Step 1.4 — EZ Loader Shipper Profile Creation and Configuration
Phase: Phase 1 — New Shipper Onboarding Owner: Accounting Trigger: HaulPay credit check complete and decision made (Step 1.3 Tier 1/2) — or self-finance approved by Founder-CEO (Step 1.3a).
🎯 Ideal State
Accounting creates the Shipper profile in EZ-Loader. This is the operational system of record — where loads will be built, invoices generated, documents stored, and all operational activity tracked.
Data entered into EZ Loader:
Data Field Notes Shipper company legal name Must match exactly what was entered in HaulPay. Mismatches cause invoice rejections and reconciliation problems. Copy-paste from HaulPay to prevent typo drift. Physical address Street, city, state, zip Mailing address If different from physical Primary contact name, email, phone From intake form Billing contact name, email, phone From intake form Federal Tax ID / EIN From intake form Assigned Sales rep(s) From intake form — defaults auto-apply to every load for this Shipper Default GP split percentage From intake form — auto-applies to every load; must be correct at setup Digital Shipper onboarding (ideal path): EZ-Loader offers a digital Shipper onboarding webform where the Shipper reviews their company information, views Forza’s W-9 and operating authority, and e-signs the broker/shipper agreement. EZ Loader tracks status natively: Onboarding Sent → Onboarding Signed → Customer.
Manual fallback: If the digital webform is unavailable or the Shipper cannot complete it, Accounting enters all data manually, sends the broker/shipper agreement separately for e-signature via Adobe-Acrobat-Pro, and uploads the signed copy into the Shipper profile documents section.
⚠️ Verification Question (EZ Loader team): Is the digital Shipper onboarding webform configured for Forza? What does the webform ask the Shipper for, and what does it produce in the Shipper profile on submission? Can the broker/shipper agreement be uploaded as the e-sign document within the webform?
🤖 SYSTEM AUTOMATION
If digital onboarding webform is configured and used — largely automated. Shipper self-enters, system tracks status, signed agreement auto-files. If manual — fully human, error-prone, slower.
📍 Current State
- Shipper profiles are created manually in EZ-Loader with data copied from emails and conversations rather than a single intake form.
- The digital Shipper onboarding webform has not been evaluated or configured for Forza. Team wants to evaluate it.
- Broker/shipper agreement is currently signed outside EZ Loader (via Adobe-Acrobat-Pro or equivalent) and uploaded to the Shipper profile documents manually.
- EZ Loader is not yet in live production — migration targeted for May 1–5. Current operational TMS is MVMNT.
Who does this today: Accounting.
🚧 Gap
- Digital Shipper onboarding webform is not configured or evaluated.
- Broker/shipper agreement e-sign happens outside the TMS, creating a manual upload step.
- Shipper data flows from ad hoc sources rather than a structured intake form.
🛠️ Gap Closure Actions
- Action 1 — Evaluate EZ-Loader digital Shipper onboarding webform capability with EZ Loader support team — configuration, customization, agreement upload (Owner: Casey + Ops Manager + EZ Loader support | Effort: Medium)
- Action 2 — If webform is viable, configure it with Forza branding, W-9, operating authority, and the standard broker/shipper agreement (Owner: Casey + Accounting | Dependency: Webform evaluated | Effort: Medium)
- Action 3 — Document the Shipper profile creation SOP for Accounting (fields, digital vs. manual fallback, data source from intake form) (Owner: Casey + Accounting | Dependency: Webform decision made | Effort: Low)
- Action 4 — Evaluate whether Adobe-Acrobat-Pro is still needed for broker/shipper agreement e-sign once EZ Loader webform is in use, or if it can be cancelled/consolidated (Owner: Casey + Accounting | Dependency: Webform configured | Effort: Low)
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