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
🎯 Ideal State
Target State — Direct MVMNT → HaulPay Integration (Future)
- MVMNT’s batch invoicing runs per the Shipper’s configured schedule (Step 1.6)
- Invoice records generate in MVMNT
- Invoices sync to QuickBooks-Online for accounting records
- Invoice packages submit directly from MVMNT to HaulPay via API
- HaulPay generates the customer-facing invoice (Step 4.7)
Today’s State — Mixed Path
The full direct-from-MVMNT-to-HaulPay flow is not yet running end-to-end. Today’s path:
- MVMNT’s batch invoicing runs per the Shipper’s configured schedule
- Invoice records generate in MVMNT
- Invoices sync to QuickBooks-Online via the two-way sync (Step 1.10)
- Concetta submits the invoice package to HaulPay — either via the MVMNT “Send to Factor” button on delivered loads (active, varies in usage) or from QuickBooks-Online when the bridge path is needed (Step 4.6)
- HaulPay generates the customer-facing invoice (Step 4.7)
Invoice Data Generated
Field Source Shipper name and billing address MVMNT Shipper profile → QuickBooks-Online Customer record Load number and shipment details MVMNT load record Shipper rate and accessorials MVMNT load accounting section Payment terms MVMNT Shipper profile (Net 30 standard, Net 15 for Path B self-finance) Reference numbers MVMNT load record (PO#, PRO# — driven by Step 1.6 config) Remit-to HaulPay 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:
QuickBooks-Online sync must remain operational for this step to function. Per Step 1.10 the MVMNT ↔ QuickBooks-Online sync is active, but a per-Shipper / per-load spot-check SOP is not yet routinely run. A silent sync failure on a single Shipper would break invoicing for that Shipper without an alert.
📍 Current State
- MVMNT ↔ QuickBooks-Online two-way sync is operational (team to confirm depth and any manual double-checks).
- Invoicing largely happens through the MVMNT → QuickBooks-Online flow with Concetta still doing manual submission to HaulPay (auto-send is OFF).
- Batch invoicing scheduling per Shipper not configured.
- Per-Shipper remit-to behavior in MVMNT (Factor flag behavior) not tested — unknown whether template auto-switches correctly for Path B.
🚧 Gap
- No formal sync verification SOP — silent failures on individual Shippers would not be detected.
- MVMNT → HaulPay auto-send is OFF — manual “Send to Factor” today; auto-send adoption pending policy decisions.
- Batch invoicing scheduling not configured per Shipper — Step 1.6 dependency.
- Remit-to auto-switch behavior for Path B not verified — MVMNT team verification question open.
- No documented end-to-end SOP for Concetta’s current submission workflow.
🛠️ Gap Closure Actions
- Document the MVMNT ↔ QuickBooks-Online sync verification SOP and per-load spot-check (same as Step 1.10) Owner: Casey + Concetta | Effort: Low
- Decide rules for which loads / Shippers should move from manual “Send to Factor” to auto-send — design as an n8n workflow with human approval gate per the architecture Owner: Casey + Concetta | Effort: Medium
- Configure batch invoicing schedule per Shipper (same as Step 1.6 Gap Closure 3) Owner: Concetta | Dependency: Step 1.6 inventory built | Effort: Medium
- Verify MVMNT remit-to auto-switch for Path B Shippers (Factor flag = No) Owner: Casey + MVMNT support | Effort: Low
- Document end-to-end submission SOP for Concetta covering both “Send to Factor” and the QuickBooks-Online fallback path Owner: Casey + Concetta | Effort: Medium