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Step 2.4a — Carrier Factoring Company Address Book Management

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Step 2.4a — Carrier Factoring Company Address Book Management

Triggered from: Step 2.4 when a carrier’s factoring company does not exist in the EZ-Loader address book. Returns to: Step 2.5 — Carrier Profile Review and Activation

Note

This step is a one-time action per factoring company, not per carrier. Once a factoring company is in the EZ-Loader address book, every future carrier using that company auto-links.

🎯 Ideal State

One-Time Pre-Requisite — Top-30 Factoring Company Preload

Before EZ-Loader goes live, Forza loads the top 30 most common carrier factoring companies into the EZ-Loader address book. This dramatically reduces the frequency this step triggers in daily ops.

Recommended preload list: Apex Capital, RTS Financial, OTR Solutions, Thunder Funding, Triumph Business Capital, TAFS, Instapay, Bolt Factoring, Porter Billing Services, J.D. Factors, Factor Loads, England Carrier Services, Riviera Finance, TBS Factoring Service, Interstate Capital, Match Factors, Single Point Capital, Saint John Capital, Freight Factoring Specialists, Truckstop Factoring, Scale Funding, Phoenix Capital Group, Integrity Factoring, WEX Capital, eCapital, Advance Business Capital, CoreFund Capital, Orange Commercial Credit, Bobtail, HaulPay.

For each preloaded company:

Data FieldSource
Payee nameIndustry-standard
Address line 1Company website or remittance instructions
City, state, zipCompany website
Billing phoneCompany website
FaxCompany website (if applicable)
Payee emailCompany website

Exception Handling — New Factoring Company Appears

When a carrier’s factoring company is not in the address book, Concetta (Accounting):

  1. Review the carrier’s uploaded NOA (from Highway’s onboarding) to extract factoring company details.
  2. Verify the factoring company is legitimate (web search or Carrier 411 spot-check).
  3. Create a new entry in the EZ-Loader factoring company address book: payee name, address, city, state, zip, billing phone, fax, payee email.
  4. Return to the carrier’s profile in EZ-Loader and link the new entry to the payee section using the “Update From Factoring Company” function.
  5. Verify that payee name, address, and contact info populated correctly.
  6. Proceed to Step 2.5.

Owner: Concetta (Accounting).

🤖 SYSTEM AUTOMATION:

Manual step — EZ-Loader does not auto-create factoring company address book entries from carrier onboarding data. However, this is a one-time action per factoring company, not per carrier. With the top-30 preload completed, this step triggers only for uncommon or new factoring companies.

🛑 HARD GATE:

A carrier cannot be activated (Step 2.5) if their factoring company is not properly linked in the payee section. An improperly linked or missing factoring company results in payment routing errors that are expensive to correct after the fact.

📍 Current State

  • No top-30 preload has been completed in EZ-Loader.
  • When new factoring companies appear, Concetta adds them manually as part of carrier onboarding.
  • Without the preload, this step triggers for nearly every new carrier rather than only for uncommon ones.
  • This is one of the root causes of the “paperwork complaint” — if the carrier’s NOA is incomplete or the factoring company info is unclear, Concetta cannot add the address book entry and is forced to chase.

🚧 Gap

  1. Top-30 factoring company preload has not been done. This step triggers for nearly every new carrier.
  2. No documented protocol for verifying factoring company legitimacy before adding to the address book.
  3. No audit of existing address book entries for accuracy — some may have outdated addresses or contact info.

🛠️ Gap Closure Actions

  • Complete the top-30 factoring company preload in EZ-Loader before or at go-live. Build the final list, gather current address/contact data, load into EZ-Loader. Owner: Casey + Concetta | Effort: Medium — half-day task
  • Document the exception handling SOP for new factoring companies (the 6-step process above) Owner: Casey + Concetta | Effort: Low
  • Establish a factoring company legitimacy verification standard before adding to address book Owner: Casey + Concetta | Effort: Low
  • Audit existing EZ-Loader address book entries for accuracy Owner: Concetta | Dependency: Top-30 preload complete | Effort: Medium

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