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 MVMNT 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 MVMNT]) --> 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[Ops Manager investigates\\nresolve discrepancy\\n(*Seat vacant — escalate to Nick*)]
    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

Key Flags

🛑 Critical Blockers

• POD/Invoice Request automation not enabled — document collection is largely manual today. High-leverage to activate.
• MVMNT → HaulPay direct integration depth — team to confirm. The one-click “Send to Factor” path on delivered loads is in use; auto-send is OFF. End-to-end submission flow should be re-verified.
• No formal MVMNT ↔ QuickBooks-Online sync verification SOP — sync is operational, but per-Shipper / per-load spot-checks are not formally documented or routinely run (Step 1.10).

⚠️ Open Questions

• Does MVMNT 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 MVMNT 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