Step 2.7 — EZ Loader → QBO Sync (Carrier Record) with Option B Payee Configuration
Previous step: Step 2.6 — Carrier Entry in HaulPay Next phase: Phase 3 — Load Lifecycle
🛑 HARD GATE (Critical Blocker):
This step depends entirely on the EZ-Loader → QuickBooks-Online sync being operational — currently broken. See Step 1.10 — this is the single largest blocker for go-live for both Shipper and Carrier records.
🎯 Ideal State
Trigger: Carrier activated in EZ-Loader (Step 2.5) and entered in HaulPay (Step 2.6).
EZ-Loader creates the carrier as a vendor in QuickBooks-Online via the two-way sync (every 2 hours, 7 AM to 11 PM EST — same schedule as Shipper records).
Option B Payee Configuration — Forza’s Global Standard
When a carrier uses a factoring company, the QuickBooks-Online vendor record can be configured two ways. Forza uses Option B globally.
Option Configuration Forza Uses? Option B (Forza standard) Carrier is the vendor name. Factoring company’s address is set as payee address. Each carrier has their own vendor record. ✅ Yes Option A (rejected) Factoring company as vendor name. Carriers roll up under one vendor. Bulk payments easier but destroys carrier-level visibility. ❌ No Why Option B:
- Preserves carrier-level payment visibility in QuickBooks-Online
- AP aging reports show per-carrier balances clearly
- Reconciliation with HaulPay’s remittance (sent at carrier level) is straightforward
- 1099 reporting at year-end works correctly — each carrier receives their own 1099
What to Verify After Sync
Check Expected Carrier name synced correctly Matches EZ-Loader carrier profile Payee address Factoring company address (if factoring) or carrier address (if self-invoicing) QB Sync ID present in EZ-Loader carrier profile Confirms link is active Owner: Concetta (Accounting — spot-check verification).
🤖 SYSTEM AUTOMATION:
Sync is fully automated once the QuickBooks-Online sync is operational. The Option B configuration is set once globally — Concetta does not revisit this per-carrier.
📍 Current State
- The EZ-Loader → QuickBooks-Online sync is not working (same critical blocker as Step 1.10 for Shipper records).
- Option B is confirmed as Forza’s convention — carriers are set up as vendor names with factoring company addresses as payee addresses.
- During the pre-cutover period, carrier vendor records are maintained directly in QuickBooks-Online by Concetta as part of AP operations, independent of EZ-Loader.
🚧 Gap
- The EZ-Loader → QuickBooks-Online sync is not working — same critical blocker as Step 1.10.
- Option B convention is confirmed but not documented as formal policy.
- No verification routine documented for once sync is operational.
🛠️ Gap Closure Actions
- CRITICAL: Resolve EZ-Loader → QuickBooks-Online sync — same blocker as Step 1.10 Owner: James + EZ-Loader support | Effort: External dependency
- Document Option B payee configuration as formal Forza policy Owner: Casey + Concetta | Effort: Low
- Once sync is operational, run a controlled test — activate a test carrier in EZ-Loader, verify QuickBooks-Online vendor record appears correctly with Option B payee configuration Owner: Casey + Concetta + James | Effort: Low
- Document the carrier sync verification SOP Owner: Casey + Concetta | Dependency: Sync fixed | Effort: Low