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Built for Platform Science fleets and modern carriers

Drivers send it. The office sends it. FleetPapers files it to the truck.

Drivers send BOLs, PODs, and receipts to the office from the cab or their phone. The office emails permits, insurance, and load paperwork to the truck's own address, vin+YOUR_VIN@fleetpapers.com. Every file is scanned for malware before anyone opens it, filed into the truck's folders by your rules and AI agents, and logged each time someone views it.

  • Driver to office
  • Office to truck
  • Scanned, filed, and logged
See how it works How we protect your files
The FleetPapers Android app on a cab tablet: a Send paperwork panel with a QR code for the driver's phone, the truck's core folders with document counts and Missing tags, and the truck's email address with a Quick email button.
The FleetPapers phone app: the truck's email address, a Quick submit button, and three files the driver sent, each filed in Current Load Paperwork.
Real screens. The tablet runs our development environment; the phone shows sample data.

How it works

Paperwork moves both ways and lands in the truck's folders

Each truck gets its own folders, its own email address, and its own sign-in QR code. Drivers need nothing installed and no password to remember, and the office never has to ask which truck a file belongs to.

Driver to office

  • Scan the cab screen. Send paperwork on the tablet shows a QR code. The driver's phone camera opens the truck in the FleetPapers phone app, with no username or password.
  • Quick submit. Snap a photo or pick files: BOLs, PODs, receipts, DVIRs. Each file shows its progress, then where it was filed.
  • Personal papers stay personal. A license, medical card, or pay stub goes to the driver's own file, not the truck's folders.
  • The office sees it filed. Anything the AI isn't sure about waits in the dashboard's review queue.
The FleetPapers phone app after a Quick submit: Recent submissions lists Fuel receipt.jpg, POD signed.jpg and BOL 558812.pdf, each Filed in Current Load Paperwork.

Office to truck

  • Email the truck. Dispatch, insurers, brokers, and permit services send paperwork to vin+VIN@fleetpapers.com. Or upload it to a folder from the dashboard.
  • It reaches the cab. Files sync to the truck's tablet and stay readable without a signal.
  • Ready at the roadside. The driver opens it full screen on the tablet, or on their phone after a scan. NEW tags show what just arrived; MISSING tags show what's still needed.
  • Share the address in one tap. Quick email on the tablet shows a QR code that starts an email to the truck on any phone.
The FleetPapers phone app showing the truck's Insurance folder: a motor truck cargo certificate, trailer interchange coverage, and an auto liability policy, each with its expiry date and Download and Forward buttons.

Try it: driver Single Sign-On (SSO) without usernames or passwords

Step through what happens when a driver scans the cab screen.

Demo: simulated in your browser

No real QR code, location, truck, or account is used. The code below is a drawing and cannot be scanned.

In-cab terminal VIN 1XKYD49X3RJ123401

Scan to open this truck's documents

Code refreshes in 30 s

Each code carries the truck's GPS position and is verified by FleetPapers with the Platform Science SDK, which also reports the logged-in driver when available.

FleetPapers
The FleetPapers phone app signed in to Truck 101: its VIN, the driver in the cab, Email a document to this truck with the truck's address, Quick submit, and the truck's folders.

Platform Science in-cab

The truck's paperwork, on the screen already in the cab

The FleetPapers Android app runs on the Platform Science terminal and on Virtual Vehicle in-dash displays. It reads the VIN, GPS position, and vehicle status from the terminal, and the logged-in driver and fleet when the terminal provides them.

  • A sign-in QR that refreshes every 30 seconds

    It carries the VIN, a time-based code, and the truck's signed GPS position, so a photo of an old code stops working.

  • Folders that work offline

    Documents sync to the truck's in-vehicle device by VIN and stay viewable without a signal. Drivers can open the same folders on their phone too, for the truck they are signed in to. The four core folders always show, even when empty, so a missing document is easy to spot.

  • Opens the files fleets actually send

    PDF, Word, HTML, PNG, BMP, and JPG images, MP4 video, and MP3 audio.

  • One-tap email to the truck

    Quick email shows a QR code that starts an email to the truck on any phone. The FleetPapers Android app and the phone app both show the truck's vin+ address, ready to share with whoever needs to send paperwork.

Quick email on the cab tablet: Email this truck, with a QR code to scan with a phone camera and the truck's email address.
Quick email on the cab tablet (development environment).

On the phone, after the scan

  • Open the truck's folders and view, download, or forward the original file exactly as it was received.
  • Quick submit photos and files to the office, including DVIRs, and see where each one was filed.
  • Fleet admins can end a truck's phone sessions from the dashboard at any time.

Opened the FleetPapers phone app without a QR code? It asks for a username and password instead.

Open the FleetPapers phone app

Compliance categories

Organized the way a roadside inspection asks for it

Every fleet starts with nine folders and 23 document types for trucking. Filter to what an inspector asks for in one tap.

  • Core folder

    Driver Credentials

    CDL with class, endorsements, and restrictions, plus the DOT Medical Examiner's Certificate.

  • Core folder

    Vehicle & Operating Documents

    Truck and trailer registrations, IRP apportioned cab cards, USDOT and MC authority, lease agreements, and UCR receipts.

  • Core folder

    Insurance, with dedicated views

    Certificates of insurance filtered instantly by what is covered:

    • Vehicle
    • Trailer
    • Load (cargo)
  • Core folder

    Safety & Inspection Reports

    Annual DOT inspection reports for the truck and the trailer, plus DVIRs, uploaded or emailed.

  • Fuel & State Permits

    IFTA licenses and decals, NY HUT, KY KYU, NM weight-distance permits, tax exemption forms, and hazmat permits.

  • Current Load Paperwork

    Bills of lading (BOL) and rate confirmations for the load on board.

  • Hazardous loads

    Safety Data Sheets (SDS)

    Product SDS for hazardous loads and in-cab chemicals such as DEF and cleaners, two taps from the home screen.

  • Manuals & Media

    Operator and maintenance manuals, quick-reference guides, safety videos, and audio briefings.

  • Unsorted Inbox

    Anything no rule could place confidently lands here for a person to file, rather than in the wrong folder.

Folders other than the four core folders stay hidden in the cab and on the phone until they hold a document. FleetPapers can tailor folders, document types, and rules for your fleet. FleetPapers organizes documents; it does not certify that a truck or driver is compliant.

AI filing

Email it or snap it. It gets filed.

Every email to vin+YOUR_VIN@fleetpapers.com and every file a driver sends with Quick submit goes through the same five steps.

  1. 1It arrives

    The email or upload lands in a locked quarantine area. The truck's address, or the truck the driver signed in to, tells FleetPapers which truck and fleet it is for.

  2. 2Malware scan

    Virus and malware scanning checks each email and each file. Nothing is opened until the scan comes back clean; threats are blocked and logged.

  3. 3Classification

    FleetPapers reads the text and spots VINs, USDOT and policy numbers, and dates. Your fleet's rules and an AI classifier pick the folder, document type, and whether it belongs to the driver, truck, trailer, or load.

  4. 4Extraction

    AI agents pull the key details for that kind of document, such as policy numbers and expiry dates.

  5. 5Filed

    The original file goes into the truck's folder, untouched, or into the driver's private file if it holds personal information. Anything uncertain waits in the dashboard review queue.

The dashboard review queue: a bill of lading filed with medium AI confidence and a scan held because of an unknown sender and a failed sender check, each with Approve, Re-categorize, Reject, and See details.
The review queue: approve, re-file, or reject in one click, and see why the AI was unsure (sample data).

Unknown senders are held

Depending on your fleet's sender policy, mail from an unknown sender, or mail that fails sender authentication, is held for a document manager to approve, re-file, or reject.

Nothing disappears quietly

The Not filed tab lists what wasn't filed in the last 30 days and why, such as a photo that didn't look like a document. If the AI turned a file away by mistake, File anyway puts it in the truck's folders.

Interactive DVIRsComing soon

A guided inspection questionnaire on the driver's phone, with photo and video capture, filed to the truck as its daily inspection report.

Security

Fleet and driver files, handled with care

Truck paperwork carries policy numbers and load details. Driver files carry licenses and medical cards. FleetPapers treats every file as sensitive from the moment it arrives.

  • Scanned before anyone opens it

    Every file, whether emailed to a truck, sent from a driver's phone, or uploaded in the dashboard, waits in a locked quarantine area until virus and malware scanning comes back clean. Threats are blocked and logged.

  • Every access on the record

    The access log records each view, download, share, and sync to a truck, plus every refused attempt, from the dashboard, the phone app, and the tablet. No one in your fleet can change or delete an entry, Check integrity confirms nothing is missing, and entries are kept for 7 years.

  • Driver documents stay private

    Licenses, medical cards, and other personal files are kept apart from truck documents, whether the AI spots them or the sender marks them. Drivers open theirs with a 4-digit PIN. On the tablet they are encrypted and lock as soon as the driver logs out.

  • Sign-in that checks the phone is at the truck

    The cab QR code changes every 30 seconds and carries the truck's signed GPS position, so FleetPapers can check the phone is nearby. Sessions last an hour and renew for up to 12. Fleets can require phone location, and admins can end sessions at any time.

  • The right people see the right files

    Roles for administrators, document managers, HR, billing, and drivers. Driver files, HR files, and the access log each need their own permission, which administrators grant.

  • Originals stay original

    Viewing, downloading, or forwarding always serves the file exactly as it was received. Previews are made only for the cab screen.

The dashboard access log: who downloaded, viewed, shared, or synced each file, from the dashboard, the phone app, or the Android app, including a refused attempt, with Export CSV and Check integrity buttons.
The access log, with filters, CSV export, and Check integrity (sample data).

Get started

Enroll your trucks

The FleetPapers Android app, the FleetPapers phone app for drivers, the fleet dashboard, and email filing, for every enrolled truck.

Two ways to enroll a truck

  • From the cab. On first launch the FleetPapers Android app asks for the fleet admin's email and sends an enrollment link.
  • From the dashboard. Pre-register a VIN before the truck is even delivered; it is ready when the FleetPapers Android app first starts.

Fleet dashboard

Everything for your fleet in one place

The dashboard Documents page for Truck 101: the truck's email address, filters for driver, vehicle, trailer, load and insurance, and folders listing each document with its type, status, expiry, and actions.
  • See every truck, its documents, and its folders, and upload to any folder
  • Review documents the AI was unsure about
  • Keep each driver's license, medical card, and HR files in one private place
  • Manage users, roles, and driver phone sessions, and check the access log
  • Enrolled fleets find their account and billing details in the dashboard
Go to the fleet dashboard