ForzaOKB

Step 4.4 — Invoice Generation in QBO (Interim Workflow)

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Step 4.4 — Invoice Generation in QBO (Interim Workflow)

Previous step: Step 4.3 — Document Completeness Check Next step: Step 4.5 — Invoice Review

⚠️ Architecture Note

Two possible workflows depending on when EZ-Loader’s direct HaulPay integration delivers. Forza launches on the QBO Bridge (interim state). Direct integration is the target.

🎯 Ideal State

Target State — Direct EZ Loader → HaulPay Integration (Future)

  1. EZ-Loader’s batch invoicing runs per the Shipper’s configured schedule (Step 1.6)
  2. Invoice records generate in EZ-Loader
  3. Invoices sync to QuickBooks-Online for accounting records
  4. Invoice packages submit directly from EZ-Loader to HaulPay via API
  5. HaulPay generates the customer-facing invoice (Step 4.7)

Launch-Day Interim State — QBO Bridge

EZ-Loader → HaulPay direct integration will not be live for May 1–5 go-live. Forza launches with:

  1. EZ-Loader’s batch invoicing runs per the Shipper’s configured schedule
  2. Invoice records generate in EZ-Loader
  3. Invoices sync to QuickBooks-Online via the two-way sync (Step 1.10)
  4. Concetta submits the invoice package from QuickBooks-Online to HaulPay manually (Step 4.6)
  5. HaulPay generates the customer-facing invoice (Step 4.7)

Invoice Data Generated

FieldSource
Shipper name and billing addressEZ-Loader Shipper profile → QuickBooks-Online Customer record
Load number and shipment detailsEZ-Loader load record
Shipper rate and accessorialsEZ-Loader load accounting section
Payment termsEZ-Loader Shipper profile (Net 30 standard, Net 15 for Path B self-finance)
Reference numbersEZ-Loader load record (PO#, PRO# — driven by Step 1.6 config)
Remit-toHaulPay address for factored and Path A; Forza’s Fifth-Third-Bank details for Path B

Owner: Concetta (Accounting).

🤖 SYSTEM AUTOMATION:

Batch invoicing and sync to QuickBooks-Online are both automated once configured. The data flow into QuickBooks-Online is automated. The human effort in the interim state is in Step 4.6 — submitting from QuickBooks-Online to HaulPay.

🛑 HARD GATE (Critical Blocker):

QuickBooks-Online sync must be operational for this step to function. If the sync is not working (Step 1.10 — currently broken), EZ-Loader invoices do not reach QuickBooks-Online, and the entire Phase 4 pipeline breaks.

📍 Current State

  • EZ-Loader ↔ QuickBooks-Online sync is not working — same critical blocker as Step 1.10.
  • Invoicing happens in QuickBooks-Online manually: “Invoicing will happen in QBO for now until EZL is integrated with HaulPay.”
  • Batch invoicing scheduling per Shipper not configured.
  • Per-Shipper remit-to behavior in EZ-Loader (Factor flag behavior) not tested — unknown whether template auto-switches correctly.

🚧 Gap

  1. QuickBooks-Online sync not working — same critical blocker as Step 1.10.
  2. EZ-Loader → HaulPay direct integration not ready — QBO bridge is the launch-day path.
  3. Batch invoicing scheduling not configured per Shipper — Step 1.6 dependency.
  4. Remit-to auto-switch behavior for Path B not verified — EZ Loader team verification question open.
  5. No documented SOP for the interim QBO bridge workflow.

🛠️ Gap Closure Actions

  • Resolve EZ-Loader ↔ QuickBooks-Online sync (same as Step 1.10) Owner: James + EZ Loader support | Effort: External
  • Track EZ-Loader → HaulPay direct integration delivery timeline Owner: James | Effort: Ongoing
  • Configure batch invoicing schedule per Shipper (same as Step 1.6 Gap Closure 3) Owner: Concetta | Dependency: EZ Loader live + QBO sync working | Effort: Medium
  • Verify EZ-Loader remit-to auto-switch for Path B Shippers (Factor flag = No) Owner: James + EZ Loader support | Effort: Low
  • Document the interim QBO bridge SOP for Concetta — step-by-step mechanics for launch-day Owner: Casey + Concetta | Dependency: Sync working + bridge path confirmed | Effort: Medium

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