Invoicing

1. Creating an Invoice

1. Carrier delivers load

2. Carrier submits POD via

   1. Email (most common)to “Accounting@zuumapp.com”

   2. SMS to check caller/operator who requested it)

   3. Upload to Zuum (rare)

3. Accountant downloads POD from email

4. Accountant reviews POD

5. Accountant finds the load on Zuum

6. Accountant navigates to documents tab

7. Accountant uploads POD into load documents

8. Accountant has ability to leave a review for the Carrier (geared to operations team) (possibly take this out for “Accounting dept)

9. Accountant changes load status from “POD Requested” to “To Be Billed”

10. Truck Status changes automatically from “Delivered POD Missing/Requested” to

    1. “Delivered POD Received” (if carrier uploads)

       1. Accountant sees this in Shipment Board Dashboard “Delivered” under POD Approval

       2. Accountant goes into the load

       3. Accountant goes into load documents

       4. Status of document is set to “require approval”

       5. Accountant opens the document

       6. Accountant reviews the POD

       7. Accountant clicks “Approve”

       8. Accountant can add note to customer

       9. Accountant can share the POD with customer

       10. Accountant clicks confirm

       11. Modal pops up asking whether to update status of load to “To Be Billed”

       12. Review Modal Pops Up

    2. “Delivered POD Approved”

11. Accountant goes to load details

12. Accountant manually changes the load status to “To Be Billed”

13. Accountant copies load number

14. Accountant goes to Invoices section

15. Accountant pastes Load number into “invoices” text search (top left)

16. Accountant clicks on row menu (3 dots)

17. Accountant selects “Email Invoice” (can only send one at a time)

    1. Accountant reviews invoice number, terms, and amount

    2. Accountant selects supporting documents and whether to merge PDF

    3. Accountant selects recipients

    4. Accountant enters subjects and body text

    5. Accountant sends email

18. System routes back to invoices menu with search filter of the desired invoice

19. Accountant clicks on the row menu (3 dots) and manually selects “export to quickbooks”

20. Accountant clicks “ok” in export page

    1. If Customer is not in Quickbooks, clicks on link to create customer in quickbooks automatically

       1. System looks for “name” as key (identifier)

21. Accountant is prompted to connect to quickbooks (shouldn’t happen every time, but after updates this happens)

22. Invoice is exported into quickbooks

23. Accountant can send reminder to the customer to pay the invoice

POD Problems

1. Image is distorted, not legible

   1. upload, flag, and keep status as POD Requested

   2. Manually email through the POD view, or call the carrier and request a clearer copy

2. Wrong paperwork

   1. Not upload it

   2. Manually email or call the carrier and request correct paperwork

3. OS&D

   1. Upload the POD

   2. Mark as OS&D

   3. Manually reach out to customer and inform them of the issue

      1. Overage

      2. Shortage

      3. Damage

Invoice Problems

1. Once created and exported to quickbooks, if further changes are made to the invoice in Zuum, they will need to be applied manually in quickbooks. No way to modify info in an exported invoice.

Pain Points

1. Email an Invoice - too many steps without much value

2. Limited to emailing one invoice at a time

3. Limited to exporting one invoice at a time to quickbooks

4. When need to make changes to financials after invoice is sent in zuum, need to manually update in quickbooks

   1. Sometimes forgetting to do this

   2. Manual process time consuming

2. Collecting Payment(s)

1. Customer receives invoice via email

2. Customer makes payment via check or ACH

3. Accountant becomes aware of payment via

   1. Email (if electronic);

   2. Checking bank account; or

   3. Receiving check in the mail

4. Accountant goes to invoices section

5. Accountant searches for the load by load number(s)

6. Accountant checks the checkbox(es) for the load(s)

   1. Can select multiple if the same customer

7. Accountant clicks on “mark payments as received”

8. Accountant enters the payment details

   1. date

   2. method

   3. Ref # (ACH transaction # or check #)

   4. Payment amount

9. A modal pops up asking whether to change load status to “Paid in Full”

10. If carrier has already been paid, another modal pops up asking whether to archive shipment

    1. If yes, load status and truck status are both changed automatically to “Archived”

11. Accountant manually goes to quickbooks

12. Accountant searches for the invoice by invoice (load) number

13. Accountant clicks “receive payment”

14. Accountant enters payment details

    1. Same as in Zuum; and

    2. Deposit to account

       1. Accountant selects checking account

15. Accountant saves

For multiple payments

Home Depot

1. Home Depot receives invoices

2. Home Depot issues bulk payment for multiple invoices

3. Home emails a remittance (PDF) that breaks down payments by load

4. Accountant copies the PDF into a spreadsheet

5. Accountant uses function to separate the load/invoice number and balance into separate columns

6. Accountant copies all load numbers from load # column

7. Accountant pastes into Zuum invoices section search box

8. Accountant selects all via checkbox

9. Accountant clicks “mark payment as received”

10. Accountant verifies paid amount vs. invoiced amount line by line (manually)

11. Accountant makes adjustments to paid amount as necessary

12. Accountant saves payment

13. Accountant goes to quickbooks

14. Accountant search by load number of first load, then clicks on “receive payment” in search results

15. Quickbooks displays all open invoices for that customer

16. Accountant filters by date range of invoices that have been paid

17. Accountant verifies paid amount vs. invoiced amount line by line (manually)

18. Accountant makes adjustments to paid amount as necessary

19. Accountant saves

Pains

1. Payment methods do not include “credit card” option

2. Customers paying for multiple loads

   1. Each customer (home depot, sherman william, tyson, etc.) have their own format for sending remittances

      1. All include same common parameters

         1. Date

         2. Invoice #

         3. Amount

3. Multiple payments - Having to manually verify the amount paid vs. invoices on each load

4. Manual process of exporting invoices, and applying payments leaves room for human error

Billing

Creating a Bill

1. Accountant receives an invoice via email

2. Accountant replies to carrier via email to let them know they received the invoice

3. Accountant downloads invoice on computer

4. Accountant looks up shipment by load number

5. Accountant navigates to Docs & images tab

6. Accountant clicks upload document

7. Accountant selects “carrier invoice”

8. Accountant browses for file

9. Accountant saves

10. If carrier is not on “tracking”

    1. Modal pops up asking if Accountant wishes to create a bill

       1. Accountant enters “bill date” based on the day it was received, and amount (auto fills)

11. If carrier is on “tracking,” the bill is automatically created when the POD is uploaded and approved

    1. When the carrier sends the invoice, Accountant manually looks up the bill and updates the bill date (and aging) to the date the invoice was received by Zuum.

12. If Accountant did not previously make the bill, and the bill was not auto-generated, then

    1. Accountant goes into bills

    2. clicks row menu (3 dots)

    3. selects “record bill as received”

    4. Enters bill details

    5. Manually Enters “Reference #” which is always the same as the load number

    6. Modal pops up asking whether to send confirmation email

    7. System navigates user back to “Bills”

13. Accountant finds the bill in “Bills” section by searching for load # or Vendor name

14. Accountant clicks on the row menu (3 dots)

15. Accountant selects “export to quickbooks

    1. If customer does not exist, there is a link to “map it” in quickbooks

16. Bill is now exported to quickbooks

“Tracking” = the carrier is running the load through the mobile app

Pains

• Cannot export bill to quickbooks at the time of creation, Accountant has to go into bills section to do it after creating the bill.

• Factoring Companies don’t have a database. People type names out differently for the same factoring company, making it disorganized and difficult to issue batch payments

  • Need to set up a “Factoring Companies” database to avoid duplicates

• Expandable rows - Never use it, confusing, visual clutter

• Exporting bills to quickbooks is limited to one bill at a time

• “Bill search” - add “apply search to” filter would help (possibly being addressed already)

Issuing a Payment

1. Accountant goes Quickbooks

2. Accountant goes to reports > reports

3. Accountant goes to “accounts payable aging detail”

   1. Shows a table that would be very useful in Zuum

4. Accountant exports to excel

5. Accountant copies all rows of which payment is due on the next day

6. Accountant pastes these rows to a master spreadsheet

7. For each row that was pasted, Accountant finds the respective load in Zuum

8. Accountant manually verifies that the amount due and the payee on the spreadsheet matches the information in the Carrier Invoice and the load financials

   1. Sometimes there is a mismatch if a deduction was made to the bill in Zuum

9. Accountant separates the new rows in the spreadsheet by payments that are due to carriers directly, then by payments due to factoring companies

10. Accountant starts with the first row to begin issuing payments

11. Accountant goes to chase.com

12. Accountant navigates to ACH payment portal

13. For single payment

    1. Accountant searches for the vendor

14. For multiple payments

    1. accountant selects each vendor

15. Accountant schedules a payment

16. Accountant enters payment information

17. Accountant takes a screenshot(s) of the payment confirmation info

18. Accountant emails the screenshot to the payment

    1. for batch payments (to factoring companies) Accountant copies all applicable rows from spreadsheet and includes in email (gives the payee a breakdown of the payments)

19. Accountant copies the ACH number and adds it to master spreadsheet

20. Accountant finds the bill in Zuum

21. Accountant checks the checkbox

22. Accountant clicks mark bill as paid

23. Accountant enters payment info

24. Accountant saves

25. A modal appears asking whether to send email confirmation

26. Another modal appears asking whether to update the truck status

    1. If yes = truck status updated from “carrier invoice received” to “paid in full”

    2. if no, then not updated

27. If invoice has already been paid, then Zuum will give option to “archive” the load

28. Accountant goes to quickbooks

29. Accountant searches by load number

30. Accountant selects the bill

31. Accountant clicks on “mark as paid”

32. Accountant copies and pastes the ACH # from the spreadsheet into quickbooks

33. Accountant saves the bill in quickbooks

Pains

• Zuum only allows you to mark batch payments “paid” for an individual vendor

• Cannot mark more than one payment “paid” for multiple vendors

• When exporting Accounts payable

• When marking bills as “paid” need to include ACH# in payment info

  • Idea: Have a “Pay” button, initiate ACH transaction to selected customers from Zuum via Chase API, return ACH # for each payment in Zuum and mark bill as paid in zuum, then update quickbooks.

• After issuing payment, the modals that pop up every time (one after the other) get annoying.

  • Should be configurable in settings?