Picture this. An auditor asks for registrations and annual inspections on 40 of your trailers which is due in 48 hours. Some of those files are on a scanner. Some are in a shared drive folder with a name only one person understands. A few might be in a filing cabinet. And the one person who knows where everything lives is out this week.
If that sounds familiar, you're not alone. Trailer paperwork is one of the most important things a fleet keeps track of, and one of the most scattered. That's why we built Document Management, a new feature in FleetPulse that brings your trailer documents into the same place you already see your trailers.
It started with one fleet's paperwork problem
Document Management didn't start on a whiteboard. It started with a conversation.
One of our customers, a large private fleet, told us their trailer documents were spread across several different systems. Every new registration or inspection had to be scanned, sorted, typed in by hand and passed along before anyone could use it. Only one person on their team knew how the whole process worked. When that person was busy, everything waited.
Their ask was simple: one place where anyone on the team could find a trailer's registration or inspection, without tracking someone down first.
So we sat down with their team, learned how their paperwork actually moved, and built Document Management alongside them. They tested it, told us what worked and what didn't, and we kept refining it.
Somewhere along the way, it became clear this wasn't one fleet's problem. Almost every fleet we talk to has its own version of the scattered-paperwork story. What started as a solution for one customer turned into something every FleetPulse customer can use.
What Document Management does
Document Management lives under a new Documents tab in FleetPulse. It covers the paperwork fleets ask about most: registrations, annual inspections, certificates of title and, for California trailers, BIT inspections
Upload it once, from anywhere.
Drag in one file or a whole batch. On a phone or tablet, snap a photo of a paper document right where you're standing. Scanned several documents into one file? Split it into separate documents in a few clicks.
No more file-naming headaches.
You enter a document's details side by side with the document itself, so there's no flipping between screens. FleetPulse names each file automatically, so your library stays organized no matter who uploads.
Find any document in seconds.
Search by unit number, VIN or license plate, then filter by document type, state or expiration. Open any document right in your browser, with zoom and rotate, no download needed.
Pull what you need, fast.
Download a single document, grab every document for a group of trailers at once, or export the details to a spreadsheet.
Every trailer, not just the tracked ones.
Your document library includes every trailer you own or lease, even trailers without a FleetPulse device on them yet.
See document status right from the map.
Click any trailer in Map View and its registration, inspection and title status show up alongside its location and health data.
Why it matters for your fleet
Audits stop being a scramble. When an auditor asks for documents, the clock starts ticking. With Document Management, you select the trailers, click download, and every document comes with them. What used to take hours now takes minutes.
Gaps show up before they become problems. If a trailer is missing its registration or key detailed information FleetPulse marks it as Missing or Incomplete, so you find out today instead of during an inspection. Documents expiring in the next 30 days are flagged too, with the most overdue at the top of the list.
Your team isn't waiting on one person. Anyone with access can upload, find and download documents. Paperwork keeps moving even when your go-to person is on vacation.
One less system to log into. Your trailer documents live in the same place as your trailer location, health and utilization data. One login, one source of truth.
Built with customers, for customers
Document Management is a great example of how we build at FleetPulse. We listen to the problems our customers are living with every day, build the solution with them, and then share it with every fleet that can benefit.
Already a FleetPulse customer? Look for the new Documents tab in your left-hand menu and reach out to Support to get it turned on for your account.
New to FleetPulse? We work with more than 200 fleets across North America to turn trailer data into everyday wins. Curious what it would look like to have every trailer, and every trailer document, in one place? Schedule a demo and see it for yourself.
