ForzaOKB

Phase 4 — Invoicing & Factoring

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Phase 4 — Invoicing & Factoring

This phase covers everything from document collection at delivery through invoice submission to HaulPay and the generation of the customer-facing invoice. Phase 4 begins the moment EZ-Loader shows “Delivered” and ends when HaulPay accepts the invoice package.

Total steps: 9 (Steps 4.1–4.7a including 4.6a) Primary owner: Concetta (Accounting) for all steps

flowchart TD
    A([Load status = Delivered\nin EZ Loader]) --> B[4.1 Document Collection\nPOD/Invoice Request\n+ Trucker Tools + Email Agg]
    B --> C{All required\ndocuments\ncomplete?}
    C -- No --> D[Chase carrier\nDay 1/3/5 cadence]
    D --> C
    C -- Yes --> E[4.2 Carrier Invoice\nAudit — 6 checks]
    E --> F{Clean /\nMinor /\nMaterial?}
    F -- Material --> G[James investigates\nresolve discrepancy]
    G --> E
    F -- Clean or Minor --> H[4.3 Document\nCompleteness Check\n+ Queue Entry]
    H --> I[4.4 Invoice Generation\nin QBO — Interim Bridge]
    I --> J[4.5 Invoice Review\n6-check spot-check]
    J --> K{Path A/Factored\nor Path B?}
    K -- Path A / Factored --> L[4.6 Submit to HaulPay\nQBO Bridge or\nDirect Integration]
    K -- Path B --> M[4.6a Submit to Shipper\nDirect — Forza remit-to]
    L --> N{HaulPay\nAccepts?}
    N -- Rejected --> O[4.7a Rejection\nHandling]
    O --> L
    N -- Accepted --> P[4.7 HaulPay Generates\nCustomer-Facing Invoice]
    P --> Q([✅ Phase 5 Begins:\nPayment & Reconciliation])
    M --> Q

Steps

StepTitleOwnerKey Systems
4.1Document CollectionConcetta, EZ-Loader automationEZ-Loader, Trucker-Tools, HaulPay
4.2Carrier Invoice AuditConcetta, JamesEZ-Loader
4.3Document Completeness Check + Queue EntryConcettaEZ-Loader, HaulPay
4.4Invoice Generation in QBOConcettaEZ-Loader, QuickBooks-Online
4.5Invoice ReviewConcettaQuickBooks-Online, EZ-Loader
4.6Invoice Submission to HaulPayConcettaHaulPay, QuickBooks-Online
4.6aInvoice Submission to Shipper (Path B)ConcettaEZ-Loader, Microsoft-365-Outlook
4.7HaulPay Generates Customer-Facing InvoiceHaulPayHaulPay, Fifth-Third-Bank
4.7aFactoring Rejection HandlingConcetta, NickHaulPay, EZ-Loader

Key Flags

🛑 Critical Blockers

  • EZ-Loader → QuickBooks-Online sync broken — entire Phase 4 pipeline breaks without this. Step 1.10 is the single largest go-live blocker.
  • POD/Invoice Request automation not enabled — all document collection is manual. Activate before go-live.
  • EZ-Loader → HaulPay direct integration not ready for launch — QBO Bridge is the interim path. Must be tested end-to-end before go-live.

⚠️ Open Questions

  • Does EZ-Loader remit-to auto-switch from HaulPay to Forza’s Fifth-Third-Bank details when Factor flag = No? (Path B verification)
  • What is optimal setup for EZ-Loader email aggregator? (Step 4.1 verification)

🔲 Nick Decisions Required

  • Material discrepancy escalation threshold — dollar amount or % (Step 4.2)
  • Credit-related HaulPay rejection escalation protocol (Step 4.7a)

Previous phase: Phase 3 — Load Lifecycle Next phase: Phase 5 — Cash Application & Reconciliation

9 items under this folder.