ForzaOKB

Step 6.1 — Carrier Payment Initiation

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Step 6.1 — Carrier Payment Initiation

Previous step: Step 4.6 — Invoice Submission to HaulPay (triggers Path A); Step 5.1a (triggers Path B) Next step: Step 6.2 (if discrepancy) or Step 6.3 (if clean)

Note

This step has two paths:

  • Path A (Default — vast majority of loads): HaulPay handles carrier payment as part of Scenario A. Forza’s role is verification, not execution.
  • Path B (Rare exception): Forza pays the carrier directly. Fully manual on Forza’s side.

🎯 Ideal State

Path A — HaulPay-Managed Carrier Payment (Scenario A)

Trigger: Forza submits invoice and document package to HaulPay (Step 4.6). HaulPay accepts the submission.

What HaulPay does:

  1. HaulPay processes the customer-facing invoice and sends to the Shipper (Step 4.7).
  2. HaulPay schedules the carrier payment per the carrier’s payment terms (standard, or quick pay if flagged in Step 3.2).
  3. HaulPay executes payment to the carrier or the carrier’s factoring company (per Option B payee configuration — the factoring company is the payee, carrier is the vendor of record).
  4. HaulPay sends remittance email to both Forza and the carrier confirming payment.

What Forza does (verification only):

  1. Confirm the remittance email arrived as expected.
  2. Verify the payment amount matches the agreed carrier rate (after any quick pay discount, accessorials, or in-transit adjustments from Step 3.6).
  3. Confirm the carrier bill is marked as paid in QuickBooks-Online once the EZ-Loader ↔ QuickBooks-Online sync runs.
  4. Investigate any discrepancies (Step 6.2).

Quick Pay Tier Structure

If the carrier elected quick pay at Step 3.2, HaulPay applies the discount when calculating the payment amount. Carriers absorb all quick pay fees.

Days to PaymentCarrier Discount Absorbed
21 days1.5%
15 days2.0%
7 days2.5%
1 day3.0%

Owner (Path A): HaulPay (execution). Concetta (verification).

Path B — Forza-Direct Carrier Payment (Off-Platform)

Trigger: Carrier delivered a load for a Path B self-finance Shipper. Forza receives the Shipper’s payment directly (Step 5.1a) and must pay the carrier directly.

Forza-direct payment workflow:

  1. Confirm Shipper payment received in Fifth-Third-Bank (Step 5.1a).
  2. Verify carrier bill is in QuickBooks-Online (synced from EZ-Loader) with correct amount, payee (Option B — factoring company address if applicable), and payment terms.
  3. Apply any quick pay discount per the carrier’s election.
  4. Execute payment from Fifth-Third-Bank — ACH preferred, check fallback. Pay the factoring company at the address on file (Option B) or the carrier directly if not factored.
  5. Mark the carrier bill as paid in QuickBooks-Online.
  6. Send Forza-direct remittance to the carrier (and their factoring company if applicable).

Path B carrier payment timing: Forza pays the carrier within standard agreed terms regardless of when the Shipper paid. Forza does not delay carrier payment based on Shipper payment timing — that would damage carrier relationships.

Owner (Path B): Concetta (Accounting).

🤖 SYSTEM AUTOMATION:

Path A is largely automated by HaulPay — Forza’s role is verification only. Path B is fully manual on Forza’s side — bank execution, remittance generation, and QuickBooks-Online recording are all human-driven.

🛑 HARD GATE:

Carrier payment must be initiated (Path A: submission to HaulPay; Path B: Forza-direct payment) within Forza’s documented carrier payment terms. Late carrier payments damage carrier relationships and reduce future capacity availability.

📍 Current State

  • Path A is the operational default. HaulPay handles carrier payment for the vast majority of loads as part of Scenario A.
  • Per tech stack meeting: “Yes” to HaulPay handling carrier payments directly. “Yes, we receive a remittance via email once payment is made by HaulPay. The carrier also receives this remittance.”
  • Quick pay is offered per the documented tier structure. Carriers absorb the fees.
  • Path B carrier payment is rare — no documented Forza-direct carrier payment SOP.
  • Carrier bill recording in QuickBooks-Online depends on the EZ-Loader ↔ QuickBooks-Online sync (currently broken — same blocker as Step 1.10).
  • Carrier remittance verification is informal — Accounting receives remittance emails but no structured check process.

🚧 Gap

  1. No documented carrier payment verification SOP for Path A — Accounting receives HaulPay remittance emails but no structured check process.
  2. No documented Path B carrier payment SOP — when Path B happens, it’s handled manually without documentation.
  3. Carrier bill recording in QuickBooks-Online depends on broken EZ-Loader ↔ QuickBooks-Online sync — same critical blocker as Step 1.10.
  4. Quick pay flag → HaulPay application not verified end-to-end — Forza submits with quick pay flag set, but no documented confirmation step.
  5. No Forza-direct remittance template for Path B carrier payments.
  6. No tracked metric for carrier payment timing — days from delivery to payment, late payment incidents.

🛠️ Gap Closure Actions

  • Document Path A carrier payment verification SOP — what to check on each HaulPay remittance email, how to flag discrepancies Owner: Casey + Concetta | Effort: Low
  • Document Path B carrier payment SOP — full workflow for the rare exception case Owner: Casey + Concetta | Effort: Low
  • Resolve EZ-Loader → QuickBooks-Online sync (same as Step 1.10 Gap Closure 1) Owner: James + EZ Loader support | Effort: External
  • Verify quick pay flag end-to-end — submit a test load with quick pay, confirm HaulPay applies the discount correctly Owner: Concetta + HaulPay | Effort: Low
  • Build Forza-direct remittance template for Path B carrier payments Owner: Casey + Concetta | Effort: Low
  • Establish carrier payment timing metric — track days from delivery to carrier payment for both Path A and Path B Owner: Casey + Concetta | Effort: Low

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