Step 1.11 — Greenlight Declaration, Pipedrive Stage Update, Team Notification
Phase: Phase 1 — New Shipper Onboarding Owner: Accounting (completeness check, greenlight declaration, EZ Loader 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 EZ-Loader notes (if applicable) ☐ EZ-Loader Shipper profile created ☐ EZ Loader billing configuration complete (Factor flag, remit-to, factoring email if applicable) ☐ EZ Loader invoice document requirements configured per Shipper ☐ EZ Loader required reference numbers configured per Shipper ☐ EZ Loader batch invoicing schedule set per Shipper ☐ EZ Loader 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 ☐ EZ-Loader to QuickBooks-Online sync verified ☐
Action 1 — Update EZ Loader Shipper Status to “Customer”
EZ Loader’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 — EZ-Loader 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 EZ-Loader 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 EZ-Loader Shipper status before quoting or booking any load. EZ Loader Shipper status (“Customer”) is the operational source of truth — not a verbal confirmation, a Pipedrive stage, or an email.
🤖 SYSTEM AUTOMATION
The EZ Loader 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 EZ Loader 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:
- EZ-Loader 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. EZ Loader 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.
- EZ-Loader is not yet in live production. Shipper status progression is not operational until go-live.
- 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).
- EZ Loader Shipper status progression not yet operational (dependent on go-live).
- 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 (SharePoint-OneDrive, 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 EZ-Loader Shipper status changes to “Customer” (Owner: Casey + James | Dependency: EZ Loader live | Effort: Medium — may require EZ Loader support)
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