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Step 4.6 — Invoice Submission to HaulPay (Factored + Path A)

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Step 4.6 — Invoice Submission to HaulPay (Factored + Path A)

Previous step: Step 4.5 — Invoice Review Next step: Step 4.7 — HaulPay Generates Customer-Facing Invoice

Note

This step applies to factored Shippers (Tier 1 and Tier 2) and Path A self-finance Shippers. For Path B self-finance (off-platform), see Step 4.6a.

🎯 Ideal State

Target State — Direct Integration (Future)

When EZ-Loader → HaulPay direct integration is live, submission is automatic at the batch invoicing event. No Concetta action per invoice — HaulPay receives the invoice package via API with all five required documents attached.

Launch-Day Interim State — QBO Bridge

Concetta submits each invoice package from QuickBooks-Online to HaulPay via email to payments@haulpay.io. The submission package must contain:

  1. The invoice itself (PDF from QuickBooks-Online)
  2. Signed delivered BOL
  3. Carrier invoice
  4. Carrier rate confirmation
  5. Shipper rate confirmation (if applicable)
  6. Any Shipper-specified documents

Email mechanics: Single email per invoice, clear subject line (Shipper name + load number), all documents attached as PDFs.

What HaulPay Does Next

  • Accepts: Advances funds to Forza (for factored loads), generates the customer-facing invoice (Step 4.7).
  • Rejects: Returns to Forza for correction (see Step 4.7a).

Per tech stack meeting, rejections are rare: “Doesn’t happen.”

Path A Self-Finance Variant

Same submission mechanics as factored. HaulPay still processes the invoice for 10) to Forza.

Owner: Concetta (manual submission in interim state). EZ-Loader (automated submission in target state).

🤖 SYSTEM AUTOMATION:

Manual today (interim). Automated at target state when direct integration delivers. No partial-automation path — either Concetta emails each invoice, or EZ-Loader pushes via API.

🛑 HARD GATE:

HaulPay must receive a complete document package or the invoice cannot be processed. Incomplete submissions get rejected (Step 4.7a), which creates rework and defers cash flow.

📍 Current State

  • Current submission from MVMNT: “MVMNT integrates — there is a Send to HaulPay button” — native integration that works.
  • Current submission from EZ-Loader (pending go-live): No direct integration. EZ Loader guidance: “Send invoices to HaulPay from QuickBooks in lieu of an integration.”
  • QuickBooks-Online integration configured in EZ-Loader per accounting — but sync is broken (Step 1.10).
  • Interim workflow not yet operational at volume.

🚧 Gap

  1. EZ-Loader → HaulPay direct integration not available for launch.
  2. QBO bridge path not tested end-to-end. Launching on an untested workflow at scale is risk.
  3. No documented SOP for QBO bridge submission — email format, subject line, attachment naming, confirmation tracking.
  4. No tracking mechanism for submitted invoices — which have been submitted, HaulPay’s response time, rejection rate.

🛠️ Gap Closure Actions

  • Test the QBO bridge workflow end-to-end before go-live — one test invoice through full submission to HaulPay acknowledgment Owner: Casey + Concetta + James | Dependency: QBO sync working | Effort: Low — half-day
  • Document QBO bridge submission SOP: email format, subject line convention, attachment naming, HaulPay response expectations Owner: Casey + Concetta | Effort: Low
  • Establish a submission tracking mechanism (SharePoint list, QBO custom field) for visibility into submitted / pending / rejected Owner: Casey + Concetta | Effort: Medium
  • Track EZ-Loader → HaulPay direct integration delivery Owner: James | Effort: Ongoing
  • When direct integration delivers, cut over from QBO bridge to direct submission. Update SOP. Retire bridge. Owner: Casey + Concetta + James | Effort: Medium

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