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Step 4.1 — Document Collection

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Step 4.1 — Document Collection

Trigger: Load status = “Delivered” in EZ-Loader (Step 3.7). Next step: Step 4.2 — Carrier Invoice Audit

🎯 Ideal State

Required Document Set for Invoicing

DocumentSourceWhy It Matters
Signed delivered BOLCarrier (via Trucker-Tools upload or email)Proves delivery completed. Required by HaulPay. Required for most Shipper invoice approval.
Carrier invoiceCarrier (via Trucker-Tools upload or email)Carrier’s request for payment. Required for Step 4.2 audit. Required by HaulPay.
Carrier rate confirmationEZ-Loader (auto-filed at Step 3.3)Already on file. Required by HaulPay.
Shipper rate confirmationEZ-Loader (auto-filed at Step 3.4 if required)Required by HaulPay if applicable.
Shipper-specified documentsPer Shipper configuration from Step 1.6Stamped POD, lumper receipts, temperature logs, weight tickets, etc. Varies per Shipper.

Primary Collection Path — Automated

POD/Invoice Request automation (fires at “Delivered” status per Step 3.7): EZ-Loader sends an automated request to the carrier directing them to an upload portal. Carrier uploads → documents auto-file into the EZ-Loader load record.

Trucker-Tools document retrieval: POD/BOL/invoice uploaded through the Trucker-Tools app auto-push into EZ-Loader. Works in parallel with POD/Invoice Request — whichever the carrier uses, documents land in the same place.

EZ-Loader AI document classification: As documents arrive, EZ-Loader’s AI automatically classifies each document by type (BOL, POD, invoice, rate con, etc.) and tags it in the load record.

Secondary Collection Path — Email Aggregator

Some carriers email documents directly. EZ-Loader’s email aggregator monitors a designated Forza billing inbox, auto-imports inbound documents, uses AI to identify the load they belong to, and files them into the correct load record.

Fallback — Manual

If both automated paths fail, Concetta manually collects documents via direct carrier outreach and uploads them to EZ-Loader.

Owner: Concetta (Accounting) — verification. EZ-Loader automation — primary collection. Carrier — document submission.

🤖 SYSTEM AUTOMATION:

Document collection is largely automated if POD/Invoice Request and Trucker-Tools integration are both active. AI classification is automated. Completeness check enforced by EZ-Loader per Step 1.6 configuration. Only significant manual touch is chasing carriers who haven’t responded.

🛑 HARD GATE:

Loads with incomplete document sets per Shipper configuration (Step 1.6) cannot enter the invoicing queue. This is the highest-leverage enforcement point in Phase 4 — if Step 1.6 is not configured, the gate doesn’t fire and incomplete invoice packages reach HaulPay (creating rejections and payment delays).

📍 Current State

  • POD/Invoice Request automation is NOT enabled — Concetta manually requests documents from carriers after delivery.
  • Trucker-Tools document retrieval tested successfully with one carrier. Adoption is partial.
  • EZ-Loader email aggregator status unknown — needs investigation.
  • AI document classification status unknown — not confirmed as actively working.
  • Shipper document requirements (Step 1.6) not configured per Shipper — completeness gate doesn’t fire automatically.
  • James, Jen collect some documents during tracking. Concetta chases the rest post-delivery.

🚧 Gap

  1. POD/Invoice Request automation not enabled — highest-leverage Phase 4 improvement. Same gap as Step 3.7 Gap 1.
  2. Email aggregator not evaluated/configured — unknown capability.
  3. AI classification status unconfirmed.
  4. Document completeness gate not configured — allows incomplete invoice packages to reach HaulPay.
  5. Trucker-Tools document retrieval adoption limited.
  6. No documented chase cadence for carriers who don’t respond.

🛠️ Gap Closure Actions

  • Activate POD/Invoice Request automation in EZ-Loader (same as Step 3.7 Gap Closure 1) Owner: Casey + Concetta + EZ Loader support | Effort: Medium
  • Investigate EZ-Loader email aggregator — configuration, monitored inbox, matching logic, failure handling Owner: James + EZ Loader support | Effort: Medium
  • Verify AI document classification is active and correctly classifying Owner: Concetta | Effort: Low
  • Configure Shipper document requirements per Shipper (same as Step 1.6 Gap Closure 2) Owner: Concetta | Effort: Medium
  • Document carrier document chase cadence — Day 1 automated request, Day 3 follow-up, Day 5 escalation Owner: Casey + Concetta | Effort: Low
  • Establish “days from delivery to documents complete” metric Owner: Casey + Concetta | Effort: Low

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