Platform features
Every part of fleet compliance, in one platform
TruckFlow covers the day-to-day records trucking companies are responsible for: driver qualification files, vehicle compliance, inspections, accidents, documents, maintenance, and hiring, with clear status and expiration tracking throughout.
What's included
All the records a motor carrier keeps
Select any capability below to see how it works.
Driver Management
Driver qualification files with CDL, medical card, MVR, and annual review tracking.
Vehicle Compliance
Registrations, annual inspections (PAI), insurance, and per-unit compliance.
DOT Compliance Tracking
Expiration tracking and audit readiness across drivers and vehicles.
Roadside Inspections
Inspection levels, violations, corrective actions, and report retention.
Accident Register
FMCSA crash register under 49 CFR 390.15 with testing and documents.
Document Management
Centralized, searchable records with signed uploads and retention.
Maintenance Tracking
Preventive maintenance, repairs, and inspection history per unit.
Recruiting & Hiring
Online driver applications, document upload, and digital signatures.
Reporting & Exports
Compliance summaries and expiration reports you can export for audits.
Compliance Alerts
Automatic 90/60/30-day expiration alerts for drivers and vehicles.
Driver qualification files that stay current
Track each driver's CDL, medical examiner certificate, MVR, and annual review, with color-coded status so qualification files are always inspection-ready. Safety managers see who needs attention before a renewal lapses.
- CDL expirations
- Medical cards
- Annual reviews
- MVR records
| Driver Name | DL Expire | Medical | MVR |
|---|---|---|---|
| Marcus Webb | Mar 14, 2027 | Sep 02, 2026 | Jun 18, 2026 |
| Dale Hopkins | Jun 02, 2026 | Jul 21, 2026 | Jan 09, 2027 |
| Rosa Alvarez | May 09, 2026 | May 30, 2026 | Aug 22, 2026 |
Registrations and inspections, always tracked
Monitor registration, annual inspection (PAI), insurance, and maintenance for every unit, and see which vehicles need attention before their documents expire. Each unit carries its own compliance status across the fleet.
- Registrations
- Annual inspections
- Insurance
- Maintenance records
| Unit # | Make / Model | Reg Expiry | PAI Expiry |
|---|---|---|---|
| 001 | Freightliner Cascadia | 12/31/2026 | 06/01/2027 |
| 220 | Peterbilt 579 | 08/29/2026 | 05/30/2026 |
| 305 | Volvo VNL | 02/27/2026 | 02/07/2026 |
One organized home for every record
Store driver documents, accident reports, inspection paperwork, and maintenance files in one searchable place, each linked to a driver or unit, labeled by type, and tracked for expiration with version history and retention built in.
- Signed uploads
- Expiration tracking
- Version history
- Record retention
| Document | Type | Expires |
|---|---|---|
| CDL - Marcus Webb.pdf | CDL | Mar 14, 2027 |
| Medical - Rosa Alvarez.pdf | Medical | May 09, 2026 |
| Insurance - Fleet Policy.pdf | Insurance | Jan 01, 2027 |
Inspection history, violations, and corrective actions
Log every FMCSA roadside inspection by level, record the violations found with their federal codes, flag out-of-service results, and document the corrective action taken. The official report attaches to the inspection record.
- Inspection levels
- Violation codes
- Out-of-service flags
- Corrective actions
An FMCSA crash register that meets 49 CFR 390.15
Maintain a complete accident register with the required fields: date, location, fatalities, injuries, and hazmat, plus post-accident testing, preventability determinations, and supporting documents, retained for the required period.
- 390.15 required fields
- Post-accident testing
- Preventability
- 3-year retention
Preventive maintenance and repair history per unit
Keep a maintenance record for every vehicle, including preventive maintenance schedules, completed repairs, and inspection history, so units stay roadworthy and the documentation is available alongside the rest of each vehicle's compliance file.
- Preventive maintenance
- Repair history
- Service intervals
- Linked documents
| Unit # | Service | Last Done | Next Due |
|---|---|---|---|
| 001 | PM - A Service | Mar 02, 2026 | Jun 02, 2026 |
| 220 | Brake inspection | Jan 18, 2026 | May 18, 2026 |
| 305 | PM - B Service | Nov 09, 2025 | May 09, 2026 |
Driver applications and onboarding, handled online
Drivers apply online, upload their license and medical certificate, and sign required consent forms electronically. Completed applications convert directly into driver qualification files, with no duplicate data entry between hiring and compliance.
- Online applications
- Document upload
- E-signatures
- Convert to driver record
Compliance summaries and expiration reports
See driver and vehicle compliance rates, review what's expiring in the next 30 days, and export reports for DOT reviews and internal audits, so the state of the fleet is clear before anyone asks for it.
- Compliance summaries
- Expiration reports
- Missing-document alerts
- CSV / XLSX export
See TruckFlow with your own fleet records
Request a walkthrough built around how your operation tracks compliance.