ForzaUKB

Step 1.5 — EZ Loader Shipper Billing Configuration

3 min read

Step 1.5 — EZ Loader Shipper Billing Configuration

Phase: Phase 1 — New Shipper Onboarding Owner: Accounting Trigger: Shipper profile created in EZ-Loader (Step 1.4 complete).

🎯 Ideal State

Accounting configures billing settings in the EZ-Loader Shipper profile. This is a separate step from profile creation and is one of the highest-leverage configurations in the entire workflow. Billing configuration tells EZ Loader how this Shipper should be invoiced — and EZ Loader enforces these settings automatically at the point of invoicing for every load.

Configuration fields:

FieldPurposeForza-Specific Setting
Billing name and addressMay differ from company address — some Shippers have a separate AP department addressFrom intake form
Billing contact and emailWhere invoices are sentFrom intake form
Federal Tax IDFor W-9 / 1099 reportingFrom intake form
”Factor This Customer” flagControls whether invoices route through HaulPay or Forza bills directlyFactored (Tier 1/2): Yes · Path A Self-Finance: Yes · Path B Self-Finance: No
Factoring emailWhere HaulPay receives invoice submissions from Forzapayments@haulpay.io if Factor flag = Yes · Blank if Path B

Critical remit-to logic:

ScenarioRemit-To on Invoice
Factored (Tier 1/2)HaulPay PO Box 201323, Dallas TX 75320-1323 + HaulPay ACH details
Path A Self-FinanceSame as factored — HaulPay still collects
Path B Self-FinanceFifth-Third-Bank details (Forza’s bank)

Getting this wrong causes payments to go to the wrong party. Reconciliation problems can take 30–60 days to surface.

⚠️ Verification Question (EZ Loader team): When “Factor This Customer” is set to “No” (Path B Self-Finance), does EZ-Loader’s invoice template automatically switch remit-to from HaulPay to Forza’s bank details? Or does this require manual template configuration per Shipper?

🤖 SYSTEM AUTOMATION

Human setup, one time per Shipper. Once configured, EZ-Loader uses these settings automatically for every load.

📍 Current State

  • Billing configuration is set manually per Shipper in EZ-Loader (test environment) or in the legacy TMS (MVMNT) in production.
  • “Factor This Customer” flag is typically set Yes since most Shippers are factored.
  • Self-financed Shippers (Path A or B) are rare enough that configuration decisions have not been systematically documented.
  • Remit-to logic has not been validated in EZ-Loader — team has not tested whether remit-to auto-switches for non-factored Shippers.

Who does this today: Accounting.

🚧 Gap

  • Remit-to behavior for non-factored (Path B self-financed) Shippers is not verified in EZ-Loader.
  • No documented SOP distinguishing billing configuration between factored, Path A, and Path B Shippers.
  • No cross-check process to verify billing configuration matches the credit/self-finance decision made in Steps 1.3/1.3a.

🛠️ Gap Closure Actions

  • Action 1 — Verify with EZ-Loader support how remit-to information behaves when Factor flag is set to No (Owner: Casey + Ops Manager + EZ Loader support | Effort: Low)
  • Action 2 — Document billing configuration SOP distinguishing factored / Path A / Path B settings (Owner: Casey + Accounting | Dependency: Remit-to behavior verified | Effort: Low)
  • Action 3 — Add billing configuration verification to the greenlight checklist in Step-1.11-Greenlight-Declaration (Owner: Casey + Accounting | Dependency: SOP documented | Effort: Low)

Previous: Step-1.4-EZ-Loader-Shipper-Profile-Creation | Next: Step-1.6-EZ-Loader-Invoice-Settings-Requirements

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