Fleet Document Management
Trucking document management built for compliance records
Centralize driver, vehicle, inspection, and accident documents in one searchable system, with signed uploads, expiration tracking, version history, and audit-ready access for your whole fleet.
One home for every compliance document
Most trucking companies keep compliance paperwork in three or four places at once: a filing cabinet, a shared drive, an email inbox, and a driver's truck. TruckFlow replaces that with a single system where every document is linked to a driver or vehicle, labeled by type, and tracked for expiration. When you need a record, you search for it instead of hunting for it.
Centralized records
- Linked to the right record: each file attaches to a driver, a vehicle, an inspection, or an accident.
- Labeled by type: CDL, medical card, registration, insurance, inspection report, and more.
- Searchable: find a document by driver, unit, type, or expiration date.
Signed uploads
Consent forms and applications can be completed and signed electronically. The signature is recorded with a timestamp and IP address, and the signed PDF is stored against the driver's file, so the record and its proof of signature live together. Electronic signatures carry the same legal effect as handwritten signatures under the ESIGN Act and applicable state UETA laws.
Expirations & audit access
Documents with an expiration date, including medical cards, registrations, insurance certificates, and annual inspections, are tracked with a color-coded status and surfaced on the dashboard before they lapse. When a DOT review or insurance audit requires a record, you pull it directly, with its version history and retention intact.
| Document | Type | Expires |
|---|---|---|
| CDL - Marcus Webb.pdf | CDL | Mar 14, 2027 |
| Medical - Rosa Alvarez.pdf | Medical | May 09, 2026 |
| Registration - Unit 220.pdf | Registration | Aug 29, 2026 |
| Inspection - Unit 305.pdf | Inspection | May 31, 2026 |
| Insurance - Fleet Policy.pdf | Insurance | Jan 01, 2027 |
| D&A Consent - Luis Moreno.pdf | Signed | — |
How documents stay organized
Centralized, signed, tracked, retained
Centralized storage
Every driver, vehicle, inspection, and accident document in one searchable place, not spread across drives and binders.
Signed uploads
Capture consent forms and applications with electronic signatures, timestamps, and IP, stored against the right record.
Expiration tracking
Color-coded status on every dated document, surfaced on the dashboard before medical cards, registrations, and policies lapse.
Version history
Replace a document and keep the prior version, so an audit trail of what changed and when stays intact.
Record retention
Keep records accessible for the retention periods your operation requires, including 49 CFR 390.15 accident records.
Controlled access
Role-based access keeps sensitive driver and vehicle records visible only to the people who should see them.
FAQ
Fleet document management questions
What is trucking document management software?
It centralizes the records a motor carrier is responsible for: driver qualification files, vehicle documents, inspection reports, accident records, and signed forms, in one searchable system with expiration tracking and controlled access, replacing shared drives and paper binders.
How long should trucking compliance documents be retained?
Retention varies by record type. Accident records are kept three years under 49 CFR 390.15, driver qualification records for employment plus three years, and many carriers retain documents for up to seven years. TruckFlow keeps documents accessible for the retention periods your operation requires.
Can drivers sign documents electronically?
Yes. Consent forms and applications can be signed electronically, with the signature, timestamp, and IP recorded. Electronic signatures carry the same legal effect as handwritten signatures under the ESIGN Act and applicable state UETA laws.
Can I find a document during a roadside stop or audit?
Yes. Documents are searchable by driver, unit, type, or expiration, so you can retrieve a registration, insurance certificate, or inspection report quickly rather than searching through folders.
Centralize your fleet's compliance documents
Request a walkthrough built around the records your operation keeps.