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Step 4.3 — Document Completeness Check and Invoicing Queue Entry

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Step 4.3 — Document Completeness Check and Invoicing Queue Entry

Previous step: Step 4.2 — Carrier Invoice Audit Next step: Step 4.4 — Invoice Generation in QBO

🎯 Ideal State

Trigger: Carrier invoice audit complete (Step 4.2) with no outstanding material discrepancies.

Concetta verifies the load’s document set is complete per the Shipper’s configured requirements (Step 1.6). For most loads this is a spot-check — the document requirements are enforced automatically by EZ-Loader.

Required Set Per HaulPay

HaulPay requires the following documents with every invoice submission:

  1. Signed delivered BOL
  2. Carrier invoice
  3. Carrier rate confirmation
  4. Shipper rate confirmation (if applicable)
  5. Any Shipper-specified documents

If any of these are missing, the load cannot be submitted to HaulPay.

Entering the Invoicing Queue

Once the completeness check passes, the load enters EZ-Loader’s invoicing queue. EZ-Loader’s batch invoicing feature (configured per Shipper in Step 1.6) picks up loads from the queue on the Shipper’s scheduled frequency — daily, twice-weekly, weekly — and generates invoice records for QuickBooks-Online sync.

Owner: Concetta (Accounting).

🤖 SYSTEM AUTOMATION:

If Step 1.6 Shipper invoice document requirements are configured, EZ-Loader enforces completeness automatically and loads enter the queue without manual action. If Step 1.6 is not configured, this step becomes a manual verification for every load.

🛑 HARD GATE:

A load that has entered the invoicing queue is financially ready for invoicing. Loads with missing documents or unresolved audit discrepancies stay out of the queue until corrected.

📍 Current State

  • Document completeness check happens manually — Concetta reviews each load before invoicing.
  • Shipper document requirements not configured per Shipper — automated gate doesn’t fire. Concetta does the check by hand.
  • No invoicing queue structure — loads move into invoicing manually one at a time.
  • Batch invoicing per Shipper not set up. Batch invoicing will happen in QuickBooks-Online until EZ-Loader → HaulPay direct integration exists.

🚧 Gap

  1. Document completeness check is manual — same root cause as Step 1.6 configuration gap.
  2. No queue structure — loads handled individually rather than in batches per Shipper.
  3. No batch invoicing schedule per Shipper.
  4. No visibility (dashboard, report) into loads awaiting invoicing vs. invoiced vs. submitted.

🛠️ Gap Closure Actions

  • Configure Shipper document requirements (same as Step 1.6 Gap Closure 2 — cross-phase dependency) Owner: Concetta | Effort: Medium
  • Configure batch invoicing schedule per Shipper (same as Step 1.6 Gap Closure 3) Owner: Concetta | Dependency: EZ Loader live + HaulPay submission path confirmed | Effort: Medium
  • Evaluate EZ-Loader reporting/dashboard capability for invoicing pipeline visibility (queue, in-process, submitted, paid) Owner: Casey + Concetta | Effort: Medium

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