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Step 1.10 — EZ Loader → QuickBooks Online Sync Verification

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Step 1.10 — EZ Loader → QuickBooks Online Sync Verification

Phase: Phase 1 — New Shipper Onboarding Owner: Accounting Trigger: Shipper profile and all configurations (Steps 1.4–1.7) complete in EZ-Loader. NOA acceptance received (Step 1.8 complete).

⚠️ Critical Blocker: The EZ Loader to QBO sync is currently not working. This is the single largest blocker for EZ Loader go-live (targeted May 1–5).

🎯 Ideal State

EZ-Loader maintains a two-way automated sync with QuickBooks-Online:

DirectionObjectsFrequency
EZ Loader → QBOCustomer invoices (AR), carrier bills (AP)Every 2 hours, 7:00 AM–11:00 PM EST
QBO → EZ LoaderCustomer receipts, carrier paymentsNightly at 2:00 AM EST

For a new Shipper, the sync creates a Customer record in QuickBooks-Online with the name, billing address, contact info, and payment terms from EZ-Loader. This happens automatically at the next sync cycle after the Shipper is saved.

Accounting spot-check verification (30 seconds, within 1 business day of profile creation):

  1. Open the QBO Customers list and locate the new Shipper.
  2. Confirm the name matches exactly what was entered in EZ Loader. Mismatches cause reconciliation drift.
  3. Confirm billing address and contact info populated correctly.
  4. Confirm payment terms populated correctly.
  5. In EZ-Loader, open the Shipper profile and confirm a Sync ID is present in the QB Sync field — confirms the link is active.

Edge case handling if Shipper has not appeared in QBO within one sync cycle:

  • Is the QB Sync ID field populated in EZ Loader? If blank, the Shipper was not picked up by the sync — re-save the profile or contact EZ Loader support.
  • Is the EZ Loader to QBO integration showing “Connected” in EZ Loader settings?
  • Is there a duplicate Shipper name in QBO blocking the sync? (QBO does not allow duplicate Customer names.)

🤖 SYSTEM AUTOMATION

The sync itself is fully automated. The verification is a human spot-check — single glance, 30 seconds. Alert/retry logic for sync failures is manual for now.

🛑 HARD GATE

Shipper cannot reach greenlight (Step 1.11) unless the QuickBooks-Online Customer record is verified present and accurate. Skipping this verification creates errors that don’t surface until the first invoice fails to sync weeks later.

📍 Current State

  • The EZ Loader to QuickBooks-Online sync is NOT currently working. EZ Loader’s dashboard shows the integration as “Connected” but records are not flowing to QBO. Test load L-101001 was created in EZ Loader and has not appeared in QBO.
  • This is a critical blocker for EZ Loader go-live (targeted May 1–5). Until the sync is working, EZ Loader cannot serve as the operational system of record.
  • James is working with EZ Loader support to resolve.
  • During the pre-cutover period, Shipper records are maintained directly in QuickBooks-Online by Accounting as part of AR/AP operations, independent of any TMS activity.
  • No spot-check verification routine exists today because there is no functioning sync to verify against.

Who does this today: Accounting (manually creates Shipper records in QBO during AR/AP operations, separate from any TMS Shipper setup).

🚧 Gap

  1. The sync is not working — critical blocker for go-live.
  2. No documented verification SOP for Accounting to follow once the sync is operational.
  3. No documented edge-case handling for sync failures on specific Shippers.
  4. No alerting mechanism — a failed sync for one Shipper would surface only when Accounting noticed the missing record.

🛠️ Gap Closure Actions

  • Action 1 — 🚨 CRITICAL: Resolve EZ Loader to QuickBooks-Online sync with EZ Loader support. Test load L-101001 must successfully appear in QBO. (Owner: James + EZ Loader support | Status: In progress | Effort: Unknown — external vendor)
  • Action 2 — Once sync is confirmed working, run a controlled end-to-end test: create a test Shipper in EZ-Loader, verify QBO Customer record appears correctly within one sync cycle (Owner: Casey + Accounting + James | Dependency: Sync fixed | Effort: Low)
  • Action 3 — Document the sync verification SOP for Accounting (the 5-step spot-check) (Owner: Casey + Accounting | Dependency: Sync fixed | Effort: Low)
  • Action 4 — Document edge-case handling for sync failures (duplicate names, missing Sync IDs, integration disconnects) (Owner: Casey + Accounting | Dependency: Sync fixed | Effort: Low)
  • Action 5 — Evaluate whether EZ-Loader offers native alerting for sync failures — if not, establish a weekly spot-check cadence to catch silent failures (Owner: Casey + Accounting | Dependency: Sync fixed | Effort: Low)

Previous: Step-1.9-Outreach-Follow-Up-Cadence | Next: Step-1.11-Greenlight-Declaration

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