Invoice Record

05-13-2026-005-INV-001

Zanzibar Experimental Millworks LLC

Back to vendor

Bill Created Successfully

QuickBooks Bill created successfully from portal recovery. Source file attached to the Bill.

View Bill in QB View Invoice in Dropbox

Status

Created in QB

Invoice

ZEM-05130652

Total

$246.80

Invoice data

Detected vendor: Zanzibar Experimental Millworks LLC
Matched vendor: Zanzibar Experimental Millworks LLC
Matched alias: No alias
Category: Building Materials:Appliances
Category method: Not selected
Invoice date: 05/13/2026
Due date: 06/12/2026
Vendor terms: Net 30
Jkath terms: Net 30
QB Bill ID: 434

File result

Final file: ZanzibarExperimentalMillworksLLC_INV-ZEM-05130652.pdf
Outcome: processed
Details: QuickBooks Bill created successfully from portal recovery. Source file attached to the Bill.

View Bill in QuickBooks View Invoice in Dropbox

Processing Context

Invoice ID: 05-13-2026-005-INV-001
Run ID: 05-13-2026-005
Source folder: /_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed
Source file: missing-vendor-recovery-test-20260513065244.pdf

Stored payloads

Claude parse payload

{
  "tax": 0,
  "notes": "Invoice explicitly states this is a test invoice with a deliberately nonexistent vendor. No matched portal vendor or QuickBooks vendor ID was provided in the portal context. Due date calculated as invoice date + 30 days per Net 30 terms. Vendor address listed as 123 Fictional Vendor Road, Minneapolis, MN 55401.",
  "terms": "Net 30",
  "total": 246.8,
  "due_date": "2026-06-12",
  "shipping": 0,
  "subtotal": 246.8,
  "confidence": {
    "total": 1,
    "vendor_name": 0.95,
    "invoice_date": 1,
    "project_name": 1,
    "invoice_number": 1
  },
  "line_items": [
    {
      "qty": null,
      "amount": 246.8,
      "unit_price": null,
      "description": "Custom cabinetry mock invoice for portal recovery testing"
    }
  ],
  "vendor_name": "Zanzibar Experimental Millworks LLC",
  "invoice_date": "2026-05-13",
  "project_name": "Missing Vendor Recovery Test",
  "document_type": "invoice",
  "invoice_number": "ZEM-05130652",
  "is_billable_invoice": true
}

Vendor match payload

{
  "resolver": {
    "reason": "The invoice explicitly states it is a test invoice with a deliberately nonexistent vendor. Zanzibar Experimental Millworks LLC does not match any approved vendor on the list.",
    "matched": "false",
    "alias_id": null,
    "vendor_id": null,
    "confidence": 0,
    "category_count": -1,
    "suggested_alias": "Zanzibar Experimental Millworks LLC",
    "category_options": [],
    "canonical_vendor_name": null,
    "default_expense_account": ""
  },
  "alias_lookup": {
    "found": false,
    "vendor_name": "Zanzibar Experimental Millworks LLC",
    "normalized_alias_key": "zanzibar experimental millworks llc"
  },
  "admin_recovery": {
    "source": "portal_missing_vendor_recovery",
    "vendor_id": "cmp3pkom8000bzqzvyd7l2xej",
    "vendor_name": "Zanzibar Experimental Millworks LLC",
    "retry_status": "queued",
    "recovery_type": "missing_vendor",
    "retry_queued_at": "2026-05-13T06:58:43.160Z",
    "recovery_group_key": "zanzibar experimental millworks llc",
    "selected_bill_import_ids": [
      "bill_e49eda7d26c244ffbf58d57596c0b560"
    ]
  }
}

QB payload

{
  "lookup": {
    "quickbooks_vendor_id": "141",
    "quickbooks_account_id": "104",
    "existing_quickbooks_bill_id": null
  },
  "bill_created": {
    "path": "portal_recovery_retry",
    "total": "246.80",
    "due_date": "2026-06-11",
    "doc_number": "ZEM-05130652",
    "vendor_ref": "141",
    "account_ref": "104",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "434",
    "resolved_expense_category_id": "cat_6815fb48c53f4221ad0130eaa34c6238"
  },
  "attachment_uploaded": {
    "path": "portal_recovery_retry",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "434"
  }
}

Raw payload

{
  "run_id": "run_3ae56980ec4a4faa8a713f4713f7cb7d",
  "source": "make.com",
  "run_key": "05-13-2026-005",
  "make_trace_id": "make-20260513_015255_956",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/missing-vendor-recovery-test-20260513065244.pdf",
  "source_dropbox_id": "id:CHX6_xJiKhAAAAAAAABqDw",
  "source_dropbox_rev": "01651ad6d7719af00000003549f4393",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1,
  "source_content_hash": "d1f2d404ee2c9255029163c7af05379d6f11682fe9d7caeee96100c9b7a8b4d6",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/missing-vendor-recovery-test-20260513065244.pdf",
  "multi_invoice_group_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "processing_dropbox_rev": "01651ad6e13159800000003549f4393",
  "multi_invoice_source_payload": {
    "notes": "Single invoice document. Vendor is flagged as fictional/test per the invoice itself. No portal vendor match was supplied, so vendor_name is taken directly from the PDF. Human review recommended before creating a QuickBooks bill given the test/nonexistent vendor flag.",
    "invoices": [
      {
        "tax": 0,
        "notes": "Invoice explicitly states this is a test invoice with a deliberately nonexistent vendor. No matched portal vendor or QuickBooks vendor ID was provided in the portal context. Due date calculated as invoice date + 30 days per Net 30 terms. Vendor address listed as 123 Fictional Vendor Road, Minneapolis, MN 55401.",
        "terms": "Net 30",
        "total": 246.8,
        "due_date": "2026-06-12",
        "shipping": 0,
        "subtotal": 246.8,
        "confidence": {
          "total": 1,
          "vendor_name": 0.95,
          "invoice_date": 1,
          "project_name": 1,
          "invoice_number": 1
        },
        "line_items": [
          {
            "qty": null,
            "amount": 246.8,
            "unit_price": null,
            "description": "Custom cabinetry mock invoice for portal recovery testing"
          }
        ],
        "vendor_name": "Zanzibar Experimental Millworks LLC",
        "invoice_date": "2026-05-13",
        "project_name": "Missing Vendor Recovery Test",
        "document_type": "invoice",
        "invoice_number": "ZEM-05130652",
        "is_billable_invoice": true
      }
    ]
  }
}

Invoice Timeline

Time

05/13/2026

Event

FILE CLAIMED

Message

Source file claimed by Make scenario.

Payload

{
  "message": "Claimed invoice file and moved into processing.",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "source_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/01 Unprocessed/missing-vendor-recovery-test-20260513065244.pdf",
  "processing_file_path": "/_01 Client Projects/Jkath/Sample Invoices/05 May Invoices/May 11-17/02 Processing/missing-vendor-recovery-test-20260513065244.pdf"
}

Time

05/13/2026

Event

ALIAS LOOKUP COMPLETED

Message

Vendor alias lookup did not match a portal vendor.

Payload

{
  "found": false,
  "phase": "early_vendor_resolution",
  "message": "Early vendor lookup before full invoice extraction.",
  "alias_id": null,
  "vendor_id": null,
  "process_key": "05-13-2026-005-INV-001",
  "vendor_name": "Zanzibar Experimental Millworks LLC",
  "make_trace_id": "make-20260513_015255_956",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "canonical_name": null,
  "category_count": 0,
  "category_options": [],
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "zanzibar experimental millworks llc",
  "quickbooks_vendor_id": null,
  "default_expense_account": null,
  "preliminary_vendor_name": "Zanzibar Experimental Millworks LLC",
  "missing_category_options": false,
  "preliminary_vendor_notes": "Vendor name clearly stated at the top of the invoice; explicitly noted as a deliberately nonexistent/fictional vendor for testing purposes.",
  "preliminary_vendor_confidence": "0.99"
}

Time

05/13/2026

Event

PARSE COMPLETED

Message

Claude extraction parsed and stored.

Payload

{
  "total": "246.80",
  "message": "Claude extraction parsed and stored.",
  "due_date": "2026-06-12",
  "jkath_terms": "Net 30",
  "process_key": "05-13-2026-005-INV-001",
  "vendor_name": "Zanzibar Experimental Millworks LLC",
  "claude_model": "claude-sonnet-4-6",
  "input_tokens": "3471",
  "invoice_date": "2026-05-13",
  "vendor_terms": "Net 30",
  "make_trace_id": "make-20260513_015255_956",
  "output_tokens": "440",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "invoice_number": "ZEM-05130652",
  "vendor_due_date": "2026-06-12",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "claude_message_id": "msg_01QKmKq9oaeFUKL8GHq4V3zN",
  "multi_invoice_count": 1,
  "multi_invoice_index": 1
}

Time

05/13/2026

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": "05-13-2026-005-INV-001",
  "vendor_name": "Zanzibar Experimental Millworks LLC",
  "make_trace_id": "make-20260513_015255_956",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "canonical_name": null,
  "category_count": 0,
  "invoice_number": "ZEM-05130652",
  "category_options": [],
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "expense_category_id": null,
  "normalized_alias_key": "zanzibar experimental millworks llc",
  "quickbooks_vendor_id": null,
  "default_expense_account": null,
  "missing_category_options": false
}

Time

05/13/2026

Event

RESOLVER COMPLETED

Message

Vendor resolver did not match a portal vendor.

Payload

{
  "reason": "The invoice explicitly states it is a test invoice with a deliberately nonexistent vendor. Zanzibar Experimental Millworks LLC does not match any approved vendor on the list.",
  "message": "Vendor resolver matched a portal vendor and alias was recorded.",
  "alias_id": null,
  "vendor_id": null,
  "confidence": 0,
  "process_key": "05-13-2026-005-INV-001",
  "make_trace_id": "make-20260513_015255_956",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "category_count": -1,
  "suggested_alias": "Zanzibar Experimental Millworks LLC",
  "category_options": [],
  "resolver_payload": {
    "reason": "The invoice explicitly states it is a test invoice with a deliberately nonexistent vendor. Zanzibar Experimental Millworks LLC does not match any approved vendor on the list.",
    "matched": "false",
    "confidence": "0",
    "suggested_alias": "",
    "canonical_vendor_name": "",
    "default_expense_account": ""
  },
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "canonical_vendor_name": null,
  "extracted_vendor_name": "Zanzibar Experimental Millworks LLC"
}

Time

05/13/2026

Event

FAILED

Message

Vendor alias lookup failed and Claude resolver could not safely recover it.

Payload

{
  "path": "resolver_unmatched",
  "status": "QB_LOOKUP_FAILED",
  "details": "Vendor alias lookup failed and Claude resolver could not safely recover it.",
  "message": "Vendor alias lookup failed and Claude resolver could not safely recover it.",
  "outcome": "qb_lookup_failed",
  "process_key": "05-13-2026-005-INV-001",
  "make_trace_id": "make-20260513_015255_956",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "final_file_name": "missing-vendor-recovery-test-20260513065244_QB-LOOKUP-FAILED.pdf",
  "resolver_matched": "false",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "resolver_category": "",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/pmc43m5k0egunwez79c9x/missing-vendor-recovery-test-20260513065244_QB-LOOKUP-FAILED.pdf?rlkey=jo4dlzg8awpv82s9y3w9z25qi&dl=0",
  "resolver_confidence": "0",
  "quickbooks_vendor_id": "",
  "resolver_vendor_name": "",
  "quickbooks_account_id": ""
}

Time

05/13/2026

Event

RESOLVER COMPLETED

Message

Admin created a portal vendor for missing-vendor recovery. Invoice is ready for retry.

Payload

{
  "source": "portal_missing_vendor_recovery",
  "vendor_id": "cmp3pkom8000bzqzvyd7l2xej",
  "vendor_name": "Zanzibar Experimental Millworks LLC",
  "retry_status": "queued",
  "recovery_type": "missing_vendor",
  "retry_queued_at": "2026-05-13T06:58:43.160Z",
  "recovery_group_key": "zanzibar experimental millworks llc",
  "selected_bill_import_ids": [
    "bill_e49eda7d26c244ffbf58d57596c0b560"
  ]
}

Time

05/13/2026

Event

QB LOOKUP COMPLETED

Message

QuickBooks vendor, account, and duplicate bill lookup completed.

Payload

{
  "path": "portal_recovery_retry",
  "message": "QuickBooks lookup completed before portal recovery retry routing.",
  "process_key": "05-13-2026-005-INV-001",
  "make_trace_id": "recovery-20260513_015846_544",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "quickbooks_vendor_id": "141",
  "quickbooks_account_id": "104",
  "existing_quickbooks_bill_id": null
}

Time

05/13/2026

Event

QB BILL CREATED

Message

QuickBooks Bill created.

Payload

{
  "path": "portal_recovery_retry",
  "message": "QuickBooks Bill created from portal recovery retry.",
  "process_key": "05-13-2026-005-INV-001",
  "make_trace_id": "recovery-20260513_015847_756",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "quickbooks_bill_id": "434",
  "quickbooks_payload": {
    "path": "portal_recovery_retry",
    "total": "246.80",
    "due_date": "2026-06-11",
    "doc_number": "ZEM-05130652",
    "vendor_ref": "141",
    "account_ref": "104",
    "jkath_terms": "Net 30",
    "vendor_terms": "Net 30",
    "quickbooks_bill_id": "434"
  },
  "quickbooks_account_id": "104",
  "resolved_expense_category_id": "cat_6815fb48c53f4221ad0130eaa34c6238"
}

Time

05/13/2026

Event

ATTACHMENT UPLOADED

Message

Source file attached to the QuickBooks Bill.

Payload

{
  "path": "portal_recovery_retry",
  "message": "Source file uploaded to QuickBooks Bill during portal recovery retry.",
  "process_key": "05-13-2026-005-INV-001",
  "make_trace_id": "recovery-20260513_015848_864",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "attachment_payload": {
    "path": "portal_recovery_retry",
    "file_name": "",
    "attachment_id": "",
    "quickbooks_bill_id": "434"
  },
  "quickbooks_bill_id": "434"
}

Time

05/13/2026

Event

FILE MOVED

Message

Final invoice file moved.

Payload

{
  "path": "portal_recovery_retry",
  "status": "CREATED_IN_QBO",
  "message": "Recovered invoice file moved after QuickBooks Bill creation.",
  "outcome": "processed",
  "process_key": "05-13-2026-005-INV-001",
  "make_trace_id": "recovery-20260513_015852_038",
  "bill_import_id": "bill_e49eda7d26c244ffbf58d57596c0b560",
  "final_file_name": "ZanzibarExperimentalMillworksLLC_INV-ZEM-05130652.pdf",
  "source_file_name": "missing-vendor-recovery-test-20260513065244.pdf",
  "dropbox_shared_url": "https://www.dropbox.com/scl/fi/pmc43m5k0egunwez79c9x/ZanzibarExperimentalMillworksLLC_INV-ZEM-05130652.pdf?rlkey=013wc2exrnqo35x15yg92nftr&dl=0",
  "quickbooks_bill_id": "434",
  "multi_invoice_group_id": "bill_e49eda7d26c244ffbf58d57596c0b560"
}