Equipment finance pre-funding review that follows every serial number from the machine’s plate to the lien filing
Packages checked in minutes; no deal funded on a missing lien.
See one case, screen by screen ↓It is the check a lessor or lender runs before paying the vendor for equipment: that the invoice, agreement and schedule, delivery and acceptance, title, UCC filing, insurance certificate and payment instructions all agree. Equipment Finance Pre-Funding Review reads the package the moment it is complete, tests 22 funding conditions against the exact field on each document, and drafts a fix for each one that fails.
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Before a lessor pays the vendor, the whole package has to agree: the vendor invoice, the agreement and its equipment schedule, the delivery and acceptance certificate, the serial-plate photos, the title or certificate of origin, the UCC-1, the insurance certificate and the vendor’s payment instructions. The same legal name, address, serial numbers and amounts appear on five or six of them, and a funder compares them field by field.
Most funding errors are mismatches, not missing pages. A transposed serial leaves a machine outside the contract. For an LLC or a corporation, a UCC-1 filed where it operates instead of where it was organized leaves the lien unperfected. A certificate that names the lessor additional insured but not loss payee leaves it short after a total loss. And remit-to instructions changed by email from a look-alike domain send the wire to someone who is not the vendor.
Estimated split for a package with exceptions, by hand and with the solution. The queue in the working solution shows complete packages waiting 3 to 5 days.
Six specialist agents follow every serial number from its plate through each document; the funding specialist mends each break and releases.
Tamarack Earthworks LLC is financing $1,207,523 for two excavators, a wheel loader and a titled trailer from Basin Iron Equipment Co. Sixteen documents must agree. Here is what happens, screen by screen, in the working solution.
Ten packages, $4.62M to fund, ranked by risk and then by how long the vendor has waited. Tamarack Earthworks, deal EF-26-04417, has had 16 of 16 documents in since Friday 16:40 and has not been checked yet. Granger Paving, from the same vendor, is already held: its bank changed by email.
Tessa presses “Trace the serial numbers”. Each machine’s serial starts at its plate, photographed at delivery, and runs through the vendor invoice, Schedule 03, the delivery and acceptance certificate, the title or origin, the ACORD 27 schedule and the UCC-1. Where a document reads a different serial, the thread snaps.
“25 reads of 4 serial numbers across 7 documents · 3 breaks · every other read matches the plate.”
The package reader read 16 documents — 214 fields and 11 signatures, nothing unreadable. Each of the 22 funding conditions shows passed or failed with the field each document holds: signer and incumbency, guaranty, legal name against the Delaware record, approval CR-26-1187, invoice math, down payment, delivery, filing, insurance and payment.
Schedule 03 lists the second Varden HX360LC as VDX360C24713. The invoice, the delivery certificate and the plate photo all read VDX360C24731, and the Idaho UCC-1 copied the schedule. Looking up 24713 finds no machine with that serial — it exists only on the schedule and the filing. A corrected Schedule 03 is drafted for Cole Whitaker’s e-signature.
The matcher never corrects a serial on its own. The lessee signs the fix.
The ACORD 27 from Owyhee Insurance Group names Harrowgate additional insured only, not lender loss payee, and schedules the trailer as VIN …TS003952, not …TS004187. A lookup of 3952 finds Tamarack’s 2019 Brennick BT24, on an Idaho title with Silverline Equipment Credit as lienholder since 14 Jun 2019. The new $46,900 trailer has no cover. A request for a corrected certificate is drafted to agent Brett Nakamura.
Tamarack Earthworks LLC was formed in Delaware, file 7781406, but the UCC-1 went to the Idaho Secretary of State on 6 Oct. Under UCC §9-307(e) a registered organization is located where it is organized, so the Idaho filing does not perfect. The equipment arrived 2 Oct; the purchase-money window closes Thu 22 Oct, 20 days after delivery. Schedules 01 and 02 were filed in Delaware.
Never treats a filing in the wrong state as perfected, and files only with the funder’s approval.
The invoice remits to an account ending 6620, following a 7 Oct email from basinironequip.co — a domain registered on 29 Sep. Basin Iron writes from basinironequipment.com, and its account on file, ending 3197, has taken 41 payments since 2021. The email asks to pay “immediately” and says the old account “will be returned”.
“Nothing moves until a call-back. Call the number on the vendor agreement, (208) 555-0143, not the one in the email, (208) 555-0199.”
Cole Whitaker signs the corrected Schedule 03 at 10:14. The Delaware UCC-1 is filed, 2026 7034418, perfected on day 10. The corrected ACORD 27 arrives with Harrowgate as lender loss payee and the trailer’s VIN …4187. Then Tessa calls Basin Iron on the number on file and records what it said: no change — the email is not theirs.
Every snapped node now reads “corrected” and the thread runs whole. The checklist reads 22 of 22. The email is marked as a fraud attempt, the payment will go to the account on file, ending 3197, and Granger Paving’s deal stays held for the same email.
“24 reads, no breaks. The same 4 machines on every document: nothing phantom, nothing double-financed.”
Tessa approves $1,207,523 to Basin Iron, account ending 3197, with the meaning of her signature recorded: “I checked the exceptions and approve this release”. It is above her $1,000,000 limit, so Victor Lund co-signs. The wire goes out; Tamarack’s first payment is due 12 Nov, and the follow-ups open: the trailer title with Harrowgate’s lien noted, the Idaho filing terminated, the insurance renewal.
The same deal, seen by the four people who carry it — what their day looked like, and what it looks like now.
Six specialist agents follow every serial number from its plate through each document; the funding specialist mends each break and releases.
Sorts the funding package and reads every party, amount, date, serial number and signature, with the page and position of each value.
Ties each unit’s serial, make, model, year and price across the invoice, schedule, delivery certificate, plate photos, title and filing, and drafts the corrected document.
Reads the debtor’s state record and the UCC-1 — state, exact legal name, collateral description — runs the 20-day purchase-money clock and checks titled units’ lienholder.
Reads ACORD 25 and 27 against the lessor’s requirements: loss payee, additional insured, scheduled equipment by serial and VIN, limits, deductibles, dates and notice of cancellation.
Compares the payment instructions with the account on file, the change history and the sender’s domain, and holds the package on any difference.
Builds the 22-condition checklist with its evidence, drafts a fix for each failed condition, prepares the release to the account on file and opens the follow-ups.
Releases; operations manager co-signs above $1M. The agents propose; a named person decides.
Ask about any package, condition or document, or say what to send. Every answer points to the document it rests on.
Why can’t Tamarack fund today?
Four things stand between Tamarack and the $1,207,523 release: unit 2’s serial is transposed on Schedule 03 (corrected schedule, e-signed); the UCC-1 was filed in Idaho, but Tamarack is a Delaware LLC (file in Delaware by 22 Oct); the certificate has no loss payee and insures a different trailer (corrected ACORD 27); and the bank account was changed by email (call-back to the number on file). Each has a drafted fix on the checklist.
Is the Idaho UCC filing good enough?
No. Tamarack Earthworks LLC was formed in Delaware (file 7781406). Under UCC §9-307(e) a registered organization is located in its state of organization, so the 6 Oct filing with the Idaho Secretary of State does not perfect. The equipment arrived on 2 Oct, so the purchase-money window closes on Thu 22 Oct, 10 days from now. The Delaware UCC-1 is drafted, with the corrected serial for unit 2.
Who changed Basin Iron’s bank account?
Nobody at Basin Iron, as far as the record shows. The request came by email on 7 Oct from basinironequip.co, a domain registered on 29 Sep. Basin Iron writes from basinironequipment.com, and its account on file, ending 3197, has taken 41 payments since 2021. The same email changed the invoice on Granger Paving’s deal. Call (208) 555-0143, the number on the vendor agreement, before anything moves.
Send Cole Whitaker the corrected Schedule 03 to sign
Sent. The only change is line 2: VDX360C24713 → VDX360C24731, the serial on the invoice, the delivery certificate and the plate photo. It goes to Cole Whitaker for e-signature, with a copy to Kendra Oyelaran. The serial-number condition passes when he signs.
13 screens from the working solution, on its sample data. Pick one to see it large.
The conditions every package is tested against are settings — changed in plain view, versioned and on the audit trail.
| Setting | Default | Choose from |
|---|---|---|
| Call-back on any change to payment instructions | On — only to the number already on file | On · Off |
| Look-alike sender domains | On — hold the package when the domain is not the vendor’s own | On · Off |
| A changed vendor account is used | Same day after call-back | Same day after call-back · 2 business days · 5 business days |
| Warn before the purchase-money window closes | 10 days before day 20 | Set in days, up or down |
| Lien noted on titled units | Within 30 days of funding | Within 30 days · Within 45 days · Before funding |
| Physical-damage limit | At least the equipment cost | At least the equipment cost · At least the amount financed · At least 110% of the equipment cost |
| Funding specialist releases alone up to | $1,000,000 | $500,000 · $1,000,000 · $2,500,000 |
| Used equipment needs a third-party inspection above | $250,000 | $100,000 · $250,000 · Every used unit |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample funding data · “target” = the design goal, measured in the live solution · “estimated” = our estimate, including the 45–90 minutes of by-eye checking and the days split · “typical” = published figures (Equipment Leasing & Finance Foundation, Fraud in the Equipment Leasing and Finance Industry, via Equipment Finance News — fraud using real business credentials up 10% a year, impersonation up 13%). UCC §§9-307(e) and 9-324(a) are cited as context. People, companies and equipment named on this page are fictional — characters and sample data in the working solution.
It is the check a lessor or lender runs before paying the vendor for equipment: that the invoice, agreement and schedule, delivery and acceptance, title, UCC filing, insurance certificate and payment instructions all agree. Equipment Finance Pre-Funding Review reads the package the moment it is complete, tests 22 funding conditions against the exact field on each document, and drafts a fix for each one that fails.
It follows each machine’s serial from its plate photo through every document that names it. A different serial snaps the thread at that document — in the working solution, two transposed digits on the schedule. A lookup across the package, the lessor’s book and the public filings shows whether a serial belongs to a real machine, or to someone else’s collateral.
Yes. The lien and title checker reads the debtor’s state record for its exact legal name and state of organization, checks the UCC-1 was filed in that state with that name and a collateral description covering every unit, and counts the 20 days from delivery for purchase-money priority. For titled units it checks the title application names the lessor first lienholder.
The vendor payment guard compares the remit-to on the invoice with the account on file, the change history and the sender’s domain. Any change holds the package until the funder calls the number already on file and records the answer. The agents never change a vendor’s bank account.
Yes — ACORD 25 and ACORD 27. It checks lender loss payee on physical damage, additional insured on liability, that every unit is scheduled by its serial or VIN, limits against the equipment cost, deductibles, dates and notice of cancellation, and drafts the request to the agent for anything that fails.
No. The agents read, test and draft; the funding specialist clears each exception and releases the payment. Above the specialist’s limit — $1,000,000 in the working solution — a second signer co-signs, and every step is on the deal’s activity trail.
Yes. The call-back rule, look-alike domain hold, purchase-money warning, title lien deadline, insurance limits, used-equipment inspection threshold, release limits and second signers are all settings, and changes are versioned.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your funding policy, approval limits and a sample of past funding packages — and it goes live once every quality gate has passed. We will walk you through it on your own packages first.
We’ll run Equipment Finance Pre-Funding Review on a sample of your own funding packages.