Carrier Agreement & Banking Intake: Stop Collecting Payment Details Over Email

The problem this kills

A new carrier signs on, and now you need their signed broker agreement, their remit-to banking, and — half the time — a factoring company's notice of assignment that says "pay us, not them." So someone emails a fillable PDF, the carrier emails back a voided check and a bank letter, and your AP setup person retypes account and routing numbers from an attachment into your accounting system. Account details are sitting in inboxes. Nobody is sure whether the factoring NOA overrides the remit-to. And the single most-targeted fraud in freight — the spoofed "we changed our bank, please update it" email — has a wide-open door.

Every one of those banking details is a payment waiting to be redirected. Collecting them over email is slow, it's error-prone, and it's exactly how brokers wire settlements to the wrong account. You need one secure place where a carrier submits everything once, where a factoring assignment is flagged and handled correctly, and where a real person on your settlements team verifies and approves the payment profile before it can ever be paid — and re-verifies the moment anything about the bank changes. You do not need to be a developer to build that.

What you'll build

A secure internal tool with a carrier-facing intake. You send a carrier a private, single-use link. They review and accept your broker-carrier agreement, then submit their remit-to / banking details and, if they factor, their factoring company and notice-of-assignment (NOA) — uploading the supporting documents (signed agreement, voided check, bank letter, NOA letter) into secure file Storage instead of your inbox. The tool flags any submission with a factoring assignment and makes the factoring remit-to override the carrier's own banking. Settlements then sees a review screen with every detail and document side by side, and clicks Verify & Approve — and only then is the payment profile saved. Any later change to banking or factoring drops the profile back to "needs re-verification" and blocks payment until a person re-approves. The dedupe key is the carrier's MC/DOT number, so the same carrier can't be set up twice. Approved profiles export straight into your AP vendor file's exact columns.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — your current carrier-setup and settlements process, your accounting/AP system and the exact columns of its vendor file, how you identify carriers (MC, DOT, or both), your banking and factoring rules, your approval thresholds, and the messy edge cases like a carrier switching factors mid-relationship. It reads a short spec back to you for a thumbs-up, then builds the tool around your answers instead of a generic template. From there it walks the agent through the secure intake link, the carrier submission form, document Storage, the factoring-overrides-remit-to logic, the settlements verification gate, the re-verification-on-change rule, and the AP-vendor-file export. Every step ends with a ready-to-copy prompt.

The governance it includes (this is the point)

This is built for money movement, so the controls are the whole point: login so only your team can use the internal side, row-level security so each brokerage only sees its own carriers, a complete audit trail of who submitted, who verified, who approved, and what changed (with before/after on every banking edit), a hard human-in-the-loop gate so no banking detail is saved for payment until settlements verifies and approves it, mandatory re-verification on any bank or factoring change, and a duplicate guard on the MC/DOT number so the same carrier can't be enrolled twice. The AI organizes and flags; a person on settlements makes the call.

Who it's for

Brokerage AP, carrier-setup, and settlements teams who are tired of collecting routing numbers over email and worried — rightly — about payment-redirection fraud. If you can describe how you onboard a carrier and what your AP vendor file needs, you can build this.

You've got this — open the plan, paste the first prompt, and you'll have a secure carrier intake your settlements team can stand behind this weekend.