DOT compliance for owner-operators.Without the paperwork headache.

Owner-operators operating under their own USDOT number need: a complete Driver Qualification File (DQF) for themselves including CDL copy, medical examiner's certificate, MVR, employment application, road test or CDL waiver, prior employer verifications, and annual review records; drug and alcohol testing program enrollment; liability insurance MCS-90 filing; vehicle registration and IFTA credentials; ELD or HOS logs; and annual vehicle inspection records. Owner-operators leased to a carrier may have some DQF requirements fulfilled by the carrier, but should maintain personal copies of all documents.

Roadside inspection violations go into the FMCSA MCMIS database and affect your CSA score. Driver violations include out-of-service orders for HOS violations, expired CDL or medical card, or missing required documents. Vehicle violations that push you over CSA thresholds can result in a compliance review (audit). FMCSA compliance reviews triggered by CSA scores result in formal ratings, and an Unsatisfactory rating can result in an out-of-service order that effectively shuts down your operation until corrected. Individual violations run $1,000-$16,550 per item.

If you're operating under a carrier's USDOT number (leased), the carrier is responsible for maintaining your DQF and you operate under their authority. However, you should maintain personal copies of all documents in case of disputes, carrier audits, or when transitioning between carriers. If you operate under your own USDOT authority as an independent carrier, you're 100% responsible for maintaining your own complete DQF. The FMCSA will audit you directly.

FileFlo runs on flat monthly plans sized to your fleet, from owner-operators through small fleets up to multi-truck carriers and multi-location operations, with the FMCSA rule-pack, AI document classification, expiration alerts, and a downloadable audit-prep checklist. See /pricing for current rates. ELD platforms like Samsara or Motive charge $35-$50/truck/month plus hardware costs, typically $150-$250 for the ELD device. Most owner-operators need both: an ELD for HOS compliance and FileFlo for the document compliance layer. 14-day free trial, no credit card.

The FMCSA Drug & Alcohol Clearinghouse is a federal database that records CDL driver drug and alcohol program violations. Owner-operators must: (1) register in the Clearinghouse; (2) query themselves pre-employment (initial query when starting with a new carrier) and at least annually thereafter; (3) report all positive drug tests, refusals, and return-to-duty results; (4) retain Clearinghouse query records as part of their DQF. As of January 2023, Clearinghouse queries replaced the requirement to contact previous employers for drug/alcohol violation history. FileFlo integrates directly with the Clearinghouse to manage query records.