Step 7.1 — Daily Cadence
Trigger: Each business morning. Accounting’s first-hour routine. Owner: Concetta (primary). Nick (escalation receiver).
Note
The objective: Surface time-sensitive issues immediately. Daily-cadence items are those where a one-day delay materially affects outcomes — payments not landing, sync failures, urgent Shipper or carrier escalations.
🎯 Ideal State
Six Daily Cadence Activities
1. Bank deposit verification — Fifth-Third-Bank
Confirm overnight ACH deposits landed as expected. Cross-check against:
- HaulPay remittance emails received the prior day (factored and Path A)
- Path B Shipper payment expectations based on AR aging
If a deposit is missing or doesn’t match expectations, escalate immediately — same-day investigation per Step 5.2 matching standards.
Dependency: Concetta’s full Fifth-Third-Bank bank portal access (current state: read-only — see Step 5.1 Gap Closure 1).
2. EZ-Loader → QuickBooks-Online sync verification
Spot-check that the prior day’s invoice and payment activity flowed correctly. Quick visual: invoices created in EZ-Loader yesterday should appear in QuickBooks-Online today (per the 2-hour sync schedule for invoices and the 2 AM nightly sync for payments).
If sync issues are suspected, escalate immediately — sync failures compound quickly.
3. POD/Invoice document arrivals review
Check the EZ-Loader email aggregator inbox (when configured per Step 4.1) for any deliveries from the prior day. Any document that auto-imported but couldn’t be matched to a load needs Accounting attention.
4. Suspense queue review
Quick scan of unmatched payment amounts (Step 5.2 suspense tracker). Anything in suspense gets investigated per the 3-business-day SLA.
5. Urgent Shipper or carrier escalations
Email triage — billing inquiries from Shippers, payment inquiries from carriers, factoring company outreach, HaulPay account team contact. Anything requiring same-day response gets actioned.
6. Path B AR aging — overdue invoices
Quick check of QuickBooks-Online AR aging filtered to Path B Shippers. Any invoice approaching or exceeding Net 15 triggers the Step 5.1a collection cadence.
Daily Summary Structure
Time commitment: 30–45 minutes, first thing in the morning.
Output: A brief daily summary in a standard format (OneNote/SharePoint daily log or EOS scorecard feed):
Item Status Action Required Bank deposits matched expected Yes / No / Investigating If no — what needs investigation EZ-Loader → QuickBooks-Online sync healthy Yes / Issue / Investigating If issue — what’s affected POD/Invoice docs all matched to loads Yes / X exceptions If exceptions — load numbers Suspense queue aging Within SLA / X items aging If aging — what’s escalating today Urgent escalations actioned Yes / X pending If pending — owner and deadline Path B AR aging All within terms / X overdue If overdue — collection step today Daily Escalation Paths
Issue Escalation Path Bank deposit missing or mismatched Investigate same day; escalate to HaulPay account team if HaulPay-side; escalate to Nick if material EZ-Loader → QuickBooks-Online sync failure James + EZ Loader support immediately Unmatched payment in suspense > 3 days Nick awareness, HaulPay or Shipper follow-up Path B Shipper at Day 15 (credit hold trigger) Nick notification per Step 5.1a Urgent escalation requiring decision James (operational), Nick (financial/strategic)
🤖 SYSTEM AUTOMATION:
Bank portal monitoring requires login — could be augmented with email alerts if Fifth-Third-Bank supports them. EZ-Loader → QuickBooks-Online sync status could be surfaced in EZ-Loader dashboard. Suspense queue and AR aging are tooling-supported (QuickBooks-Online reports). The morning routine itself is human discipline.
🛑 HARD GATE:
Missing daily cadence is invisible to the system but visible in the patterns it would have caught. Accumulating misses become weekly gaps, weekly gaps become monthly surprises. The cadence either runs every day or it doesn’t function.
📍 Current State
- Concetta handles AP/AR work daily but without a documented morning routine framework.
- Bank deposit verification limited by read-only Fifth-Third-Bank access.
- EZ-Loader ↔ QuickBooks-Online sync is broken (Step 1.10) — daily verification not yet operational.
- POD/Invoice document arrival review depends on email aggregator (not yet configured per Step 4.1).
- No suspense queue tracker yet.
- Email triage happens ad hoc throughout the day rather than as a defined morning routine.
- Path B AR aging — handled as part of routine AR work without a defined daily check.
🚧 Gap
- No documented daily cadence framework — work happens but isn’t structured around a morning routine.
- Bank visibility blocked by Concetta’s read-only access (Nick action item).
- Multiple supporting tools not yet built — suspense tracker, email aggregator, AR aging dashboard for Path B.
- No daily summary output — no consistent record of what was reviewed each day.
- Escalation paths exist conceptually but aren’t documented as a routine response set.
🛠️ Gap Closure Actions
- Document the 6-item daily cadence with the sample daily summary structure Owner: Casey + Concetta | Effort: Low
- Update Concetta’s Fifth-Third-Bank permissions from read-only to full Owner: Nick | Effort: External
- Resolve EZ-Loader → QuickBooks-Online sync (same as Step 1.10 Gap Closure 1) Owner: James + EZ Loader support | Effort: External
- Configure email aggregator (same as Step 4.1 Gap Closure 2) Owner: James + EZ Loader support | Effort: Medium
- Build suspense tracker (same as Step 5.2 Gap Closure 2) Owner: Casey + Concetta | Effort: Low
- Establish Path B AR aging dashboard (QBO saved report) Owner: Concetta | Effort: Low
- Document the daily issue escalation paths as a reference for Accounting Owner: Casey + Concetta | Effort: Low
- Establish daily cadence as a standing Accounting morning responsibility Owner: Casey + Concetta | Dependency: All supporting tools built | Effort: Policy