Keep a growing fleet in good shape.

Every new driver, renewal and filing adds work to the office. FileFlo files each record to the rule it satisfies, flags what fails and who owes what, and keeps your audit packet current as the fleet grows.

You approve what goes out. You keep every decision.

Check my DOT record See how FileFlo works

View plans and setup

What FileFlo keeps in good shape.

Your public record
Reads your FMCSA census, safety rating and inspection history every day, opens a work item if your authority or insurance filing lapses, and shows proposed and final rule changes that affect your parts of the regulations.
Driver qualification
Builds each driver's file in the order 391.51 lists it, reads and dates medical cards and CDLs, tracks the annual review with your signed note, the medical examiner registry check, the Clearinghouse query and the road test, and drops drivers who leave from the watched list.
Hiring
Gives each new driver a file with its list and its clock, including the prior-employer investigation due 30 days after the start date and the pre-employment driving record.
Records in, checked
Takes records by upload, a bulk file, each driver's own phone link or your cloud folders, reads and dates each one, links it to the right driver or truck and holds anything that fails, with the fix named. Only accepted records count.
Trucks and maintenance
Files maintenance records, driver vehicle inspection reports and roadside inspection reports against each truck.
Drug and alcohol program
Keeps your program documents and an accident register on file. Inspectors and insurers see a count, never the records. Your consortium runs the program.
Filings and deadlines
Tracks UCR, 2290, IFTA and IRP deadlines and closes each when you confirm the filing or send the receipt.
Audit packet
Keeps a packet organized to the regulations, with separate views for you, an inspector and an insurer or broker, a sealed link with an expiry and an access log, and a public page anyone can use to confirm the packet is the one you issued.
The daily list
Shows everything missing or due in the next 45 days, who owes it and what is next, updated every hour.

USDOT

Your record, read daily

49 CFR

Every item cited, with the record behind it

$499

Audit-Ready Setup, once, with 30 days of Core included and the refund terms in writing.

$199

a month for Core, 1 to 15 trucks. One price for the fleet.

How FileFlo keeps it in good shape.

A growing fleet needs three things from the office: records you can trust, files that keep up with hiring, and follow-up you control.

Checked before it counts.

File

Upload in the app, drop a ZIP, or let each driver send from their own phone link. Each document is classified to the record type and the rule, its dates read, and it is linked to the driver by name or the truck by VIN; multi-record PDFs are split and re-sent files are de-duplicated. Import from Google Drive, OneDrive, SharePoint or Dropbox with a click; connected folders are checked on a schedule and new files are filed on their own. Email records to your company's own inbox address and they are filed against the rule.

Hold

A record that fails a rule becomes one review item naming the failed rule and the fix. A medical card for another person is held for review. A CDL is read, its class checked under Part 383 and dated to its stated expiry. Only accepted evidence closes an obligation.

See the gaps

The gap report names each missing record, the rule and who owes it, with new-entrant automatic-failure items first and every area marked with whether it applies to you and why.

Sign

Work done by people is recorded too. The annual review of each driver's driving record has two parts, the MVR and a signed review note; the reviewer signs in the app, and someone other than the driver reviews the record. The National Registry check for each medical certificate is recorded: who checked, when, the examiner's registry number and the result. The yearly Clearinghouse query is tracked for every driver: you run it, FileFlo files the result. The pre-employment MVR is a gap item: you order it, FileFlo files it. The road test, or the CDL accepted in lieu of it under 391.33, is tracked per driver. The accident register under 390.15 records the post-accident testing decision under 382.303 for each event.

Software, held to the same rule

The in-app assistant shows you the full action before it does anything. A permanent log, added to and never edited, records each regulated act a document proves.

Your standard

Every check is made against the regulation's rule, and the record behind each status can be opened. Your own standard sits beside the regulation: add your company's own rules on top of it, such as a shorter interval or a requirement the regulation does not have, and a company rule never exempts anyone from a regulatory requirement.

Ready for the next hire.

Hire

When you hire, the file gets its list and its clock: the prior-employer safety performance investigation is due 30 days after the start date. FileFlo drafts the 391.23 safety performance history request to each prior employer for you to send, and records the good-faith effort. Add a new hire by name, or build new hires' files from your roster CSV or a per-hire intake form. Hazmat drivers carry a three-year training clock, and the security plan requirement applies where 172.800(b) does. ELDT certificates, applications, PSP and other presence-only records are filed and shown as on file or missing.

Warn

Every hour, a list of everything missing or due within 45 days. In-app warnings at 90, 60, 30 and 7 days to the person who uploaded the document. A live compliance score, with the gap list behind it, once your records are on file.

Keep going

Drivers who leave drop off the watched list. Drivers and trucks can be grouped by terminal or location. Roles for owner, admin, compliance manager, safety manager and a read-only auditor, with invites by email. The regulation radar shows proposed and final rule changes in Parts 382, 390, 391, 395 and 396. Records stay for the retention period after a driver leaves, and FileFlo tells you when they can go.

You decide what goes out.

Ask

Nothing goes out to your drivers until you switch each routine on and choose who hears, how and when, or choose to review every message first. Your list of everything missing or due within 45 days, updated every hour, shows who owes it. Once you switch it on, FileFlo asks the driver and the office for a renewal at 45, 14 and 3 days before the due date and 1 day after, and each message carries an upload link that closes the item. Missing records are requested on the day they are found and again at 7, 14 and 30 days. If nobody answers, the owner hears about it every week until it is resolved. Each quarter the office is reminded that random testing is due. Drivers who text YES get messages by SMS; everyone else is emailed, and STOP means stop on every send path. Every approval is bound to the exact message and the evidence behind it: if the evidence changes, the send is cancelled, and only the people you allow can approve. After you buy, FileFlo reminds you at day 0, 2 and 7 to switch your routines on, and FileFlo's team is alerted if they stay off.

Product evidence

Follow one driver's file. A driver uploads a CDL and a medical card from a phone link. FileFlo dates both and files them to the rules they satisfy, holds the medical card because it carries another person's name and names the fix. The audit packet then shows the file as the inspector would see it. Shown with demonstration data on a test carrier.

See how FileFlo works

Clear about who we are.

FileFlo is a private software company, not a government agency, and no agency referred you here.
The free DOT record check reads the public FMCSA record anyone can look up. It does not see your driver files.
FileFlo never asks for your FMCSA PIN or your Login.gov sign-in.
The check costs nothing. Plans: Setup $499 once, including 30 days of Core; Core $199 a month for 1 to 15 trucks; Fleet $399 a month for 16 to 50 trucks.
Your company's records are visible only to your company's users.

Where it helps most.

A new driver's file.

The file in the order the federal rule lists it (49 CFR 391.51), every requirement cited. A CDL read and its class checked under Part 383, uploaded from a phone link. A medical card read and filed against 391.43 with the 24-month ceiling. The annual review in its two parts, signed off in the app. The National Registry note. The yearly Clearinghouse query tracked and dated; you run it, FileFlo files it. The road test or the CDL in lieu under 391.33. ELDT, applications and PSP shown as on file or missing. The 391.23 clock at hire. The 391.23 request to each prior employer drafted for you to send, with the good-faith effort recorded. The hazmat training clock. Drivers added by name, or files built from your roster CSV or a per-hire intake form.

Renewals and reviews.

A list of what is due within 45 days, updated every hour, and in-app warnings at 90, 60, 30 and 7 days. The accident register with the post-accident testing decision. Authority and insurance lapse items that close when the record is restored. Renewal and missing-record requests to the driver and the office, each with an upload link that closes the item, and a weekly note to the owner while anything stays open. The quarterly random-testing reminder to the office. UCR, 2290, IFTA and IRP closed when you confirm you filed. Drivers who leave drop off the list, and their records are kept for the retention period with a note when they can go.

When someone asks for proof.

The audit packet in one click, organized to the regulations, a sealed inspector link, separate views for an inspector and an insurer or broker, with the Broker-Ready Share Link on every trucking plan, drug and alcohol records as a count, hours of service marked as kept in your ELD and produced on request, a public page where anyone holding the packet confirms it is the copy you issued, a permanent log of each regulated act your documents prove, and a compliance summary you can download at any time.

Truck files.

Each truck carries its own cited obligations: the 396.17 annual inspection, the 396.3 inspection and maintenance record, registration and the IRP cab card, each with an upload door and a due date, and your insurance filing is tracked for the carrier. Maintenance records, DVIRs and roadside inspection reports filed against the truck. Your roadside inspection history and violations read from the FMCSA record and kept with their source and date. After a roadside inspection with violations, FileFlo opens the 15-day repair certification item.

How FileFlo works with your providers.

FileFlo does the records work and shows what is outstanding; you keep the decisions and the sign-offs. Your consortium, your MVR provider, the Clearinghouse and your C/TPA keep their work, and FileFlo tracks each one and files the result you send. UCR, 2290, IFTA and IRP stay in view until you confirm you filed. Records come in by upload, a ZIP, each driver's phone link, your cloud folders or email to your company's own inbox address. Bring your consultant. Running another kind of operation? Talk to us.

Setup builds it. Core keeps it current.

Audit-Ready Setup · $499 once

Setup builds your starting point: the gap report, each driver's file and the audit packet. It includes your first 30 days of Core; after that, Core or Fleet if you continue.

Your 14 calendar days start once we have your USDOT number, the name of at least one driver and one usable record, and they never pause. If your files are not organized and audit-retrievable by the end of them, the $499 comes back.

Start the Audit-Ready Setup

What the Setup buys, what it needs and what happens after you pay

Core and Fleet

Core and Fleet keep it current: everything in the three cards above, with no document or user cap. Core is $199 a month for 1 to 15 trucks. Fleet is $399 a month for 16 to 50. One price for the fleet. Fleet adds priority support with a same-business-day answer and a quarterly records review with a written action memo.

Start Core Start Fleet

What you need to start.

What FileFlo needs: your USDOT number, the name of at least one driver, one usable record. Then the records you hold: phone photos, scans, a ZIP, each driver's own phone link; your cloud folder imported with a click and checked on a schedule after that; email to your company's own inbox address, filed against the rule; drivers entered by name, through their links or from your roster CSV. And the facts only you know: rented trucks, ELD use, hazmat.

Check us before you pay.

Your own record first. Enter your USDOT number and see what the public FMCSA record shows, free, with no signup: Check my DOT record.
Read the walkthrough on a test carrier, from the first upload to the audit packet: See how FileFlo works.
The price, the refund and exactly when your card is charged, in writing before you pay.
Anyone holding a packet you issue can check its fingerprint on a public page to confirm it is the snapshot you issued.
Every piece of human work FileFlo owes you is a tracked, dated obligation you can see.
FileFlo is a private company, and no agency referred you here.

In the buyer's words.

"I have a compliance company." "We have a consultant." "A spreadsheet checked every morning."

Keep them. FileFlo works beside what you have. It adds the record behind the work: each driver's requirements in the order the federal rule lists them (49 CFR 391.51), with the rule cited, anything that fails a rule held with the fix named, a list every hour of what is due within 45 days, and the packet with a sealed inspector link ready when someone asks. Start with the free DOT record check; it reads the public record.

"Everything is up to date."

Good. Then the gap report will be short, and the packet will show it. Two items worth a second look are each driver's annual review note and the yearly Clearinghouse query. FileFlo tracks both per driver: the annual review in its two parts, the driving record and the review note the reviewer signs in the app, and the query date you confirm.

"Who are you?"

A private software company, not a government agency. No agency referred you here. Check your public record on FMCSA's own site first; the free check links to it.

"Can you show me what it looks like?"

Yes. See how FileFlo works follows one driver's file on a test carrier, from the upload to the packet. The DOT record check runs on your own USDOT number, free.

"Can I trust the answer?"

The useful part is being able to inspect it: the source record, the rule it is mapped to, and what FileFlo does when it cannot establish the answer. A record that fails a rule is held with one review item naming the rule and the fix, and a held or unreadable record never counts as on file.

"Can you just do it for me?"

The Setup is built for you: FileFlo's software files the records and a person at FileFlo works through the exceptions, each as a tracked, dated obligation you can see. Your list of what is due, updated every hour, shows what is still owed and by whom. You approve what goes out.

"Will it spam my drivers?"

Nothing goes to your drivers until you switch each routine on and choose who hears, how and when, or choose to review every message first.

"What does the auditor actually see?"

A sealed link that opens without a login: every requirement with its citation, each document's standing, each person's missing records named, and your drug and alcohol records as a count. That view leaves out your gap notes and risk math. The link has an expiry, an access cap, revocation and a log of every access, and anyone holding it can check its fingerprint on a public page.

"Our ELD already does driver files."

Keep it for the device side; hours of service stay in it. FileFlo files each record against its section in 49 CFR 391, holds what fails a rule with the fix named, and builds the packet the investigator asks for, with hours of service marked as kept in your ELD and produced on request. It also files maintenance records and inspection reports against the truck.

Questions

Who checks the work?

The rule does, and then you do. A record that fails a rule becomes one review item naming the failed rule and the fix; a held record never closes an obligation. The reviewer of a driver's annual review signs the note in the app, and a driver cannot review their own record. The in-app assistant shows you the full action and acts only when you approve it. Each regulated act a document evidences goes into an append-only ledger.

Does FileFlo contact my drivers?

Only when you say so. You switch each routine on and choose who hears, how and when, or choose to review every message first. Once a routine is on, FileFlo asks the driver and the office for each renewal at 45, 14 and 3 days before the due date and 1 day after, with an upload link that closes the item; drivers who text YES get it by SMS, everyone else by email, and STOP means stop. Your list of what is due, updated every hour, shows who owes each item.

Can I email records in?

Yes. Your company has its own inbox address; email a record to it and it is filed against the rule.

What happens when it reads something wrong?

The record is held for review, and one review item names the failed rule and the fix. A held or unreadable record never closes an obligation.

How does FileFlo work with my providers?

You or your providers run the Clearinghouse query, order the MVR and run the drug test. FileFlo tracks each, shows when it is due and files the result you send.

Does FileFlo keep records after a driver leaves?

Yes. Records stay on file for the retention period, the driver drops off the watched list, and FileFlo tells you when the records can go.

Can I add my company's own rules?

Yes. Your own rules sit on top of the regulation, such as a shorter interval or a requirement the regulation does not have, and a company rule never exempts anyone from a regulatory requirement.

How do I hear about rule changes?

FileFlo watches the Federal Register and shows proposed and final rules in Parts 382, 390, 391, 395 and 396 in your regulation radar.

Who in my company can see and approve what?

Roles for owner, admin, compliance manager, safety manager and a read-only auditor, with invites by email. Nothing goes out to your drivers until you switch it on.

Does the Setup work with my consultant?

Yes. The Setup builds the gap report, the files and the packet from your USDOT number and the records you send. Your consultant, your consortium and your providers keep their work, and FileFlo files the results you send.

Start from your USDOT number.