Step 1.11 — Greenlight Declaration, Pipedrive Stage Update, Team Notification
Phase: Phase 1 — New Shipper Onboarding Owner: Accounting (completeness check, greenlight declaration, MVMNT status change, notification) · Sales (Pipedrive stage change after greenlight received) Trigger: All preceding steps complete — see checklist below.
This is the final gate of Phase 1. No loads move for any Shipper until all three conditions are met.
🎯 Ideal State
Greenlight Prerequisite Checklist:
Item Verified? HaulPay Shipper profile created ☐ HaulPay credit decision received (Tier 1, 2, or 3 with self-finance approval) ☐ Self-finance path documented in MVMNT notes (if applicable) ☐ MVMNT Shipper profile created ☐ MVMNT billing configuration complete (Factor flag, remit-to, factoring email if applicable) ☐ MVMNT invoice document requirements configured per Shipper ☐ MVMNT required reference numbers configured per Shipper ☐ MVMNT batch invoicing schedule set per Shipper ☐ MVMNT credit limit set (matches HaulPay limit or self-finance approved limit) ☐ NOA sent (factored + Path A) ☐ NOA acceptance received from Shipper with HaulPay CC’d ☐ Billing detail confirmation received from Shipper (13 fields complete) ☐ Broker/shipper agreement signed and on file ☐ W-9 received and on file ☐ MVMNT to QuickBooks-Online sync verified ☐
Action 1 — Update MVMNT Shipper Status to “Customer”
MVMNT’s native Shipper status moves from “Onboarding Signed” → “Customer.” This is the operational gate that allows loads to be built. Loads cannot be created for Shippers in “Onboarding Sent” or “Onboarding Signed” status — MVMNT enforces this automatically.
Action 2 — Send Greenlight Notification
Accounting sends greenlight notification to Sales and Operations. Format varies by onboarding path:
Factored (Tier 1 — Non-Recourse): “Shipper [Name] is greenlit. Credit limit: $[X]. Payment terms: [Net 30]. Factor status: Non-recourse. Special invoicing requirements: [list any].”
Factored (Tier 2 — Recourse): “Shipper [Name] is greenlit. Credit limit: $[X]. Payment terms: [Net 30]. Factor status: Recourse — Forza carries non-payment risk. Special invoicing requirements: [list any].”
Path A — HaulPay In-Platform Self-Finance: “Shipper [Name] is greenlit. Self-Financed — HaulPay In-Platform. Credit limit: 10/invoice. No advance — Forza carries timing risk. Approved by Founder/CEO on [date]. Special invoicing requirements: [list any].”
Path B — Fully Off-Platform Self-Finance: “Shipper [Name] is greenlit. Self-Financed — Fully Off-Platform. Credit limit: $[X]. Payment terms: [Net 15]. No NOA required. All invoicing and collection managed by Forza directly — no HaulPay involvement. Approved by Founder/CEO on [date]. Special invoicing requirements: [list any].”
Notification delivery: Email to defined distribution (Sales reps, Operations, Founder/CEO) + log entry in the Shipper’s MVMNT profile notes.
Action 3 — Sales Moves Pipedrive Deal Stage to “First Load Pending”
Once Sales receives the greenlight notification, Sales moves the Pipedrive deal from “Competing” → “First Load Pending.” This closes the onboarding period in Pipedrive and signals to the entire team the Shipper is operational.
Sales verifies MVMNT Shipper status before quoting or booking any load. MVMNT Shipper status (“Customer”) is the operational source of truth — not a verbal confirmation, a Pipedrive stage, or an email.
🤖 SYSTEM AUTOMATION
The MVMNT status change is human (Accounting confirms after verification). The greenlight notification is human-composed (template-driven). The Pipedrive stage change is human (Sales moves it). Future automation opportunity: greenlight notification could be triggered automatically by the MVMNT status change, and Pipedrive deal stage could auto-advance via integration — but no such integration exists today.
🛑 HARD GATE
No loads move for this Shipper until:
- MVMNT status = “Customer”
- Pipedrive deal stage = “First Load Pending”
- Greenlight notification sent to Sales and Ops
Any load booked for a Shipper that has not cleared all three conditions is a process violation that creates downstream risk. MVMNT enforces condition #1 automatically by blocking load creation for non-Customer-status Shippers.
📍 Current State
- No documented greenlight checklist. Accounting performs verification steps from memory and experience.
- No standardized greenlight notification format. Notification happens ad hoc — Slack message, email, or verbal handoff to Sales.
- MVMNT Shipper status progression (Onboarding Sent → Onboarding Signed → Customer) is not actively used as a greenlight signal today.
- Pipedrive deal stage progression from “Competing” to “First Load Pending” works — Sales moves the deal once Accounting signals. Works but lacks a formal trigger.
- No process for cases where a Shipper is partially ready (e.g., NOA accepted but billing details incomplete) — these sit in an ambiguous state.
Who does this today: Accounting (informal greenlight) · Sales (Pipedrive stage change when prompted).
🚧 Gap
- No documented completeness checklist for Accounting to verify before greenlight.
- No standardized greenlight notification format across the four onboarding paths.
- No defined distribution list for greenlight notifications.
- No tracking of time-from-handoff-to-greenlight metric (leading indicator of onboarding efficiency).
- MVMNT native Shipper status progression is not actively used as a greenlight signal — the system supports it but Forza relies on Accounting’s manual handoff.
- No handling for partial-ready states (Shippers stuck between “Onboarding Signed” and “Customer”).
🛠️ Gap Closure Actions
- Action 1 — Build the greenlight completeness checklist as an Accounting-facing form (Microsoft-365, OneNote, or dedicated tracker) (Owner: Casey + Accounting | Effort: Low)
- Action 2 — Draft and approve greenlight notification templates for each of the four onboarding paths (Owner: Casey + Accounting | Effort: Low)
- Action 3 — Define the greenlight notification distribution list (Sales reps, Ops, Founder-CEO) (Owner: Casey + Accounting + Sales | Effort: Low)
- Action 4 — Document the Sales SOP for Pipedrive stage change upon greenlight receipt (Owner: Casey + VP of Sales | Dependency: Templates approved | Effort: Low)
- Action 5 — Establish “days-to-greenlight” metric tracking — measure from intake form submission to greenlight notification (Owner: Casey + Accounting | Dependency: Intake form operational | Effort: Low)
- Action 6 — Define partial-ready handling: if a Shipper is not greenlit within SLA, what triggers escalation to Founder-CEO or return to Sales? (Owner: Casey + Accounting | Dependency: SLA defined | Effort: Low)
- Action 7 — Evaluate automation opportunity: trigger greenlight notification automatically when MVMNT Shipper status changes to “Customer” (Owner: Casey | Dependency: MVMNT live | Effort: Medium — may require MVMNT support)
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