Step 7.2 — Weekly Cadence
Trigger: Same day every week. Suggested: Monday morning to review prior week’s activity. Owner: Concetta (primary). Nick (L10 attendance, material escalations). James (operational metrics participation).
Note
This is the single most important Phase 7 cadence. The weekly chargeback review (Step 5.4) lives here. If the weekly cadence doesn’t happen, the chargeback control — the single highest-value control in the entire Forza workflow — doesn’t fire. Period.
🎯 Ideal State
Eight Weekly Cadence Activities
1. Weekly chargeback review (Step 5.4)
The single highest-value control in the workflow. 15–30 minutes per week. Non-negotiable. Same day every week.
- Log into HaulPay portal, navigate to chargebacks
- Review all chargebacks dated within the past 7 days
- For each new chargeback: identify load, capture reason, log in chargeback tracker, triage, initiate action path
- Pattern check: are chargebacks concentrating on specific Shippers, specific reasons, specific load types?
- Material chargebacks → Nick escalation per defined threshold
2. Weekly remittance reconciliation summary
Aggregate the week’s HaulPay remittances against expected state:
- Total remittance received vs. expected based on submitted invoices
- Average days from invoice submission to remittance (timing trend)
- Any remittances flagged with discrepancies during daily matching
- Suspense queue status — what’s been resolved, what’s still aging
3. Weekly Path B AR review
Path B Shippers’ AR aging — comprehensive review (vs. the daily quick check):
- Shippers at Day 1, 8, 15, 30, 60 thresholds — what collection action is in progress
- Total Path B exposure trending vs. portfolio ceiling (per Step 1.3a)
- Collection actions taken in the prior week — what worked, what didn’t
- Nick notifications for credit holds (Day 15)
4. Weekly carrier payment review
- Carrier payments executed by HaulPay in the past week (Path A)
- Forza-direct carrier payments executed (Path B)
- Any carrier payment discrepancies (Step 6.2) — open vs. resolved
- Carrier escalations — disputed payments, late payment complaints
5. Weekly tracking coverage metric
Per Step 3.5 Gap Closure 5: % of active loads with Trucker-Tools tracking active vs. EZ-Loader tracking vs. manual check calls. Trend should improve over time as carrier adoption grows.
6. Weekly invoice submission tracking
Per Step 4.6 Gap Closure 3: invoices submitted, pending HaulPay processing, rejected, resubmitted. Submission velocity matters for cash flow — declining velocity is a leading indicator of process breakdown.
7. Cross-phase pattern review
Weekly look across the diagnostic categories — short-pay reasons (Step 5.3), chargeback reasons (Step 5.4), invoice rejection reasons (Step 4.7a), carrier payment discrepancies (Step 6.2). Recurring patterns trigger upstream process fixes.
8. EOS scorecard contribution
Per Forza’s EOS practice, weekly scorecard metrics get reviewed in the weekly Level 10 (L10) meeting. Phase 7 weekly cadence should feed defined scorecard metrics rather than existing as a parallel process.
Weekly Summary Structure
Time commitment: 90 minutes — concentrated review session, not distributed throughout the week.
Category Key Metric Trend Issues / Actions Chargebacks New this week, total open, $ exposure Up/Down/Stable Material items + escalations Remittance Total received, avg days from submission Trend Discrepancies + actions Path B AR Total exposure, # in collection Trend Day 15+ items + Nick notifications Carrier payments Total executed, # discrepancies Trend Open discrepancies + escalations Tracking coverage % Trucker-Tools / EZ Tracking / Manual Trend Adoption blockers Invoice submission Submitted, pending, rejected Trend Bottlenecks Pattern review Recurring causes across categories — Upstream process fixes triggered EOS Scorecard Candidates from Weekly Cadence
- New chargebacks $ this week
- Suspense queue $ aging > 3 days
- Path B AR > Net 15 ($)
- Average days from invoice submission to remittance
- Trucker-Tools tracking coverage %
- POD/Invoice automation activation rate (carriers using vs. manual chase)
🤖 SYSTEM AUTOMATION:
Most weekly cadence items aggregate from daily cadence data. Tracking mechanisms built per gap closures across phases feed weekly review naturally. The cadence itself is human.
🛑 HARD GATE:
Weekly cadence missing for any reason represents a control gap. The weekly chargeback review specifically cannot be deferred to next week — chargebacks identified late are chargebacks resolved late, with reduced recovery options.
📍 Current State
- Accounting handles ongoing AP/AR work week-to-week without a documented weekly review framework.
- Weekly chargeback review does not happen as a standing cadence — chargebacks handled when they happen to be noticed. This is the single largest current-state gap in Phase 7.
- No weekly summary output, no L10 metric integration.
- EOS framework is in use at Forza but integration with Accounting workflow metrics isn’t defined.
🚧 Gap
- Weekly chargeback review not happening as a standing cadence — single most important gap.
- No documented weekly cadence framework — eight items listed in ideal state, none currently structured.
- No weekly summary output — no consistent record fed to L10.
- EOS scorecard integration not defined — Phase 7 metrics not yet scorecard candidates.
- Pattern review across diagnostic categories not structured — cross-phase feedback loop not operationalized.
- Multiple supporting trackers not yet built — weekly review can’t aggregate from data that doesn’t exist.
🛠️ Gap Closure Actions
- Establish weekly chargeback review as standing Accounting responsibility (same as Step 5.4 Gap Closure 1 — repeated for emphasis) Owner: Casey + Concetta | Effort: Policy — highest priority
- Document the 8-item weekly cadence framework with sample weekly summary structure Owner: Casey + Concetta | Effort: Low
- Build all supporting trackers (chargeback, remittance, suspense, short-pay, discrepancy) — accumulating from prior phase gap closures Owner: Casey + Concetta | Effort: Medium
- Define EOS scorecard candidate metrics from Phase 7 weekly cadence — discuss with Nick for scorecard integration Owner: Casey + Nick + Concetta | Effort: Low
- Document cross-phase pattern review process — how diagnostic categories surface upstream process fix needs Owner: Casey + Concetta | Effort: Low
- Establish weekly cadence timing (suggested Monday AM) and integrate with L10 meeting rhythm Owner: Casey + Nick + Concetta | Effort: Policy
- Build the weekly summary template (structured format aligned with EOS scorecard) Owner: Casey + Concetta | Dependency: EOS metrics defined | Effort: Low