Phase 2 — New Carrier Onboarding

This phase covers every action from identifying a prospective carrier through activating them in MVMNT, entering them in HaulPay, and confirming their vendor record syncs to QuickBooks-Online.

Total steps: 8 (Steps 2.1–2.7 including Step 2.4a) Primary owner: Vacant — Carrier Relationships Lead (hiring) · Concetta (Accounting) for review, activation, and payment setup

Interim Coverage: Nick (CEO) is covering day-to-day carrier vetting and onboarding until the Carrier Relationships Lead is hired.

flowchart TD
    A([Load-Driven or\nRelationship-Driven Need]) --> B[2.1 Carrier Identification]
    B --> C[2.2 Vetting via Highway\n+ Carrier 411]
    C --> D{Risk\nAssessment}
    D -- Unacceptable --> E([❌ Do Not Onboard])
    D -- Conditional --> F[Ops Manager Reviews\\nCase-by-Case\\n(*Seat vacant — escalate to Nick*)]
    F -- Reject --> E
    F -- Approve --> G[2.3 Highway Carrier\nOnboarding + MVMNT Push]
    D -- Acceptable --> G
    G --> H[2.4 Accounting Details\nVerification]
    H --> I{Factoring\nCompany in\nAddress Book?}
    I -- No --> J[2.4a Add Factoring\nCompany to Address Book]
    J --> K[2.5 Profile Review\n& Activation]
    I -- Yes --> K
    K --> L{All Items\nPass?}
    L -- No --> M[Follow Up with Carrier\nHolding State: Max 7 Days]
    M --> L
    L -- Yes --> N[✅ Carrier Status:\nACTIVE in MVMNT]
    N --> O[2.6 Carrier Entry\nin HaulPay]
    O --> P[2.7 MVMNT → QBO\nSync Verification]
    P --> Q([✅ Phase 2 Complete\nCarrier Ready for Dispatch])

Steps

Key Flags

🛑 Critical Blockers

• No formal carrier sync verification SOP — MVMNT ↔ QuickBooks-Online sync is operational, but per-carrier spot-checks at Step 2.7 are not formally documented or routinely run. Same root issue as Phase 1 Step 1.10.

⚠️ Open Questions

• Does Highway collect full accounting details (factoring company, NOA, W-9, bank info) during carrier onboarding? Unverified — determines how much manual work lands on Concetta at Step 2.4.
• Does HaulPay offer an API or bulk-load option for carrier records? Open question for HaulPay account team.
• Is Load Lock Plus live in the MVMNT / Highway integration? Status unverified as of early March.

🔲 Decisions Required

• Nick (Founder/CEO): Cancel Load Guard subscription ($49/mo) — being paid for but not used.
• Ops Manager seat vacant: Protocol for Conditional Highway risk assessments — when to approve vs. reject. (Previously assigned to James)

Previous phase: Phase 1 — New Shipper Onboarding Next phase: Phase 3 — Load Lifecycle