Step 2.4 — Carrier Accounting Details Verification
Previous step: Step 2.3 — Highway Carrier Onboarding Next step: Step 2.4a — Factoring Company Address Book (if new factoring company) or Step 2.5 — Carrier Activation
⚠️ Known Pain Point
Missing factoring company paperwork is Forza’s #1 carrier onboarding friction point. Accounting cannot set up payment routing without the carrier’s NOA, and Ops urgency to dispatch creates direct tension with Accounting’s gatekeeping role.
🎯 Ideal State
Trigger: Highway has pushed a completed carrier profile into EZ-Loader (Step 2.3).
Concetta (Accounting) verifies that all required accounting details are present and complete. If Highway collected everything, this step is a verification spot-check (2–5 minutes). If Highway did not collect some fields, Concetta captures the gaps directly from the carrier.
Required Accounting Data — Must Be Complete Before Carrier Activation
Data Field Required? Source if Missing Accounting contact name Yes Call or email carrier dispatcher to request Accounting contact email Yes Call or email carrier dispatcher to request Accounting contact phone Yes Call or email carrier dispatcher to request Payment method Yes Carrier-declared during Highway onboarding W-9 Yes Uploaded via Highway; if missing, request from carrier MC# authority document Yes Uploaded via Highway; if missing, request from carrier Insurance certificate Yes Auto-populated via Highway’s insurance monitoring Additional Fields If Carrier Uses a Factoring Company
Data Field Required? Notes Factoring company name Yes See Step 2.4a for address book lookup/creation Factoring company address Yes Required before EZ-Loader vendor record can be configured Factoring company billing phone Yes For payment inquiries and reconciliation Factoring company payee email Yes Required for Forza’s payment correspondence Carrier’s NOA Yes Tells Forza “pay our factoring company, not us.” Critical for correct payment routing. Additional Fields If Carrier Self-Invoices
Data Field Required? Notes Bank info / voided check Yes For ACH payment setup Payee name (if different from carrier legal name) Conditional Document in the payee field if different Payee address Yes For remittance delivery Owner: Concetta (Accounting) — review and gap-capture.
🤖 SYSTEM AUTOMATION:
🛑 HARD GATE:
📍 Current State
- Concetta reviews carrier profiles from Highway’s push into EZ-Loader and verifies completeness.
- Three people involved in carrier onboarding today (James, Jen, Concetta) — more than ideal state requires. Target: Ops initiates Highway onboarding, Accounting reviews/activates.
- Biggest pain point: “accounting needs the paperwork for the factoring company and complains about not getting it on time or at all.”
- When paperwork is missing, Concetta chases the carrier directly — not through Ops.
- Time pressure from Ops to activate carriers for urgent loads creates friction with Concetta’s gatekeeping.
🚧 Gap
- Factoring company paperwork is the most common missing piece. Direct friction between Ops urgency and Accounting’s gate.
- Three-person involvement (James, Jen, Concetta) in carrier onboarding is more than process should require.
- No documented protocol for handling incomplete carrier profiles — no defined holding state or chase process.
- No SLA on carrier onboarding completion time.
🛠️ Gap Closure Actions
- Document the accounting details verification SOP for Concetta Owner: Casey + Concetta | Dependency: Highway field mapping documented (Step 2.3) | Effort: Low
- Build the specific carrier outreach template for missing paperwork requests Owner: Casey + Concetta | Effort: Low
- Reduce carrier onboarding involvement: Ops (initiation only) + Accounting (review/activation). Remove redundant Ops-level verification. Owner: Casey + James + Concetta | Effort: Low
- Establish carrier onboarding SLA — target activation within 24 hours of Highway onboarding completion when paperwork is complete Owner: Casey + Concetta + James | Effort: Policy
- Document the “holding state” protocol for incomplete profiles — how long to wait, when to escalate Owner: Casey + Concetta | Effort: Low