Phase 2 — New Carrier Onboarding

This phase covers every action from identifying a prospective carrier through activating them in EZ-Loader, 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: James (Ops Manager) for sourcing and vetting · Concetta (Accounting) for review, activation, and payment setup

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[James Reviews\nCase-by-Case]
    F -- Reject --> E
    F -- Approve --> G[2.3 Highway Carrier\nOnboarding + EZ Loader 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 EZ Loader]
    N --> O[2.6 Carrier Entry\nin HaulPay]
    O --> P[2.7 EZ Loader → QBO\nSync Verification]
    P --> Q([✅ Phase 2 Complete\nCarrier Ready for Dispatch])

Steps

Key Flags

🛑 Critical Blockers

• EZ-Loader → QuickBooks-Online sync broken — affects Step 2.7 (same blocker as Phase 1 Step 1.10). Must be resolved before go-live.

⚠️ 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 EZ-Loader / 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.
• James (Ops Manager): Protocol for Conditional Highway risk assessments — when to approve vs. reject.

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