Step 5.1 — HaulPay Remittance Receipt (Factored and Path A)

Previous phase: Step 4.7 — HaulPay Generates Customer-Facing Invoice Next step: Step 5.2 — Payment Matching

Note

This step applies to factored Shippers (Tier 1 and Tier 2) and Path A self-finance Shippers. For Path B self-finance (direct payment), see Step 5.1a.

---

🎯 Ideal State

Trigger: A Shipper pays HaulPay against a Forza-submitted invoice. HaulPay processes the payment, deducts applicable fees (factoring fee, quick pay discount, reserve holdback), and remits the net amount to Forza.

How Remittance Arrives at Forza

Channel	Content
Email	Remittance advice email from HaulPay notifying Forza of payment
HaulPay portal	Remittance details available in the portal

Forza’s Fifth-Third-Bank account receives the funds via ACH from HaulPay. Concetta needs full bank portal visibility for same-day matching — her current read-only permission is a critical blocker.

What the Remittance Includes (Ideal State)

Data Element	Why It Matters
Load number or invoice number	Matches payment to a specific load
Shipper name	Confirms which Shipper paid
Gross invoice amount	Original invoice
Factoring fee deducted	1% + $10/invoice per contract
Quick pay discount (if applicable)	Carrier-absorbed per Step 3.2
Reserve holdback (if applicable)	Held pending aging — % TBD per contract review
Chargebacks applied (if any)	See Step 5.4
Net amount remitted	What actually hit Fifth-Third-Bank
Payment date	When HaulPay received the Shipper payment
Remittance date	When HaulPay sent funds to Forza

Reality from tech stack meeting: HaulPay’s remittance detail is “sparse and insufficient.” Some fields may be partial or missing. This creates the reconciliation problem addressed in Step 5.2 and Step 5.5.

Timing Expectations

• Factored (Tier 1 and Tier 2): HaulPay typically advances funds shortly after invoice acceptance. The advance is the primary cash flow event. Shipper payment arrives at HaulPay later.
• Path A self-finance: No advance. HaulPay remits only when the Shipper actually pays. Forza carries the timing risk.

What Accounting Does at Remittance Receipt

1. Log the remittance in a tracking mechanism (SharePoint list or dedicated tracker).
2. Verify the deposit landed in Fifth-Third-Bank.
3. Begin payment matching (Step 5.2).

Owner: Concetta (Accounting).

🤖 SYSTEM AUTOMATION:

Remittance delivery is HaulPay-automated. Bank deposit is automated via ACH. The tracking and matching on Forza’s side is manual today — candidate for tooling in ideal state.

🛑 HARD GATE:

Concetta cannot proceed with same-day matching until the deposit is confirmed in Fifth-Third-Bank. Full bank portal access is a prerequisite for ideal-state operations. Current read-only access forces reliance on HaulPay’s remittance email — not real-time deposit visibility.

---

📍 Current State

• Remittance arrives via email and HaulPay portal per tech stack meeting.
• Remittance detail is sparse and insufficient — confirmed.
• Concetta has read-only access to Fifth-Third-Bank portal — limits deposit visibility.
• No structured remittance tracking mechanism — remittance emails filed in email folders, details pulled ad hoc.
• No systematic flagging of remittances missing expected detail.

---

🚧 Gap

1. Concetta’s Fifth-Third-Bank permissions are read-only. Nick action item.
2. No structured remittance tracking mechanism. Remittance history lives in email.
3. HaulPay remittance detail insufficient. HaulPay-side issue — Forza needs to engage HaulPay for improvement.
4. No defined expected-vs-actual reconciliation at remittance receipt.

---

🛠️ Gap Closure Actions

• Update Concetta’s Fifth-Third-Bank permissions from read-only to full Owner: Nick | Effort: External
• Build a structured remittance tracking mechanism — SharePoint list or dedicated tracker capturing all remittance fields per Shipper, per invoice Owner: Casey + Concetta | Effort: Medium
• Engage HaulPay with a formal request for improved remittance detail, listing specific fields needed (same as Step 4.7 Gap Closure 2) Owner: Nick + Concetta | Effort: Relationship
• Document the expected-vs-actual reconciliation SOP for each remittance receipt Owner: Casey + Concetta | Dependency: Tracking mechanism built | Effort: Low
• Establish remittance-receipt timing metric — days from invoice submission to advance receipt (factored) and days from delivery to remittance (Path A) Owner: Casey + Concetta | Effort: Low