Step 1.8 — Debtor Verification & NOA Outreach

Phase: Phase 1 — New Shipper Onboarding Owner: Accounting / CFO (composes and sends) · Shipper AP contact (completes reply) · HaulPay (passive CC) Trigger: EZ-Loader credit limit set (Step 1.7 complete).

⚠️ Open Design Question: The ideal state for this sub-section is undefined pending team discussion. Forza currently consolidates Shipper billing detail confirmation and NOA acceptance into a single Accounting-led outreach. HaulPay offers to conduct billing detail confirmation separately as part of their service. The team needs to evaluate: (a) combined vs. separate; (b) who owns the outreach; (c) trade-offs between Shipper convenience, response rate, Accounting workload, and process control.

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🎯 Ideal State

[TBD — pending team discussion]

Key design questions to resolve:

Combined (Forza’s current approach)	Separated
Single touchpoint = less coordination for Shipper	Each request is simpler to process
One email thread = complete record	Allows specialized handling per topic
Fewer handoffs = fewer drop-off points	Allows HaulPay to use their established templates
Warmer (from Forza, not a third party)	Accounting offloads work to HaulPay
Accounting controls the messaging	Cleaner audit trail per topic
Larger single ask may reduce response completeness	Two chases instead of one

Once the design questions are resolved, this step will be drafted with: email template, attachment structure, required fields, acceptance language, follow-up logic, and tracking mechanism.

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📍 Current State

Forza currently consolidates Shipper billing detail confirmation and NOA acceptance into a single outreach email from Accounting (CFO).

Email specifications:

Element	Value
From	Concetta@forzalogisticsgroup.com (Accounting / CFO)
To	Shipper’s billing/AP contact
CC	enterpriseuw+noa@haulpay.io (HaulPay’s dedicated NOA mailbox)
Subject	”[Shipper Name] please confirm Billing details & NOA for Forza Logistics Group”
Importance	High
Attachments	(1) Per-Shipper customized billing detail document (currently in Apple-Pages .pages format) · (2) Forza HaulPay NOA PDF (two pages) — same document used for every Shipper

Billing detail document — 13 required fields:

#	Field
1	Payment Terms
2	Email address to send invoices
3	Email address to send NOA-related items
4	Email for payment inquiries / remittance questions
5	Special billing requirements (e.g., BOL, Stamped POD)
6	Tax ID (EIN)
7	MC# or DOT# (if applicable)
8	Bill To Company Name
9	Bill To Company Address
10	Bill To Company Phone
11	Payment Status Email
12	Contact Name at Company
13	Requested Credit Limit

NOA confirmation language (Shipper must copy-paste into reply): “We confirm the Notice of Assignment (NOA) for Forza Logistics Group is received, confirmed, and active. Our payables/vendor record has been updated, and all payments for assigned invoices will be remitted to HaulPay as the pay-to using the information below.”

NOA document: Two-page PDF. Page 2 is the executed Notice of Assignment signed by Gonzalo Mosquera (HaulPay Director of Operations) and Nick (Forza Founder/CEO) on 06/27/2024. This NOA is re-used (not re-signed) for every Shipper onboarding.

HaulPay’s role: Passive recipient via CC. Receipt of the Shipper’s reply-all serves as their acceptance record — no separate action required from HaulPay or Forza.

HaulPay address distinction: enterpriseuw+noa@haulpay.io (NOA acceptance) is distinct from payments@haulpay.io (remittance) and payments+[ID]@haulpay.io (invoice generation). Easy to confuse — no Forza SOP documents these distinctions.

Who does this today: Concetta (Accounting / CFO).

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🚧 Gap

1. Ideal state is undefined — team discussion required before any process improvement can be planned.
2. .pages attachment format — Windows-based Shipper AP teams cannot open Apple Pages natively. PDF would be universally accessible.
3. Subject line typo — Example shows “Forza Logistis Group” instead of “Forza Logistics Group.” If templated or copy-pasted, this typo is propagating to every Shipper.
4. Billing detail form numbering confusion — Form numbers answers as separate line items, showing 15 items for 13 real fields. Creates ambiguity for Shipper’s AP team.
5. “Requested Credit Limit” field wording — Ambiguous whether Forza is setting a credit limit or asking the Shipper to request one.
6. No merge-field template visible — Unclear if email body is templated with merge fields or customized by hand per Shipper. Manual customization risks inconsistency at scale.
7. NOA document vintage — Executed 06/27/2024. Valid status should be verified. If HaulPay/Dakota Financial terms have changed, the NOA may need re-execution.
8. HaulPay CC address distinctions not documented — The three HaulPay addresses serve different purposes and are easy to confuse. No Forza SOP covers this.
9. No response tracking mechanism — No systematic way to track which Shippers have responded, partially responded, or not responded.
10. No response completeness validation — If a Shipper replies with partial information, no documented standard for whether Accounting follows up, accepts incomplete, or escalates.
11. No single-source-of-truth capture of responses — Once Shipper completes the billing detail form, data must transfer to EZ-Loader, HaulPay, and QuickBooks-Online. Manual transcription across three systems is error-prone.

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🛠️ Gap Closure Actions

• Action 1 — ⚠️ Team discussion: Resolve ideal state design (combined vs. separate; Forza-led vs. HaulPay-led; response rate evaluation) (Owner: Casey + Accounting + Founder/CEO | Effort: Working session)
• Action 2 — Convert billing detail attachment from .pages to PDF for cross-platform compatibility (Owner: Accounting | Effort: Low)
• Action 3 — Correct subject line typo (“Logistis” → “Logistics”) and audit all templates for other typos (Owner: Accounting | Effort: Low)
• Action 4 — Fix billing detail form numbering confusion — one line per real field (Owner: Casey + Accounting | Effort: Low)
• Action 5 — Clarify or remove “Requested Credit Limit” field based on team decision (Owner: Casey + Accounting | Effort: Low)
• Action 6 — Verify NOA document vintage (06/27/2024) validity with HaulPay and Founder-CEO (Owner: Founder/CEO or Accounting | Effort: Low)
• Action 7 — Build a merge-field email template (Microsoft-365-Outlook) with per-Shipper variables (Owner: Accounting + Casey | Dependency: Ideal state decision | Effort: Low)
• Action 8 — Establish Shipper outreach response tracking mechanism (SharePoint-OneDrive list, Pipedrive field, or dedicated tracker) (Owner: Accounting + Casey | Dependency: Ideal state decision | Effort: Medium)
• Action 9 — Document the HaulPay CC address distinctions in a Forza email reference (Owner: Accounting | Effort: Low)
• Action 10 — Establish response completeness validation standard (Owner: Accounting + Casey | Dependency: Ideal state decision | Effort: Low)
• Action 11 — Design workflow for capturing Shipper response data into EZ-Loader, HaulPay, and QuickBooks-Online without redundant manual entry (Owner: Casey + Accounting | Dependency: Ideal state decision | Effort: Medium)

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