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Step 4.7 — HaulPay Generates Customer-Facing Invoice

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Step 4.7 — HaulPay Generates Customer-Facing Invoice

Previous step: Step 4.6 — Invoice Submission to HaulPay Next phase: Phase 5 — Cash Application & Reconciliation

Note

This is a HaulPay-internal step from Forza’s perspective. Forza’s only gate here is the quality of the submission package in Step 4.6 — garbage in, rejection out.

🎯 Ideal State

Trigger: HaulPay receives and accepts the Forza invoice submission (Step 4.6) for a factored or Path A self-financed Shipper.

HaulPay generates the customer-facing invoice using their system. Forza does not control this output — HaulPay’s template is applied. The Shipper receives the invoice from HaulPay (typically from payments+[ID]@haulpay.io), not from Forza.

What HaulPay’s Invoice Contains

  • Shipper billing information (per Forza’s submission)
  • Forza’s load details and reference numbers
  • Invoice amount (per Forza’s submission)
  • HaulPay’s remit-to: PO Box 201323, Dallas TX 75320-1323 + HaulPay ACH account/routing
  • NOA language — reminding the Shipper payment goes to HaulPay per the NOA on file

What Happens After HaulPay Sends the Invoice

Factored Shippers (Tier 1 and Tier 2): HaulPay advances funds to Forza per the factoring agreement (1% fee + $10/invoice + reserve holdback — % TBD per contract review). Funds hit Forza’s Fifth-Third-Bank account. Forza has money before the Shipper pays.

Path A self-finance: No advance. HaulPay sent the invoice but does not fund Forza. Forza waits for the Shipper to pay HaulPay. When the Shipper pays, HaulPay deducts $10 and remits to Forza.

Forza’s Visibility Into HaulPay’s Work

What Forza SeesHow
Confirmation HaulPay received and processed the submissionVia remittance when advance funds
The generated invoice HaulPay sent the ShipperHaulPay portal
Shipper payment statusHaulPay portal + remittance email when payments land
ChargebacksHaulPay portal — no proactive notification (see Step 5.4 & Phase 7)

Owner: HaulPay (invoice generation). Concetta (monitoring HaulPay portal for rejections or issues).

🤖 SYSTEM AUTOMATION:

Fully automated on HaulPay’s side. No Forza action per invoice — except monitoring the HaulPay portal.

📍 Current State

  • HaulPay generates customer-facing invoices via legacy TMS integration — working.
  • Forza receives advance funds for factored invoices via ACH to Fifth-Third-Bank.
  • HaulPay’s portal provides visibility but remittance detail is “sparse and insufficient” per tech stack meeting.
  • No proactive chargeback notification from HaulPay — only visible by checking portal.

🚧 Gap

  1. Remittance detail insufficient — HaulPay-side issue. Addressed in Phase 5 & Phase 7 with compensating controls.
  2. No proactive chargeback notification — HaulPay-side issue. Addressed in Phase 7 weekly monitoring cadence.
  3. No documented Forza-side monitoring of HaulPay portal for rejections or anomalies.

🛠️ Gap Closure Actions

  • Document HaulPay portal monitoring SOP for Concetta — what to check, how often (overlaps with Phase 5 payment matching and Phase 7 monitoring cadence) Owner: Casey + Concetta | Effort: Low
  • Engage HaulPay on improving remittance detail delivery — formal request with specific improvements needed Owner: Nick + Concetta | Effort: Policy/relationship

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