ForzaUKB

Step 7.4 — Quarterly Cadence

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Step 7.4 — Quarterly Cadence

Trigger: End of each calendar quarter. Aligned with Forza’s EOS Rock cycle — quarterly Rocks set direction, quarterly cadence reviews delivery. Owner: Concetta (primary). Nick (strategic review, decisions).

🎯 Ideal State

The objective: Review longer-cycle metrics, refresh Nick-level decisions that don’t need daily/weekly/monthly attention, align accounting workflow state to EOS Rock progress, and run periodic compensating controls.

Ten Quarterly Cadence Activities

1. Quarterly W-9 audit (per Step 6.4 Gap Closure 2)

Review active carrier vendors for W-9 completeness. Quarters: March, June, September. Catches gaps three months before year-end pressure.

2. Credit limit refresh

Review all active Shippers’ credit limits against actual payment history over the past quarter:

  • Shippers with consistent on-time payment and volume growth → consider limit increase
  • Shippers with late payments or volume decline → consider limit reduction
  • New Shippers from prior quarter → verify limit is appropriate based on observed behavior
  • Path A / Path B self-financed Shippers → verify limits still appropriate

Per Step 1.7 approval threshold — Nick approval required for limit changes above the defined threshold.

3. Self-finance portfolio ceiling review

Nick reviews total self-financed exposure vs. portfolio ceiling:

  • Is ceiling still appropriate given business volume and risk tolerance?
  • Are Path B exceptions appropriate or should any return to Path A?
  • Does any Path B Shipper warrant re-submission to HaulPay for factoring?

4. Factoring partner relationship review

Quarterly conversation with HaulPay account team:

  • Rejection trends (Step 4.7a)
  • Chargeback trends (Step 5.4) — material items
  • Reserve discrepancy trends (Step 5.5)
  • Remittance detail quality — ongoing pressure for improvement per Step 4.7 Gap Closure 2
  • New capabilities or integration updates (direct MVMNT integration timing, API options, etc.)

This is the quarterly operational touchpoint that keeps Forza’s factoring partnership healthy.

5. Tech stack review

Per tech stack meeting findings — multiple subscriptions flagged for cancel/evaluate/renew decisions:

  • Load Guard (cancel pending Nick confirmation)
  • FreightSkills (cancel)
  • Loadboard 123 (evaluate — was Nick testing)
  • Sonar (evaluate at contract renewal)
  • FreshX (evaluate ROI)
  • ChatGPT (consolidation to Claude)
  • Adobe (consolidation consideration)

Cancelled or consolidated tools save real money (~$1K/mo flagged). Added tools go through proper evaluation rather than ad hoc adoption.

6. Carrier network health review

  • Active carrier count vs. prior quarter
  • New carriers onboarded, dormant carriers (no loads in X months)
  • Carrier performance rankings (Step 3.7 carrier rankings)
  • Carrier 411 Freight Guard findings trends
  • Any carriers flagged for removal or do-not-use

7. Shipper portfolio health review

  • Active Shippers, new Shippers, dormant Shippers
  • Revenue concentration (top 10 Shippers % of revenue — concentration risk)
  • Path B Shippers — should any be moved to Path A or back to HaulPay factoring?
  • Shipper churn analysis — why did any Shippers leave?

8. EOS Rock review for accounting function

If accounting workflow improvements are Rocks in the quarterly EOS cycle, review delivery status:

  • Completed Rocks — what closed
  • On-track Rocks — current status
  • At-risk or missed Rocks — cause analysis, forward plan

9. Quarterly metrics summary and trend analysis

Roll up monthly metrics into quarterly trends:

  • GP/margin trend
  • Chargeback $ and count trend
  • Reserve variance trend
  • Self-financed exposure trend
  • Trucker-Tools tracking coverage % trend
  • Document automation adoption (POD/Invoice Request, email aggregator)

10. Nick strategic review

Sit-down between Accounting and Nick covering:

  • What’s working in the workflow
  • What’s not working
  • Emerging risks (Shipper credit deterioration patterns, carrier relationship issues, tech stack gaps)
  • Resource needs (tooling, headcount, training)
  • Items requiring Nick’s attention over the next quarter

Quarterly Cadence Format

Time commitment: 4–6 hours of focused Accounting work spread over the first week of the new quarter, plus a 60–90 minute Nick strategic review session.

Output: Quarterly summary document with metric trends, decision recommendations, Rock status, tech stack decisions, and strategic review notes. Distributed to Nick, External CPA, L10 leadership team.

🤖 SYSTEM AUTOMATION:

Metric rollup can be largely automated once tracking mechanisms exist. The strategic review, decisions, and external relationship reviews are human.

🛑 HARD GATE:

Quarterly cadence is a strategic checkpoint. Missing it doesn’t immediately break any load-level operation, but accumulating missed quarters means Forza drifts from its intended operating design. EOS practice should naturally enforce the cadence via L10 Rock review rhythm.

📍 Current State

  • EOS framework is in use at Forza — Rocks, Scorecards, L10s. Quarterly Rock cycle exists.
  • Accounting function has not been a specific EOS Rock focus.
  • Quarterly W-9 audit does not happen.
  • Credit limits set at onboarding, not systematically refreshed.
  • Self-finance portfolio ceiling doesn’t exist yet.
  • Factoring partner quarterly review happens informally if at all.
  • Tech stack review happening as part of this project — first structured look in a while.
  • No quarterly accounting summary document.

🚧 Gap

  1. Quarterly accounting cadence not structured — 10 items in ideal state, most happen informally or not at all.
  2. Quarterly W-9 audit not happening — creates year-end pressure.
  3. Credit limits not refreshed systematically — onboarding settings persist without review.
  4. Factoring partner relationship review informal — misses opportunity for structured improvement.
  5. Tech stack review ad hoc.
  6. No quarterly accounting summary delivered to Nick.
  7. EOS integration undefined at quarterly cadence for accounting Rocks.

🛠️ Gap Closure Actions

  • Document the 10-item quarterly cadence framework Owner: Casey + Concetta + Nick | Effort: Medium
  • Establish quarterly W-9 audit — March, June, September (same as Step 6.4 Gap Closure 2) Owner: Concetta | Effort: Low
  • Establish credit limit quarterly refresh process with Nick approval mechanics Owner: Casey + Concetta + Nick | Effort: Low
  • Establish self-finance portfolio ceiling quarterly review Owner: Casey + Nick | Dependency: Portfolio ceiling set per Step 1.3a | Effort: Low
  • Establish factoring partner quarterly relationship review — agenda, cadence, attendees Owner: Casey + Nick + Concetta | Effort: Medium
  • Establish quarterly tech stack review cadence with ownership Owner: Casey + Nick | Effort: Low
  • Build quarterly summary template Owner: Casey + Concetta | Dependency: Cadence framework documented | Effort: Low
  • Define EOS integration at quarterly cadence — accounting Rocks, scorecard rollup, L10 review Owner: Casey + Nick + Concetta | Effort: Low

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