Vehicle documents and expiry reminders: no more fines for a permit nobody noticed
Every document on every truck and driver, with its expiry, a reminder before it, the scan attached, and one list of what is overdue. Built for fleet owners and compliance staff.
*No credit card required
The document list
Four tabs: Vehicle, Employee, Customer, Supplier. One row per document:
Type | Vehicle | Number | Issued | Expires | Next reminder | Status | Attachment |
|---|---|---|---|---|---|---|---|
Insurance | Truck A | Policy number | Issued | Expiry | Reminder | Overdue | |
National Permit | Truck B | Permit number | Issued | Expiry | Reminder | Current | |
Vehicle Tax | Truck C | Receipt number | Issued | Expiry | Reminder | To Be Renewed | |
Fitness | Truck D | Certificate number | Issued | Expiry | Reminder | Current | A scan |
Document types include Insurance, Fitness, Pollution, National Permit, State Permit, Vehicle Tax. Filter by issued, expiry and reminder dates.
What you can do
One record per document
Type, vehicle or person, number, issued date, expiration date, next reminder date, attachment.
A reminder before expiry
Next Reminder Date on each document; AI Inbox files new photos of RC, insurance and permits against the vehicle.
The dashboard view
Vehicle Documents and Employee Documents charts: Current, Overdue, To Be Renewed, Unknown.
Drivers too
Licences and IDs on the Employee tab, the same way.
Customers and suppliers
Their documents on their own tabs.
Sent from the road
A driver photographs the new insurance; AI Inbox proposes the filing; you approve.
Bring the RC and insurance of one truck
A 30-minute demo where we file them and set the reminders. No credit card, no setup fee.
A renewal, start to finish
- The permit is on the vehicle with its expiry and a reminder date two weeks before.
- The reminder fires; the dashboard shows the vehicle under To Be Renewed.
- The permit is renewed; the driver or office photographs the new one.
- The new document is filed with its dates; the status returns to Current.
What stops happening
The fine at the checkpost for an expired permit
Insurance lapsed on a truck that is on the road
Scans in a drawer, or on one person's phone
A driver with an expired licence on a booking
Watch the product in action
A walkthrough of the transport management software, in your preferred language.
Frequently asked questions
Document tracking is included in every plan
Plans are priced by bookings per month and own vehicles, with a free trial and no setup fee. Pick the one that fits, or book a demo first.