SLS Prism Billing — UI Wireframes

Overview

A redesign of Prism's billing surfaces around five workspaces — built so the operator's mental model matches the UI, not the underlying database tables.

Replaces: Banyan + Prism + 6 spreadsheets + QB Pending tab + 4 special-client batch flows Built on: existing Prism Django app, Stripe, S3, Celery Validated against: 53 SOPs from your team

1

Audit Workspace

Kara · Angela · Gigi

One screen per shipment-being-audited. Side-by-side bill comparison, inline charge entry with Auto/Add suggestions, lifecycle pill, activity feed. Replaces the click-cycle through Banyan + Prism + Excel.

2

Send Workspace

Kara → Gigi (after Kara's leave)

The 50-80-invoices-a-day queue with bulk send, document-requirement badges, customer name, auto-attach. Failed rows route to Resolution. AR-HOLD invoices pulled out automatically.

3

Resolution Workspace

Angela · Kara · Jennifer · Ashley · Racquel · Melisha

Kanban board replacing the four-tier sheet handoff (CS & Ops → CS → A&C → Processing). Cards carry up to 3 issue categories, three-snapshot financials, Auto/Add suggestions, manager review.

4

Variance & Commission

Elvira (manager) · Mike (clawback approval)

Commission ledger with the +$16 math built-in, Uncollectable AR clawbacks with 1.5% monthly compounding, settlement export to QB AP. Replaces the 2024/2025 Variance sheets.

5

Statements & Collections

Accounting team

Customer-side AR aging, weekly statements, AR HOLD management, special-client invoice reports (Air Global, Achem, Matfer). Replaces the QB Pending tab and current QB-driven statements.

+

Plus three smaller surfaces

Across all roles

Activity Feed (the spine all workspaces ride on), Auto/Add Rule Engine (the four-dimensional rule registry your team already maintains), Client Lifecycle and Vendor mgmt (Phase 7+).

Use the left navigation to drill into each. Yellow flags throughout the deck mark questions where we'd like your input.

How to read this deck

A few visual conventions used throughout.

Wireframe element (dashed border)

Active / focused state

Auto/Add suggestion or success state

Warning / on-hold state

Open question for your team

Sample wireframe

Each workspace page includes a low-fidelity sketch like the one below, plus an enumerated list of supported use cases (with the SOP that drives each), and yellow-flagged questions placed next to the relevant UI element.

Header

Lifecycle pill, status badges, primary actions

Left panel

Bill summary, charges, issues

Center

Active work area (carrier-bill PDF, charge form, etc.)

Right rail

Activity feed

Open question

Like this — flagged inline at the relevant UI element.

If you don't reply, our default: do the obvious thing and surface it for review.

Wireframes are intentionally low-fidelity so you can react to the structure, not the styling. We'll iterate visuals during the build.

Overview› Audit › Queue

Audit Queue

Entry point for the Audit Workspace. The list of shipments awaiting audit, sorted by 5-day-mark proximity. Replaces the Banyan "Bills to be Processed" Working tab and the Prism `bills_not_invoiced` page.

Primary users: Kara · Angela · Gigi Replaces: Banyan To-Be-Processed sheet · Prism bills_not_invoiced page

List view

SLS	Customer	Carrier	Delivered	Days	Variance	Stage	Assigned	Issues
SLS25310071	US Air Conditioning	XPO Logistics	11/11	7d	−$249.40	In audit	Kara	W&I
SLS25239028	Stage Depot Inc	XPO Logistics	11/13	5d	−$84.00	In audit	Racquel	CBOL
SLS25318049	NLS Lighting	T-Force	11/16	2d	−$76.77	Needs audit	—	—
SLS25254032	Air Global	Saia	11/17	1d	+$32.10	Needs audit	—	—
SLS25304040	Permalite	Saia	11/17	1d	−$157.69	Needs audit	—	RECON
SLS25300072	Troy Lee Designs	Best Overnite	11/06	12d	−$657.94	Needs review	Ashley	RECON

Click a row to open the Per-shipment detail. Rows past the 5-day mark show a yellow warning pill, matching the highlight rule operators apply by hand today (`Daily Reports - To Be Processed Report` SOP).

Question · Default sort

Sort by days-since-delivery (oldest first, surfacing 5-day breaches), or by variance amount (largest first), or by client priority?

Default: days-since-delivery descending; secondary sort by variance descending.

What lands here from upstream

Shipments delivered 2+ business days ago (the daily emailed report) (Daily Reports - To Be Processed Report)
EDI bills that arrived overnight in DISP status (EDI Processing - Banyan)
Shipments where Auto FB Audit flagged variance > tolerance (Wave 4)
Resolution cards that need a re-audit pass (returned from Resolution Workspace)
Unknown-shipment intake (carrier billed for shipment not in either system) (Entering "unknown" Shipments into Banyan)
Special-client cadence batches (Air Global Mon, Matfer 1st of month) (Air Global / Matfer SOPs)

Overview› Audit› Queue › SLS25310071

Audit Detail — Per-shipment

One screen per shipment-being-audited. Eliminates the hop-cycle.

Primary users: Kara · Angela · Gigi Replaces: Banyan + Prism Billing Mgmt + Excel + carrier websites Build: ~1 day

Layout

DRAFT

NEEDS AUDIT

IN AUDIT

NEEDS REVIEW

PROCESSING

MATCHED

QB EXPORTED

PAID

Shipment summary

SLS25310071
US Air Conditioning · XPO Logistics
Pickup 11/06 · Delivery 11/11

Status, dates, parties, primary identifiers

Carrier-bill PDF (rendered)

[ PDF.js viewer or iframe — same width as the FreightBill data on the left for side-by-side comparison ]

The carrier's freight-bill PDF rendered inline. Today this lives buried 5 clicks deep or is uploaded as a "user added file" titled "freight bill" as a workaround.

Activity feed

11/19/25 14:23

Kara reweigh from 100 lbs to 310 lbs. Emailed customer for dispute docs.

11/17/25 09:11

System charge added · LFTGT · $286.81 (suggested via Auto/Add)

11/17/25 08:45

Racquel opened audit · variance > $20 threshold

Right rail. Time-stamped. Replaces "Check Call History" + Banyan notes + sheet comments.

Question · Force-push override

When a shipment hits day 5 post-delivery without audit completion, who can authorize the force-push to QB? Auditor self-authorize with a typed reason, or manager (Angela) approval required?

Default if you don't reply: auditor self-authorize with required reason text — matches today's SOP. Manager review is a separate notification, not a block.

Bill detail (left panel, expanded view)

Quoted raw:	$240.94
Carrier invoice:	$490.34
Variance:	−$249.40

Auto/Add suggested

Customer: US Air Conditioning · Accessorial: W&I (reweigh)
Rule: Min $10, 15% markup
→ Add charge: Raw $249.40, Profit Markup $37.41 → bills client $286.81

SOP-driven use cases supported

Document retrieval & upload — single widget across docs/imaging (Documental Retrieval & Upload, Auditing documents)
Side-by-side quote-vs-bill comparison with auto-classify on variance (Prism Auditing — closes Banyan #1 gap)
Auto/Add charge entry with one-click apply, override, or "email for approval" (Prism Auditing + Auto Add Bill List)
Charge allocation toggle: current invoice / supplemental / unallocated (meeting feedback)
Issue mark + resolve from inside the workspace; resolution notes flow to bill notes automatically (Working & Resolving Marked Issues — fixes "siloed notes")
5-day Force-push override with required reason and Activity row (Pushing FB-Invoice into QB when audit not completed)
Inline raw-cost / sell-rate edits with audit trail (Updating Raw Cost, Updating $0.01 sell rates)
EDI bill reconciliation — OPN/DISP/PSND status carried across (EDI Processing - Banyan)
QB transfer status tile with T-Force routing suggestion (Prism QB Billing Transfer, T-Force Payables in QB)
Bill lifecycle stages with explicit transitions and Activity log (across SOPs)
Unknown-shipment intake (carrier billed for shipment not in either system) (Entering "unknown" Shipments into Banyan)

Overview› Send › Queue

Send Queue

The daily 50–80-invoice queue with bulk operations and intelligent doc handling. Entry point for the Send Workspace.

Primary users: Kara → Gigi (after Kara's leave) Replaces: per-invoice click flow, manual doc attachment Build: ~0.5 day

Layout

SLS	Customer	Amount	Cadence	Doc reqs	Send via	Status
SLS25310071	US Air Conditioning	$720.83	Per shipment	POD ✓ BOL ✓	Email	Ready
SLS25318049	NLS Lighting	$642.53	Per shipment	POD ✓	Stripe-hosted	Ready
SLS25239028	Stage Depot Inc	$842.62	Per shipment	POD missing	Mail	AR HOLD: missing POD
SLS25254032	Air Global	$2,145.00	Weekly manifest	All ✓	Email + EDI	Ready
SLS25258044	Matfer	$398.38	Monthly	POD ✓	Email	Awaits cadence (next: 1st)
SLS25305114	Global Industries via TTD	$1,600.00 ($2,000 − $400 split)	Per shipment	POD ✓	Email · TTD AR	Ready

Customers booked under a tenant level (e.g., Global Industries under TTD) route the invoice to the tenant — not the end customer — with an auto-itemized line backing out the tenant's profit-split percentage per TenantCommissionAgreement.

Question · Bulk-send error handling

When a row in a bulk send fails (Stripe error, missing doc found mid-send, mail-merge issue), do we email the operator a summary, surface in-app only, or both?

Default: in-app summary in a "Needs attention" pile. Failed rows automatically become Resend Required issues. Email digest opt-in per user.

SOP-driven use cases supported

Bulk send with per-row checkboxes and Celery-backed progress drawer (meeting feedback)
Document attachment per client requirement (POD/BOL/W&I) (Adding New Clients, Working & Resolving Marked Issues)
Itemization preview surfaced inline before send (Prism QuickBooks Bill-Invoice Process)
Customer name and Send-w-Invoice destination visible per row (Adding New Clients — the Send w Invoice column in QB)
Stripe / Email / Mail / EDI routing per client preference (Banyan Client Invoicing)
AR HOLD detection & auto-segregation out of send queue (AR HOLD Report SOP)
Tenant-routed invoicing — invoice goes to tenant org with auto-itemized profit-split deduction (BILLING SOP FOR GLOBAL INDUSTRIES)
Special-client cadence: weekly (Air Global), monthly (Matfer), per-client custom (Air Global Weekly, Monthly processing Matfer)

Overview› Send› Queue › SLS25310071 — preview

Send Detail — Per-invoice preview

Drill-in view from the Send Queue. Preview the rendered invoice + attachments before send, override routing, or hold for later.

Opens from: Send Queue row click, or per-row "Preview" button

Layout

Invoice header

SLS25310071 · US Air Conditioning · Invoice #4592
Amount $720.83 · Due 12/11/2025 · Sent via Email
Stage: Approved

Rendered invoice (PDF preview)

[ PDF.js viewer — full invoice as customer will receive ]

Includes line items: freight charge + reweigh itemization $286.81

Recipients

To: ar@usairconditioning.com
Cc: Brett Christensen
Send via: Email

Attachments

POD ✓ auto-attached
BOL ✓ auto-attached
W&I cert (optional)

Send history

No prior sends. This is the first attempt.

Question · Approval before send

Should the Send Detail allow the operator to send directly, or require an Approve step (e.g., when itemizations were added during audit)?

Default: send directly if invoice is already approved upstream; require Approve only when stage transitions skipped one or more required gates.

Overview› Resolution › Board

Resolution Board

The four-tier sheet handoff (CS & Ops → CS → A&C → Processing) collapsed into one Kanban board. Entry point for the Resolution Workspace.

Primary users: Angela · Kara · Jennifer · Ashley · Racquel · Melisha Replaces: 4 spreadsheets, manual hand-offs Build: ~1 day

Kanban view

New

SLS25296064

Greene Textile · ArcBest

W&I

−$176.52

SLS25301018

Custom Aerospace · FedEx

OTHER

+$268.73

In Audit

SLS25304040

Permalite · Saia

RECON

−$157.69

Mgr Review

SLS25223099

Stage Depot · XPO

OTHER LTD-D

+$219.62

Processing

SLS25254032

Stage Depot · T-Force

LTD-D

+$188.45

SLS25259033

Air Global · Saia

W&I

+$441.00

Finalized

SLS25310071

US AC · XPO · 11/20

+$214.49

SLS25318049

US AC · XPO · 11/21

+$139.42

Click a card to open the Card Detail view. Drag a card across columns to transition stage (writes Activity row). Filters at the top: assigned-to, sales rep, customer, carrier, category, age.

What lands on the board

CS-raised cards while shipment is in transit (CS & Ops Invoice Resolution Sheet)
Auto-routed cards from the Audit Workspace when variance > threshold (Wave 4 Auto FB Audit)
Manager-review escalations from auditors (Manager Review status across sheets)
Re-audits returned from Variance Workspace (loop-back when finalized variance disputed)

Overview› Resolution› Board › SLS25310071

Resolution Detail — Card

Drill-in view from the Resolution Board. Shows the full audit/processing workflow for a single card: three-snapshot financials, Auto/Add rule application, manager review thread.

Opens from: Resolution Board card click

Card detail

Header

SLS25310071 · US Air Conditioning · XPO Logistics
Sales rep: Brett Christensen · Auditor: Kara → review by Angela

W&I + add category

Original (quote)

Raw:$240.94

Sell:$434.02

Margin:$193.08

New (carrier invoice)

Raw:$490.34

Sell:pending

Variance:−$249.40

Finalized

Raw:$490.34

Sell:$720.83

Margin:$230.49

Commission base:$214.49 (−$16)

Auto/Add suggestion · matched rule

Customer rule: US Air Conditioning · Accessorial: W&I · Min $10, 15% markup
Computed itemization: $286.81 reweigh from 100 lbs to 310 lbs

Question · Issue category seed list

We extracted ~30 distinct issue codes from your CS / A&C / Processing / Variance data, with explicit aliases for typos (DETN ← DETENTION, LUMPER ← LUMEPR). Confirm coverage and bucket assignments. Anything missing?

Default: ship the seed list as drafted; add new codes through the Resolution Workspace as the team needs them.

Question · Manager review threshold

Today everything bottlenecks at Angela for review. Should the workspace auto-route only above a $-threshold (e.g., variances >$200), or always require human review?

Default: auto-route below threshold; flag everything above. Threshold configurable per category. Angela can override either way.

SOP-driven use cases supported

Pre-delivery intake from CS while shipment in transit (CS & Ops Invoice Resolution Sheet)
Post-delivery audit pickup; card opens with shipment+quote+bill+invoice in scope (Daily Reports - To Be Processed Report, Prism Auditing)
Multi-category issue tagging — up to 3 IssueCategory tags per card (CS/A&C/Processing — Issue Type 1/2/3 columns)
Three-stage financial snapshot with auto-computed deltas (across resolution sheets)
Auto/Add rule application with apply/override/escalate paths (Auto Add Bill List, Prism Auditing)
Responsible party assignment + discussed-with toggle (Variance Responsible Party column)
Manager review handoff with comment thread (Manager Review status across sheets)
Itemization handoff to accounting (pending_itemization flag) (Prism Auditing — FB Itemization Sheet)
Special-client custom workflows (Stage Depot, Air Global, Achem) (Stage Depot Audits, Air Global Accessorial List)
Westset / TTD tenant chargebacks (Variance Responsible Party — Westset entries)
CSR communication log → activity feed (CS sheet CSR Comments column)
Service Failure / Guarantee Failure dedicated paths (Service Failure SOP, Guarantee Failure SOP)

Overview› Variance & Commission › Settlement queue

Settlement Queue

Entry point for the Variance & Commission Workspace. Per-rep settlement table for the active commission period. Click a rep to drill into per-rep detail.

Primary users: Elvira (manager) · Mike (clawback approval) Replaces: 2024/2025 Variance Reports · manual settlement Build: ~1 day

Per-period commission view

Sales rep	Variance entries	Commission base	Variance clawbacks	AR clawbacks	Net payout	Status
Tony Granillo	179	$24,581.20	−$316.40	$0.00	$24,264.80	Ready
Michael De La Torre	94	$16,202.30	−$48.00	$0.00	$16,154.30	Ready
George Tovar	49	$8,113.05	−$200.00	−$329.84	$7,583.21	Pending Mike's approval (1)
Brett Christensen	5	$870.40	$0.00	$0.00	$870.40	Ready
Jeff Billman	3	$520.10	$0.00	$0.00	$520.10	Ready

Click a rep to drill into their per-rep variance detail. The "Pending Mike's approval" rows surface clawback approvals waiting on Mike.

Tenant commission splits (separate flow — B2B revenue-share, not paycheck)

Tenant	Customer	Period shipments	Profit	Split	Tenant cut	SLS net	QB code
Total Transportation (TTD)	Global Industries	23	$24,200	60/40	$9,680	$14,520	`LTL`
Total Transportation (TTD)	Valmont Telecommunications	11	$8,540	60/40	$3,416	$5,124	`LTL`
Westset Distribution	Joseph Joseph, Inc	15	$11,300	per-shipment 35%	—	—	`WST`

Per BILLING SOP FOR GLOBAL INDUSTRIES: when a customer is booked under a tenant level, SLS invoices the tenant (not the end customer) with an itemized line backing out the tenant's profit-split percentage. Math: $1,000 carrier charge + $1,000 profit → $2,000 sell rate stays in TMS → invoice TTD for $1,600 ($400 = TTD's 40% commission) → TTD invoices end customer the full $2,000 and keeps $400.

Question · Settlement export format

Once Prism owns commissions, what format flows to QB AP? Per-rep monthly bill in QB Vendor table, or journal entry, or paycheck integration? This intersects with whether QBO migration ships before or after this workspace.

Default: per-rep monthly bill in QB Vendor table, exported as the same CSV Business Importer accepts today. When QBO ships, switch to direct API push.

Question · Tenant commission model

Model tenant commissions as a dedicated TenantCommissionAgreement (profit-split %, QB itemize code, optional per-customer overrides), or as a special MarkupRule with negative percentages? Are there tenants beyond TTD and Westset to plan for?

Default: dedicated TenantCommissionAgreement model — the math (split of profit) and routing (invoice goes to tenant, not end customer) are categorically different from MarkupRule.

Overview› Variance & Commission› Settlement queue › George Tovar — Nov 2025

Per-Rep Variance Detail

Drill-in view from the Settlement Queue. Every variance entry that contributed to one rep's commission base for the active period.

Opens from: Settlement Queue row click

Header — George Tovar · November 2025

Period summary

49 finalized variance entries · 12 LOWER BILL outcomes · 3 disputed
Gross commission base: $8,113.05
Variance clawback: −$200.00 (1 entry)
AR clawback: −$329.84 (1 entry)
Net payout: $7,583.21

Approvals required

1 clawback pending Mike
Tamerica Products · $329.84 · 1331 days aged

Per-shipment variance entries

SLS	Customer	Carrier	Category	Original margin	New margin	Commission base	Outcome
SLS25310071	US Air Conditioning	XPO Logistics	W&I	$193.08	$230.49	$214.49	+ $214.49
SLS25318049	US Air Conditioning	XPO Logistics	OTHER	$143.90	$155.42	$139.42	+ $139.42
SLS25239028	US Air Conditioning	XPO Logistics	CBOL	$215.30	$164.00	$148.00	+ $148.00 (acc'd in quote)
SLS218353	Silver Spur	T-Force	W&I	$85.25	$65.23	$49.23	George liable

Math per row: commission_base = finalized_sell − finalized_raw − $16. When < 0, it becomes a variance clawback against the rep.

Question · Sales rep termination handling

Today Banyan uses a _fired{date} username convention. Adopt as-is, or use a cleaner effective_to date on CommissionContract?

Default: effective_to on CommissionContract. Open clawbacks transition to "uncollectable" tracking. Reactivation un-stamps the date. Banyan integration mirrors the convention going outbound.

Overview› Variance & Commission› Clawback ledger

Clawback Ledger

The Uncollectable Agent Clawbacks registry. AR-aging-driven clawbacks with the 1.5% monthly compounding done automatically.

Replaces: Uncollectable Agent Clawbacks tab in the Variance workbook Approval gate: Mike

Open clawbacks

Rep	Customer	SLS	Aging	Open balance	Carrier cost	Late fees	Pay-back	Batch
George Tovar	Tamerica Products	SLS212430	1331 days	$445.83	$381.32	−$51.48	$329.84	CB 2/16-28
Steve Schuh	Beauty 21 Cosmetics	SLS40245084	492 days	$1,530.12	$1,269.10	−$171.33	$1,097.77	Pending
Steve Schuh	Beauty 21 Cosmetics	SLS22209014	197 days	$398.87	$398.87	−$53.85	$345.02	Pending

Late-fee math: 1.5%/period compounded across 30/60/90/120/150/180/210/240/270/360-day buckets. Pay-back = Carrier Cost − Total Late Fees. Computed automatically from current aging.

Approved batches (this period)

Batch	Approved	# clawbacks	Total pay-back	Settlement
CB 11/1-15	11/16/25 · Mike	4	$1,243.18	Exported to QB

SOP-driven use cases supported (across the 3 Variance pages)

Per-rep commission report period view (Elvira's **commission rpt N-YYYY tagging)
Per-period archive view (read-only audit) (Variance sheet — 99% Finalized status)
Uncollectable AR clawback math (1.5% / 30-360 day buckets) (Uncollectable Agent Clawbacks tab)
Variance-driven clawback when commission_base < 0 (Variance sheet rows with actual_loss)
Claim-driven clawback (placeholder for claims module) (Claim Clawbacks empty tab)
Settlement export to QB AP per rep (today: hardcoded in special_qb_report)
Sales rep lifecycle awareness — termination, reactivation (Creating a Sales Rep Banyan)

Overview› Statements & Collections › Aging dashboard

Aging Dashboard

Entry point for the Statements & Collections Workspace. Customer-side AR aging at a glance, with operations toolbar and special-client cadence cards. Click a bucket or customer to drill into Customer Detail.

Primary users: Accounting team Replaces: QB Pending tab · AR HOLD Report · weekly statements · special-client batch reports Build: ~0.5 day

Aging dashboard

Current

$182,403

1–30

$84,210

31–60

$22,815

61–90

$8,402

91+

$3,917

360+ → clawback

$2,028

Operations

Top customers by aging

Customer	Open balance	Current	1–30	31–60	61–90	91+	360+
Stage Depot Inc	$28,402	$18,200	$8,402	$1,800	—	—	—
NLS Lighting	$22,100	$14,300	$7,800	—	—	—	—
Air Global	$18,420	$10,200	$5,820	$2,400	—	—	—
Tamerica Products	$2,028	—	—	—	—	—	$2,028

Click a customer or aging bucket to drill into the per-customer Statement Detail view.

Special-client cadences

Air Global

Cadence: Weekly Monday batch, 2-week post-delivery lag
Next batch: Mon 12/01
Pending: 14 shipments

Matfer

Cadence: Monthly 1st-week batch, prior month
Next batch: Mon 12/01
Pending: 47 shipments

Achem

Cadence: Weekly billing report (Friday)
Next report: Fri 11/28
Pending: 9 shipments

Outbound A/R submissions

Moody's Analytics Pulse

Cadence: Monthly · per-customer aging buckets (Current / 1-30 / 31-60 / 61-90 / 91+ DBT)
Last submission: 11/01 · 142 customers
Next submission: 12/01 · ~148 customers

Inbound: per-customer % on time, DBT, DCL, EZ Cover Risk Rating — feeds Client Lifecycle credit evaluation. (A/R Data Submission Guidelines)

Question · Statement template

Today statements are emailed from QB with QB's default formatting. Move to a Prism-generated PDF with our branding? Or keep QB visual identity until QBO migration?

Default: Prism-generated PDF, branded, with same field structure as QB output. Customer-facing change is just the design refresh.

Overview› Statements & Collections› Aging dashboard › Stage Depot Inc

Customer Statement Detail

Drill-in view from the Aging Dashboard. Per-customer open invoices, payment history, contact actions, hold management.

Opens from: Aging Dashboard customer-row click, or aging-bucket drill

Header — Stage Depot Inc

Customer

Stage Depot Inc · HOUSE rep · Net 30
Sales contact: George Tovar
AR contact: ar@stagedepot.com
Send via: Mail · POD required ✓ · BOL required ✓

Aging snapshot

Open balance: $28,402
Current $18,200 · 1–30 $8,402 · 31–60 $1,800 · 91+ $0

Open invoices

Invoice	SLS	Date	Due	Days	Amount	Status
4592	SLS25305020	11/06	12/06	22	$842.62	Sent
4571	SLS25239028	10/30	11/29	−1 (overdue)	$842.62	AR HOLD: Pending POD
4540	SLS25223099	10/24	11/23	−7 (overdue)	$1,165.21	Sent

Recent activity

11/20 · System

STATEMENT_SENT — November weekly batch · 18 invoices

11/18 · Ashley

CALL_LOGGED — left voicemail re INV 4571 missing POD

11/04 · System

INVOICE_HELD — INV 4571 · reason: Pending POD

Overview› Statements & Collections› AR HOLD list

AR HOLD List

Invoices currently on HOLD with structured reasons. Replaces the QB AR HOLD Report SOP (today: free-text in QB Ref# field, monthly manual report).

Cadence today: Monthly report In v3: Live view, hold release writes Activity, releases route back to Send Workspace

Held invoices

SLS	Customer	Amount	Held since	Reason	Owner
SLS25239028	Stage Depot Inc	$842.62	11/04	Pending POD	CS — Ashley
SLS25254032	Air Global	$1,200.64	11/06	Pending final sell rate from Tony	Audit — Angela
SLS25247016	Allstate Floral	$3,150.00	09/22	Service issue under review	Mike

Reasons are structured (not free-text). Releasing a hold writes an Activity row and re-routes the invoice into the Send Queue.

SOP-driven use cases supported (across the 3 Statements pages)

Weekly open invoice statements (Sending Statements)
Collections report — twice-weekly aging review (Weekly Collection Report SOP)
AR HOLD management with structured hold reasons (vs free-text in QB Ref#) (AR HOLD Report SOP)
Special-client invoice report cadences (Air Global Weekly, Achem Weekly Billing, Monthly Matfer)
Late-arriving docs flow — update in-flight QB invoice (Docs Received for shipment already in QuickBooks)
QB Pending / Bills To Be Paid view (carrier-side AP) (To Be Paid-Unbilled Report)
Per-customer drilldown with payment history and contact actions (Banyan Client Invoicing, Prism Quickbooks Bill-Invoice Process)
Moody's Pulse outbound A/R submission — monthly aging file → per-customer credit metrics back (A/R Data Submission Guidelines)

Client Lifecycle (smaller surface)

Onboarding, credit management, terms verification, level changes. Today distributed across Banyan + Prism + QB + 4 spreadsheets.

Build: ~1 day (after core workspaces stabilize) Defer: dedicated UI to Phase 7+; data model lands earlier

Client lifecycle states

Pending Credit App

One-time / Pre-pay

Building Internal Credit

Net 15 / 30

House Account

DO NOT SELL

Inactive

Per-client view (sketch)

Identity & contacts

Company name (matches QB Customer Name) · DBA · physical / mailing address · sales contact · accounting contact · users with portal access

Credit & risk

Moody's % on time · Days Beyond Terms (DBT) · DCL · EZ Cover Risk Rating · Credit App date · CC Auth on file · Credit limit

Billing requirements

Send via: Email / Mail / EDI
Required docs: POD ☐ BOL ☐ W&I ☐
Reference numbers required: BOL ☐ PO ☐ PRO ☐

Cadence & markup

Billing cadence: per-shipment / weekly / monthly
Min markup, target margin %
Auto/Add rules → linked to MarkupRule table

Carriers & defaults

Assigned carriers (currently 23 default LTL carriers per onboarding SOP)
Default freight characteristics (NMFC, sub, class)
Default accessorials with frequencies

Lifecycle history

Reactivation events · level changes · credit-line updates · terms changes — all as Activity rows

Question · Client level enforcement

Today Banyan has "quote-only" client levels (SLS Freight, SLS Freight - <Agent>, SLS Freight - Total Transportation, Westset Distribution) that must be updated to a real customer before booking. Should Prism enforce this with a hard block on booking? Or surface it as a warning + auto-suggest?

Default: warning + auto-suggest (don't block; route to Resolution if not corrected within 24h).

SOP-driven use cases supported

New client registration (Adding New Clients into the TMS(s), Client Registration AGENT)
Credit application & evaluation with Moody's data (Credit Application, OFFICE USE ONLY section)
CC Auth Form on file (CC Auth Form Current — terms encoded)
Customer terms classification (New Client Terms Verification)
Pending / pre-pay / one-time / house monitoring (Pending Credit App spreadsheet, Building Internal Credit)
Account reactivation (Reactivating Accounts SOP)
Quote-only level handling (Changing the Client Level - Banyan)
Default shipment / accessorial defaults per client (Updating Client Defaults - Banyan)

Vendor & Carrier Management (smaller surface)

QuickPay, NOA inquiries, payment status, sales rep onboarding, unknown-shipment intake.

Build: ~0.5 day (Phase 7+ for full UI) Data model: lands during Wave 4–5 to support related workflows

Sketch

Carrier registry

35 active LTL carriers · per-carrier QuickPay flag · NOA status (factoring) · QB vendor mapping · payment terms

For T-Force specifically: shows the Blanket→sub-account mapping (today done by hand)

Sales rep / agent registry

Per-rep contracts, commission rate, fixed deduction, clawback rules · effective dates · Banyan / Prism user accounts

Termination = effective_to date set; reactivation = effective_to cleared

QuickPay queue

FreightBills with QuickPay requested · approval status · per-carrier QuickPay terms (typical: 24h pay for 2% discount)

Unknown shipments inbox

Carrier bills that don't match any Prism shipment · research queue · creates Resolution card on resolution

Question · Factoring / NOA workflow

When a carrier sends an NOA (factoring company has bought their receivables), payment routing changes. Today this is manual — mark on the bill, look up factoring co. in a spreadsheet. Build a structured NOA flow now, or defer?

Default: defer dedicated UI; add a Carrier.factoring_contact field plus a Resolution category so today's manual flow at least leaves a trail.

Activity Feed (cross-cutting spine)

One time-stamped, role-filtered log per shipment. Replaces the four scattered note tables (Invoice.notes, Invoice.history, Shipment.special_notes, Client.notes, Carrier.history_notes), the "Check Call History", and the chronological logs the team manually formats into single Excel cells today.

Build: ~1 day (lands in Wave 2 with Audit Workspace) All workspaces ride on it

Sample feed (right rail of any workspace)

11/20/25 14:22 · Kara Lohse

INVOICE_SENT — bulk send batch · client invoice with reweigh fee · POD attached

11/19/25 16:15 · Kara Lohse

RESOLUTION_FINALIZED — itemized $286.81 reweigh · auto/add markup applied 15%

11/19/25 14:05 · System

CHARGE_ADDED — LFTGT · Raw $249.40 · Profit Markup $37.41 · suggested via MarkupRule "US Air Conditioning × W&I"

11/18/25 09:30 · Racquel Martinez

RESOLUTION_OPENED — variance −$249.40 exceeds $20 threshold · routed to Audit team

11/18/25 09:30 · System

BILL_DISPUTED — auto-flagged · carrier invoice $490.34 vs quote $240.94

11/11/25 17:45 · System

STATUS_CHANGE — Delivered (per carrier API)

11/06/25 08:14 · George Tovar

STATUS_CHANGE — Booked → Dispatched · pickup confirmed

Visibility roles

Each activity row carries a visibility role. Operators filter the feed by role.

all billing ops broker client tenant

Activity kinds (initial set)

NOTE STATUS_CHANGE ISSUE_OPENED ISSUE_RESOLVED BILL_MATCHED BILL_DISPUTED INVOICE_APPROVED INVOICE_SENT INVOICE_PAID INVOICE_HELD INVOICE_RELEASED QB_EXPORTED FORCE_PUSHED_TO_QB CHARGE_ADDED CHARGE_VARIANCED DOC_UPLOADED DOC_RECEIVED_LATE RESOLUTION_OPENED RESOLUTION_FINALIZED MANAGER_REVIEW COMMISSION_PERIOD_TAGGED CLAWBACK_RAISED EMAIL_SENT CALL_LOGGED CARRIER_DISPUTE_FILED APPROVAL_REQUESTED / GRANTED / DENIED

Question · Backfill scope

Forward-only writes for new rows, with a one-time read-only render of legacy notes inline? Or full migration of existing notes into Activity rows?

Default: forward-only, with read-through layer for legacy notes. Cheaper and lower-risk; doesn't mutate history.

Auto/Add Rule Engine (cross-cutting)

Your Auto Add Bill List - Master.xlsx, normalized. Today: 5 tabs, 30 carriers × 16 accessorials, 225 active customers + 189 inactive, plus Westset and Total Trans tenant overlays. We seed the engine from this exact file on day one.

Lands in: Wave 4 (with Auto-FB-Audit) Powers: Audit Workspace · Resolution Workspace

Rule structure (per cell in Auto Add Bill List)

Min add to cost

e.g. $20

Flat rate to add

e.g. $50

% to add to cost

e.g. 35%

Total not to exceed

e.g. $250 · or "email for approval"

Scoping precedence

Most specific wins:

customer × carrier (e.g., NLS Lighting × T-Force)
customer (e.g., NLS Lighting)
tenant × customer (e.g., Westset × Joseph Joseph)
carrier (e.g., EDI Express CBOL "DO NOT auto add")
global default ($20 min, 35%, max via email)

Sentinel values:

NONE — explicitly disabled (e.g., Allstate Floral)
email / Angela — manual approval required
at cost (include any processing fee) — pass-through (Lumper)
DO NOT auto add — SEE Mike — hard stop with note

Sample rule lookup (Audit Workspace integration)

Rule resolution

Customer: US Air Conditioning · Carrier: XPO Logistics · Accessorial: W&I (reweigh)
Looked up:
1. customer × carrier → not configured · skip
2. customer → Min $10, 15% · matched ✓
Computed: $249.40 raw × 1.15 = $286.81 · > $10 floor ✓ · no max set
Suggestion presented to operator with Apply/Override/Email-for-approval buttons.

Question · Scoping precedence confirmation

We propose: customer × carrier > customer > tenant × customer > carrier > global. Confirm that's what you want — particularly the precedence between customer-level and tenant×customer-level. (Should a Westset customer's customer-level rule beat the Westset tenant default? We say yes; confirm.)

Default: most specific wins; customer-level beats tenant-default.

Open Questions — Consolidated

Every yellow flag in this deck, in one place. If you don't reply, we ship the listed default. Reply on any of these to override.

Audit Workspace

Force-push override authorization

When a shipment hits day 5 post-delivery without audit completion, who can authorize the force-push to QB? Auditor self-authorize with reason, or manager approval required?

Default: auditor self-authorize with required reason text — matches today's SOP.

Send Workspace

Bulk-send error handling UX

When a row in a bulk send fails (Stripe error, missing doc, mail-merge), do we email the operator, surface in-app only, or both?

Default: in-app summary in a "Needs attention" pile; failed rows become Resend Required issues. Email digest opt-in per user.

Resolution Workspace

Issue category seed list

~30 distinct issue codes extracted from your CS / A&C / Processing / Variance data, with explicit aliases for typos. Confirm coverage and bucket assignments. Anything missing?

Default: ship the seed list as drafted; add new codes through the Resolution Workspace as the team needs them.

Resolution Workspace

Manager review threshold

Today everything bottlenecks at Angela for review. Auto-route only above a $-threshold (e.g., variances >$200), or always require human review?

Default: auto-route below threshold; flag everything above. Threshold configurable per category.

Variance & Commission

Settlement export format

Per-rep monthly bill in QB Vendor table, journal entry, or paycheck integration? Intersects with QBO migration timing.

Default: per-rep monthly bill in QB Vendor table, exported as the same CSV Business Importer accepts today. Switch to direct QBO API push when QBO ships.

Variance & Commission

Sales rep termination handling

Adopt Banyan's _fired{date} username convention as-is, or use a cleaner effective_to date on CommissionContract?

Default: effective_to on CommissionContract. Banyan integration mirrors the convention going outbound.

Statements & Collections

Statement template

Today statements are emailed from QB with QB's default formatting. Move to Prism-generated PDF with our branding, or keep QB visual identity until QBO migration?

Default: Prism-generated PDF, branded, with same field structure as QB output.

Client Lifecycle

Client level enforcement

Banyan "quote-only" client levels (SLS Freight, SLS Freight - <Agent>, etc.) must be updated to a real customer before booking. Hard block, or warning + auto-suggest?

Default: warning + auto-suggest; route to Resolution if not corrected within 24h.

Vendor & Carrier

Factoring / NOA workflow

When a carrier sends an NOA (factoring co. has bought their receivables), payment routing changes. Build a structured NOA flow now, or defer?

Default: defer dedicated UI; add Carrier.factoring_contact field plus a Resolution category so today's manual flow leaves a trail.

Activity Feed

Backfill scope

Forward-only writes for new rows, with a one-time read-only render of legacy notes inline? Or full migration of existing notes into Activity rows?

Default: forward-only, with read-through layer for legacy notes.

Auto/Add Rule Engine

Scoping precedence

Customer × carrier > customer > tenant × customer > carrier > global. Confirm — particularly whether a Westset customer's customer-level rule beats the Westset tenant default.

Default: most specific wins; customer-level beats tenant-default.

Variance & Commission

Tenant commission model

Per the Global Industries SOP: TTD-tenanted customers are invoiced through TTD with a 60/40 profit split. Model as a dedicated TenantCommissionAgreement (profit-split %, QB itemize code, optional per-customer overrides), or as a special MarkupRule with negative percentages? Are there tenants beyond TTD and Westset to plan for?

Default: dedicated TenantCommissionAgreement model — the math (split of profit) and routing (invoice goes to tenant, not end customer) are categorically different from MarkupRule.

Build Timeline — Agentic Development

Re-estimated for agentic development cycles. Each engineering wave is roughly a focused day; total ~10 build-days, ~3–4 calendar weeks including validation and iteration with your team.

Build days: ~10 Calendar weeks: 3–4 (with daily Kara/Angela/Elvira validation) Compare to v3 plan: 24–30 weeks under traditional dev cycle

Wave-by-wave

D1D2D3D4D5D6D7D8D9D10D11D12D13D14D15D16D17D18D19D20

0.5d · Wave 1 Surfacing fixes

D1

1d · Wave 2 Activity Feed + Audit Workspace

D1–D2

0.5d · Wave 3 Send Workspace

D3

1.5d · Wave 4 Lifecycle + MarkupRule + Auto FB Audit

D3–D5

1d · Wave 5 Resolution Workspace

D5–D6

1d · Wave 6 Variance + Commission + Clawback

D7–D8

0.5d · Wave 7 Statements & Collections

D8

1d · Wave 8 Banyan ingestion (read-only mirror)

D9–D10

0.5d · Wave 9 Cutover (Prism = billing-of-record)

D10

2d · Phase 11 QBO API integration

D11–D14 (after QBO sandbox cutover)

What the agentic estimate covers vs. doesn't

Covered in build days

Model + migration
Views + URL routing
Templates (functional, low-fi)
Activity hooks at write-points
Unit tests for new logic
Integration test for happy path
Documentation update

Calendar overhead (not in build days)

Daily 30-min validation calls with Kara / Angela / Elvira
UX iteration cycles based on operator feedback
Visual polish & theming
Production data backfill
Performance tuning at scale
Phase 10 QBO migration project (mostly accountant time)

Recommended cadence

Week 1: Waves 1–3 (Surfacing + Activity/Audit + Send). Kara reviews before her leave. Daily 30-min standup.

Week 2: Waves 4–5 (Lifecycle + MarkupRule + Resolution). Angela becomes the primary daily reviewer. Friday: full team demo.

Week 3: Waves 6–7 (Variance + Statements). Elvira joins daily review. Replay one full clawback period as cutover gate.

Week 4: Waves 8–9 (Banyan mirror + cutover). Two weeks dual-running before write traffic flips. Phase 10 QBO project starts in parallel.

Phase 10 (QBO migration) and Phase 11 (QBO API) run later, gated by accountant-driven cutover. Phase 11 is ~2 build-days under agentic dev, vs. 6–9 weeks traditional, per the QBO inventory companion doc.