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Step 2.6 — Carrier Entry in HaulPay

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Step 2.6 — Carrier Entry in HaulPay

Previous step: Step 2.5 — Carrier Profile Review and Activation Next step: Step 2.7 — EZ Loader → QBO Sync (Carrier)

⚠️ Sequence Critical

HaulPay entry must be complete before a carrier’s first load is dispatched — not after. Retroactive setup after dispatch creates payment delays that are difficult to resolve.

🎯 Ideal State

Trigger: Carrier activated in EZ-Loader (Step 2.5).

When Forza pays a carrier (or their factoring company) for a delivered load, the payment routes through HaulPay. HaulPay needs the carrier record in their system before the first load — not after.

Data entered into HaulPay:

Data FieldSource
Carrier company nameEZ-Loader carrier profile
MC# / DOT#EZ-Loader carrier profile
Payee informationCarrier directly (if self-invoicing) or their factoring company
Factoring company nameEZ-Loader payee link
Factoring company contact infoEZ-Loader payee link
NOA from the carrier’s factoring companyUploaded to EZ-Loader carrier documents

Owner: Concetta (Accounting).

🤖 SYSTEM AUTOMATION:

Manual entry. HaulPay does not currently have a direct API integration with EZ-Loader for carrier records. (Open verification question: does HaulPay offer any API or bulk-load option for carrier records?)

🛑 HARD GATE:

A carrier’s first load must not be dispatched until the carrier is entered in HaulPay. If dispatched before HaulPay entry is complete, the first payment will be delayed while Concetta scrambles to set up the record retroactively.

📍 Current State

  • Concetta manually enters carriers in HaulPay after activation in EZ-Loader.
  • No documented SOP for the HaulPay carrier entry process.
  • Timing varies — sometimes entry happens immediately after EZ-Loader activation, sometimes after the first load is assigned. The latter creates payment delays.

🚧 Gap

  1. No documented SOP for HaulPay carrier entry.
  2. No gating mechanism preventing first-load dispatch before HaulPay entry is complete.
  3. No tracked metric for time-from-EZ-Loader-activation to HaulPay-entry-complete.

🛠️ Gap Closure Actions

  • Document the HaulPay carrier entry SOP Owner: Casey + Concetta | Effort: Low
  • Establish a policy that HaulPay entry must be complete before first-load dispatch Owner: Casey + Concetta + James | Effort: Policy
  • Evaluate whether HaulPay offers any API or bulk-load option for carrier records Owner: Casey + HaulPay account team | Effort: Low
  • Track time-from-activation-to-HaulPay-entry metric Owner: Concetta | Effort: Low

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