Phase 7 — Reporting, Monitoring & Continuous Improvement

This phase is the operating system that holds the workflow accountable. Where Phases 1–6 describe what happens in the lifecycle of a single load, Phase 7 describes the rhythms — daily, weekly, monthly, quarterly, annual — that monitor patterns across all loads, surface issues early, and drive continuous improvement.

Total steps: 5 (Steps 7.1–7.5) Primary owner: Concetta (Accounting) for all steps; Nick for strategic reviews and escalations

Key context:

• Cadence is the control. Many of the most important actions in the Forza workflow are not load-level operations — they are rhythm-based reviews that catch issues that don’t surface in any single transaction.
• The weekly chargeback review (Step 7.2 / Step 5.4) and monthly reserve reconciliation (Step 7.3 / Step 5.5) are the highest-value Phase 7 controls — they directly remediate the CBCG Report findings.
• EOS integration is essential to durability. Phase 7 cadences should feed the EOS scorecard and L10 meetings rather than existing as parallel processes.

flowchart TD
    A([Each Business Day]) --> B[7.1 Daily Cadence\n30-45 min morning routine\n6 items: bank, sync, docs, suspense, escalations, Path B AR]
    C([Each Week — Same Day]) --> D[7.2 Weekly Cadence\n90 min\n8 items including THE chargeback review]
    D --> E{New Chargebacks\nFound?}
    E -- Yes --> F[Triage + Action Path\nper Step 5.4]
    E -- No --> G[Record + Continue]
    H([End of Month]) --> I[7.3 Monthly Cadence\n9 items\nReserve reconciliation + AP/AR + close]
    I --> J{Reserve\nDiscrepancy?}
    J -- Yes --> K[Flag + Investigate\nNick escalation if material]
    J -- No --> L[Close Month in QBO]
    M([End of Quarter]) --> N[7.4 Quarterly Cadence\n10 items\nW-9 audit + credit refresh + HaulPay review]
    O([End of Year]) --> P[7.5 Annual Cadence\n12 items\n1099 + annual reserve rollup + process audit]

Steps

Key Flags

🛑 Critical Blockers

• Weekly chargeback review not established as a standing cadence — the single highest-value control in the entire Forza workflow is not running. Must be locked in before go-live.
• HaulPay factoring agreement not obtained — blocks monthly reserve reconciliation (Step 7.3 / Step 5.5). Contract terms required for any reserve work.
• Concetta’s Fifth-Third-Bank access is read-only — blocks effective daily cadence bank verification.
• Supporting trackers not built — weekly cadence can’t aggregate from data that doesn’t exist (chargeback tracker, remittance tracker, suspense tracker, short-pay tracker).

⚠️ Open Questions

• EOS scorecard candidate metrics from weekly cadence — discussion with Nick needed
• Weekly cadence timing alignment with L10 meeting rhythm
• Monthly close completion timing standard — first 5 business days of following month confirmed?
• Quarterly W-9 audit ownership — Concetta or shared with CPA?

🔲 Nick Decisions Required

• EOS scorecard metrics from Phase 7 weekly cadence (Step 7.2)
• Monthly close package distribution and format (Step 7.3)
• Annual accounting process audit adoption (Step 7.5)
• Fifth-Third-Bank permission upgrade for Concetta (blocker for Steps 7.1, 5.1, 5.1a)

🔗 CBCG Report Connection

• Step 7.2 — weekly chargeback review = direct remediation of undocumented chargeback accumulation
• Step 7.3 — monthly reserve reconciliation = direct remediation of opaque reserve movements
• Step 7.5 — annual reserve reconciliation rollup + annual accounting process audit = annual verification preventing multi-month drift
• CBCG Report was the forensic exercise that revealed what these cadences should have caught

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