ForzaUKB

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 MVMNT → 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). MVMNT (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 MVMNT 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

  • Submission from MVMNT: native “Send to Factor” button on delivered loads is in use; auto-send is OFF (team to confirm exact usage depth).
  • Fallback path: Concetta submits from QuickBooks-Online when needed.
  • QuickBooks-Online integration is configured and the two-way sync is operational.
  • No formal end-to-end submission SOP documented today.

🚧 Gap

  1. End-to-end submission flow not formally documented — current usage of “Send to Factor” vs. QBO fallback is per-load judgment.
  2. No documented SOP — email format, subject line, attachment naming, confirmation tracking for the QBO fallback path.
  3. No tracking mechanism for submitted invoices — which have been submitted, HaulPay’s response time, rejection rate.
  4. Auto-send policy not yet defined — when (if ever) should “Send to Factor” auto-send vs. require Concetta approval.

🛠️ Gap Closure Actions

  • Run an end-to-end test from MVMNT “Send to Factor” through HaulPay acknowledgment and confirm what gets surfaced back into MVMNT Owner: Casey + Concetta | Effort: Low — half-day
  • Document submission SOP covering both “Send to Factor” and the QuickBooks-Online fallback path: 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
  • Decide auto-send policy for “Send to Factor” — design as an n8n workflow with human-approval gate per the architecture Owner: Casey + Concetta | Effort: Medium

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