The document type I need is not on the tab.

It is not mapped to vehicles. Open Settings › Document Mapping and add a row with Entity Type Vehicle for that Document Type, then come back to the profile.

Can I upload more than one file for the same document?

Each upload holds one attachment. When the document is renewed, upload the new copy; see Renew an expiring document.

Docs · Document tracking · How-to

Upload a vehicle document

You will have the document stored against the vehicle with its number, issued and expiry dates and a scanned copy, its status showing on Document Tracking and its expiry counted on the dashboard.

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Vehicle documents are uploaded from the vehicle itself, not from the Document Tracking list. The vehicle profile has a Document Tracking tab that lists every document type mapped to vehicles, with an Upload button on each row. Once uploaded, the document appears on the Vehicle tab of Vehicles › Document Tracking and in the dashboard counts.

The same steps apply to a driver or employee from the Documents tab of their edit page, and to customers and suppliers from their profiles.

Before You Start

The vehicle exists under Vehicles.
The document type is mapped to Entity Type Vehicle in Settings › Document Mapping and is active. If the row is missing from the tab, map it first.
You have the document number, the issued and expiry dates, and a photo or PDF of the document.

Steps

Open Vehicles, find the vehicle and open its profile. Use the global search or the vehicle number column.
Click the Document Tracking tab. Every mapped document type is listed. Types without a document show Status Unknown.
Click Upload on the row for the document type. For example Insurance, State Permit, Fitness or Pollution.
Enter the document Number exactly as printed. This is what shows in the Number column and on printouts, so copy it carefully.
Enter the Issued Date and the Expiration Date. The expiry date drives the status and the reminder. If the document has no expiry, enter the issued date and leave expiry empty; the row then stays Unknown and will not remind you.
Attach the scanned copy or photo. One file per document. A clear photo of the front page is enough for most checks.
Click Save. The row now shows the number, dates, Next Reminder Date and a Status of Current or To be Renewed.
Check Vehicles › Document Tracking › Vehicle to see the row in the fleet-wide list.

Fields on the upload form

Field	What to enter	Required
Document Type	Fixed by the row you clicked Upload on	Yes
Number	The document or policy number as printed	Recommended
Issued Date	Date the document was issued	Recommended
Expiration Date	Date the document stops being valid; drives Status and Next Reminder Date	Yes, for reminders
Attachment	Photo or PDF of the document	Recommended

What This Changes

The vehicle’s Document Tracking tab shows the document with its Status and Next Reminder Date.
The Vehicle tab of Vehicles › Document Tracking gains the row, and it is included in that tab’s Excel export.
The dashboard Vehicle Documents tile moves the vehicle from Unknown to Current or To be Renewed.
A reminder is scheduled for the Next Reminder Date through the channels switched on in Settings › Notification Settings.

Tips

Upload the document the day it arrives, even if the vehicle is on the road. The attachment is what the office sends to a customer or an inspector who asks for proof.
Keep the vehicle’s Registration Expiry Date on the vehicle record in step with the registration document you upload here; the two are stored separately.
Drivers can send a photo of a vehicle document on WhatsApp. It lands in AI › AI Inbox as a vehicle document item for review, where you can create the document from the photo instead of typing it.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.