820,
      "amount": 0,
      "unit_price": null,
      "description": "Poly walls - 4mil Poly Vapor Barrier"
    },
    {
      "qty": 250,
      "amount": 0,
      "unit_price": null,
      "description": "Attic Blocking - R-19 Unfaced Fiberglass Batt Insulation"
    },
    {
      "qty": 10,
      "amount": 0,
      "unit_price": null,
      "description": "Sealant - TremCo / Butyl Caulk / Wirepipe / Door / Window"
    },
    {
      "qty": 430,
      "amount": 0,
      "unit_price": null,
      "description": "Attic - R-49 Urethane Closed Cell Spray Foam"
    }
  ],
  "vendor_name": "M & M Insulation",
  "invoice_date": "2025-03-13",
  "project_name": "2729 - House",
  "document_type": "invoice",
  "invoice_number": "mmi-031325-7952",
  "is_billable_invoice": true
}

Vendor match payload

{
  "resolver": {
    "reason": "The invoice is from MM Insulation (logo) at 413 Paul Avenue S, Cologne MN, which is clearly the same entity as the approved vendor 'M & M Insulation' — a minor punctuation/spacing variation of the same name, confirmed by the insulation services context and extraction notes explicitly normalizing 'MM Insulation' to 'M & M Insulation'.",
    "matched": "true",
    "alias_id": "alias_468170d9705a4d7f8ea4f4ef5c4fe8bd",
    "vendor_id": "vend_780dbcc4507b467280e030731c2b945a",
    "confidence": 0.97,
    "category_count": 1,
    "suggested_alias": "MM Insulation",
    "category_options": [
      {
        "name": "Insulation",
        "notes": "Mapped from JKath historical QuickBooks export: Building Services:Insulation (5).",
        "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
        "fully_qualified_name": "Building Services:Insulation",
        "quickbooks_account_id": "131",
        "vendor_expense_category_id": "cmp1bb0y6004s13pfqlfj1bks"
      }
    ],
    "canonical_vendor_name": "M & M Insulation",
    "default_expense_account": "Subcontractors"
  },
  "alias_lookup": {
    "found": false,
    "vendor_name": "M & M Insulation",
    "normalized_alias_key": "m and m insulation"
  },
  "category_selection": {
    "reason": "The vendor is M & M Insulation and all line items are insulation-related materials and services (fiberglass batt insulation, spray foam, vapor barrier, sealant, attic blocking), which directly match the single allowed category 'Insulation'.",
    "confidence": 1,
    "category_name": "Insulation",
    "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "quickbooks_account_id": "131",
    "selected_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "selected_expense_category_name": "Insulation"
  }
}

QB payload

{
  "bill_created": {
    "path": "resolver_success",
    "total": "7952.44",
    "due_date": "2025-04-12",
    "doc_number": "mmi-031325-7952",
    "vendor_ref": "90",
    "account_ref": "131",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "429",
    "resolved_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767"
  },
  "attachment_uploaded": {
    "path": "resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "429"
  }
}

Raw payload

{
  "run_id": "run_05712444d45048dea28a36f0bb5ddcf4",
  "source": "make.com",
  "run_key": "05-13-2026-003",
  "make_trace_id": "make-20260512_200407_063",
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/M & M Invoice_VALIDATION-FAILED.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABidw",
  "source_dropbox_rev": "01651a87d4cfbae00000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "864e56827e3d7f06d13b835588be3cdf98b7e581c9d1a23f11a77d63c55ca69f",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/M & M Invoice_VALIDATION-FAILED.pdf",
  "multi_invoice_group_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "processing_dropbox_rev": "01651a88e9b863f00000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice PDF. No printed invoice number; generated per missing-number rule. Line item unit prices and individual amounts are not itemized on the invoice — only aggregate totals are shown. Rows with QTY 716, 50, 5, and 6 had no work area or item description and were excluded from line_items.",
    "invoices": [
      {
        "tax": 0,
        "notes": "No invoice number is printed on the document; invoice_number was generated using the missing-number rule (vendor prefix 'mmi', date 031325, total 7952). Several line items have QTY values (716, 50, 5, 6) with no associated work area or item description visible in the PDF — these rows were skipped as they appear to be blank/section rows. Individual line item amounts are not broken out on the invoice; only the total of $7,952.44 is shown. Vendor normalized to matched portal vendor 'M & M Insulation' (PDF shows 'MM Insulation' logo). Job address: 2908 43rd Ave S, Minneapolis, MN. Customer: JKath Design Build + Reinvent.",
        "terms": "Net 30",
        "total": 7952.44,
        "due_date": null,
        "shipping": 0,
        "subtotal": 7952.44,
        "confidence": {
          "total": 0.97,
          "vendor_name": 0.92,
          "invoice_date": 0.97,
          "project_name": 0.95,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": 215,
            "amount": 0,
            "unit_price": null,
            "description": "Outside Walls Main Level - R-20 Unfaced Fiberglass Batt Insulation"
          },
          {
            "qty": 515,
            "amount": 0,
            "unit_price": null,
            "description": "Slants - R-49 Urethane Closed Cell Spray Foam"
          },
          {
            "qty": 820,
            "amount": 0,
            "unit_price": null,
            "description": "Poly walls - 4mil Poly Vapor Barrier"
          },
          {
            "qty": 250,
            "amount": 0,
            "unit_price": null,
            "description": "Attic Blocking - R-19 Unfaced Fiberglass Batt Insulation"
          },
          {
            "qty": 10,
            "amount": 0,
            "unit_price": null,
            "description": "Sealant - TremCo / Butyl Caulk / Wirepipe / Door / Window"
          },
          {
            "qty": 430,
            "amount": 0,
            "unit_price": null,
            "description": "Attic - R-49 Urethane Closed Cell Spray Foam"
          }
        ],
        "vendor_name": "M & M Insulation",
        "invoice_date": "2025-03-13",
        "project_name": "2729 - House",
        "document_type": "invoice",
        "invoice_number": "mmi-031325-7952",
        "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": "M & M Invoice_VALIDATION-FAILED.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/M & M Invoice_VALIDATION-FAILED.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/M & M Invoice_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": "alias_468170d9705a4d7f8ea4f4ef5c4fe8bd",
  "vendor_id": "vend_780dbcc4507b467280e030731c2b945a",
  "process_key": "05-13-2026-003-INV-001",
  "vendor_name": "MM Insulation",
  "make_trace_id": "make-20260512_200407_063",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "canonical_name": "M & M Insulation",
  "category_count": 1,
  "category_options": [
    {
      "name": "Insulation",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Insulation (5).",
      "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
      "fully_qualified_name": "Building Services:Insulation",
      "quickbooks_account_id": "131",
      "vendor_expense_category_id": "cmp1bb0y6004s13pfqlfj1bks"
    }
  ],
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.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": "Insulation",
    "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "quickbooks_account_id": "131",
    "selected_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "selected_expense_category_name": "Insulation"
  },
  "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
  "normalized_alias_key": "mm insulation",
  "quickbooks_vendor_id": "90",
  "default_expense_account": "Insulation",
  "preliminary_vendor_name": "MM Insulation",
  "missing_category_options": false,
  "preliminary_vendor_notes": "Vendor name inferred from logo image showing 'MM' with 'INSULATION' and tagline 'Expert Installation For All Types.' No explicit legal company name text found; address shows 413 Paul Avenue S, P.O. Box 178, Cologne, MN 55322.",
  "preliminary_vendor_confidence": "0.72"
}

Time

05/12/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload
{
  "total": "7952.44",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2025-04-12",
  "jkath_terms": "Net 30",
  "process_key": "05-13-2026-003-INV-001",
  "vendor_name": "M & M Insulation",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3694",
  "invoice_date": "2025-03-13",
  "vendor_terms": "Net 30",
  "make_trace_id": "make-20260512_200407_063",
  "output_tokens": "771",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "invoice_number": "mmi-031325-7952",
  "vendor_due_date": null,
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "claude_message_id": "msg_01B3HTmEebZBd8MSUmcEdTxD",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1
}

Time

05/12/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup did not match a portal vendor.

Payload
{
  "found": false,
  "message": "Looked up parsed vendor name against portal aliases.",
  "alias_id": null,
  "vendor_id": null,
  "process_key": "05-13-2026-003-INV-001",
  "vendor_name": "M & M Insulation",
  "make_trace_id": "make-20260512_200407_063",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "canonical_name": null,
  "category_count": 0,
  "invoice_number": "mmi-031325-7952",
  "category_options": [],
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "m and m insulation",
  "quickbooks_vendor_id": null,
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/12/2026

Event

RESOLVER COMPLETED

Message

Vendor resolver matched a portal vendor.

Payload
{
  "reason": "The invoice is from MM Insulation (logo) at 413 Paul Avenue S, Cologne MN, which is clearly the same entity as the approved vendor 'M & M Insulation' — a minor punctuation/spacing variation of the same name, confirmed by the insulation services context and extraction notes explicitly normalizing 'MM Insulation' to 'M & M Insulation'.",
  "message": "Vendor resolver matched a portal vendor and alias was recorded.",
  "alias_id": "alias_468170d9705a4d7f8ea4f4ef5c4fe8bd",
  "vendor_id": "vend_780dbcc4507b467280e030731c2b945a",
  "confidence": 0.97,
  "process_key": "05-13-2026-003-INV-001",
  "make_trace_id": "make-20260512_200407_063",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "category_count": 1,
  "suggested_alias": "MM Insulation",
  "category_options": [
    {
      "name": "Insulation",
      "notes": "Mapped from JKath historical QuickBooks export: Building Services:Insulation (5).",
      "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
      "fully_qualified_name": "Building Services:Insulation",
      "quickbooks_account_id": "131",
      "vendor_expense_category_id": "cmp1bb0y6004s13pfqlfj1bks"
    }
  ],
  "resolver_payload": {
    "reason": "The invoice is from MM Insulation (logo) at 413 Paul Avenue S, Cologne MN, which is clearly the same entity as the approved vendor 'M & M Insulation' — a minor punctuation/spacing variation of the same name, confirmed by the insulation services context and extraction notes explicitly normalizing 'MM Insulation' to 'M & M Insulation'.",
    "matched": "true",
    "confidence": "0.97",
    "suggested_alias": "MM Insulation",
    "canonical_vendor_name": "M & M Insulation",
    "default_expense_account": "Subcontractors"
  },
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "canonical_vendor_name": "M & M Insulation",
  "extracted_vendor_name": "M & M Insulation"
}

Time

05/12/2026

Event

CATEGORY SELECTION COMPLETED

Message

Expense category selected for bill import.

Payload
{
  "path": "resolver_portal_category_selection",
  "message": "Claude selected an expense category from allowed portal options after vendor resolver.",
  "process_key": "05-13-2026-003-INV-001",
  "vendor_name": "M & M Insulation",
  "category_name": "Insulation",
  "make_trace_id": "make-20260512_200407_063",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "selection_payload": {
    "reason": "The vendor is M & M Insulation and all line items are insulation-related materials and services (fiberglass batt insulation, spray foam, vapor barrier, sealant, attic blocking), which directly match the single allowed category 'Insulation'.",
    "confidence": 1,
    "selected_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
    "selected_expense_category_name": "Insulation"
  },
  "expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767",
  "quickbooks_account_id": "131"
}

Time

05/12/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload
{
  "path": "resolver_success",
  "message": "QuickBooks Bill created from invoice import.",
  "process_key": "05-13-2026-003-INV-001",
  "make_trace_id": "make-20260512_200407_063",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "quickbooks_bill_id": "429",
  "quickbooks_payload": {
    "path": "resolver_success",
    "total": "7952.44",
    "due_date": "2025-04-12",
    "doc_number": "mmi-031325-7952",
    "vendor_ref": "90",
    "account_ref": "131",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "429"
  },
  "quickbooks_account_id": "131",
  "resolved_expense_category_id": "cat_aaaf5d30b249460183ffa2582b6e3767"
}

Time

05/12/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload
{
  "path": "resolver_success",
  "message": "Source file uploaded to QuickBooks Bill.",
  "process_key": "05-13-2026-003-INV-001",
  "make_trace_id": "make-20260512_200407_063",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "attachment_payload": {
    "path": "resolver_success",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "429"
  },
  "quickbooks_bill_id": "429"
}

Time

05/12/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload
{
  "path": "resolver_success",
  "status": "CREATED_IN_QBO",
  "message": "Processed invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-13-2026-003-INV-001",
  "make_trace_id": "make-20260512_200407_063",
  "bill_import_id": "bill_81fa5101e88543ad9b6b5b701a2a287d",
  "final_file_name": "M&MInsulation_INV-mmi-031325-7952.pdf",
  "source_file_name": "M & M Invoice_VALIDATION-FAILED.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/e0pqktntmhvm8dp779798/M-MInsulation_INV-mmi-031325-7952.pdf?rlkey=ulpliymumtqkn8faqdochybsn&dl=0",
  "quickbooks_bill_id": "429",
  "multi_invoice_group_id": "bill_81fa5101e88543ad9b6b5b701a2a287d"
}