ExpirationPilot
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COI tracking Vendor compliance Certification tracking License tracking Fleet compliance Sign in

Fleet compliance for small fleets: every registration, inspection and driver card on one list.

Registrations, inspections and service dates for every vehicle. CDLs, DOT medical cards and TWIC cards for every driver. ExpirationPilot emails you before each one is due, so no truck sits in the yard for a lapsed sticker.

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  • 14-day free trial
  • No credit card needed
  • Import your Excel list
Example fleet list: a driver's DOT medical card 1 day overdue, a truck inspection in 9 days, a registration in 23 days, a van service in 35 days and a CDL later.

In short

What is fleet compliance software?

Fleet compliance software keeps the dates that keep your vehicles and drivers legal on the road, such as registrations, inspections, CDLs and medical cards, and warns you before each one expires. A truck with a lapsed registration or a driver with an expired medical card means a fine or a day off the road.

ExpirationPilot is built for the admin of a small fleet, five to a hundred vehicles, who keeps these dates in a spreadsheet. You won't find GPS, ELDs or DOT filings here, and nothing gets installed in the trucks.

How it works

Every truck and every driver, one list of dates

  1. 1

    Import your fleet spreadsheet

    One row per date: the truck or the driver, what expires, when, and who handles it. Unit numbers and plates go in the reference field.

  2. 2

    Get reminded before each date

    By default 30, 14 and 7 days before, on the day and a week after. Book the inspection or the medical exam while there is still time.

  3. 3

    Update the date

    Upload the new registration or medical card, enter the new date, and the reminders start again.

What it does for your vehicles and drivers

Vehicles

Vehicle registration and maintenance tracking, by due date.

Add each truck, van and trailer with the dates that matter. Set "renews every 12 months" on a registration and we suggest next year's date when you renew it. Copy in a teammate, such as the shop manager, so the inspection gets booked even when you are out.

  • Reminder days per type: earlier for inspections, later for an oil change.
  • The unit number or plate in the reference field.
  • The current registration attached, ready to print for the cab.
Example reminder schedule for Annual DOT inspection · Truck 14: emails to the person responsible before and after the expiration date, with a colleague copied. The first ones are delivered, the rest scheduled.

Drivers

Get the new medical card without calling the driver three times.

When a CDL or a DOT medical card is due, send the driver a request. They upload a photo of the new card from their phone, and a follow-up goes out every week until they do. For the rest of your crew's cards, see certification tracking.

  • Drivers don't install an app or create an account.
  • Up to six weekly follow-ups, stopping when the card arrives.
  • You check the card, enter the new date and approve it.
Example upload page on a phone: the company name, the document asked for, its current expiration date and one Upload document button. No login.

Your spreadsheet

Bring the fleet spreadsheet you already keep.

Upload it, match its columns and check the rows before they are saved. From then on, the Today page shows what has expired, what is due in the next 30 days and which uploads wait for your review. On Monday, the owner gets a summary email without logging in.

  • Excel or CSV, with your own column names.
  • Each reminder shows whether it was delivered.
  • Export the whole list to Excel for an audit or an insurer.
Example of the Match the columns step: a spreadsheet with 152 rows, each of its columns matched to a field such as Name, Expires on and Responsible.

Vehicle and driver dates you can track

Anything with a due date, for any truck or any driver.

  • Vehicle registrations

    Plates and registrations for trucks, vans, trailers and pickups

  • Inspections

    Annual DOT inspections, state safety inspections, emissions tests

  • Service due dates

    Oil changes, PM services, tire rotations, by date

  • Driver licenses and cards

    CDLs, DOT medical cards, TWIC cards, hazmat endorsements

  • Vehicle insurance

    Auto liability policies and the insurance cards in each cab

  • Permits

    IFTA and IRP renewals, oversize and overweight permits, state operating authority

The rest of the company's dates too

Business licenses, insurance and contracts fit on the same list. See how the expiration reminders work, what is included on features, and the plans on pricing.

Why not a fleet spreadsheet and calendar reminders?

They work until the person who keeps them is on the road, on vacation or gone.

What you need ExpirationPilot Calendar reminder Spreadsheet
Trucks and drivers on one list of dates Yes No Yes
Several reminders before each date Yes You set each one by hand No
Reminders to you and a teammate copied in Yes Only the calendar owner No
Sends the driver a request for the new medical card Yes No No
The current copy kept next to its date Yes No No
Weekly email of what is overdue and due this week Yes No No

Questions about fleet compliance

Is this DOT compliance software?

No. ExpirationPilot doesn't do ELDs, hours of service, GPS, drug and alcohol testing programs or DOT filings. It keeps the expiration dates of your vehicles and drivers and reminds you before each one. If you run a big fleet with telematics, you need a different tool.

Can I use it for fleet maintenance tracking?

For the due dates, yes: the next oil change, the next PM service, the annual inspection. It reminds you by date, not by mileage, and it doesn't keep work orders or parts. When a service is done, enter the next due date.

Can it hold driver qualification file documents?

It tracks the documents in a driver file that expire, such as the CDL, the DOT medical card and the annual review, with the current copy attached. It doesn't build or audit the whole file for you.

Do drivers get the reminders?

Reminders go to the colleagues who log in: you, and anyone you copy in, such as a dispatcher or the shop manager with their own login. A driver gets a request to upload the renewed card from a link, with a weekly follow-up until it arrives.

Do drivers need an app?

No. They open the link in the email on their phone and upload a photo or a PDF of the new card. They don't need an account.

How do I see everything for one truck or one driver?

Put each truck's or driver's dates in a folder with the unit number or the name, then filter the list by that folder.

Can I import my fleet spreadsheet?

Yes. Upload an Excel or CSV file, check the columns we matched, and check the rows before they are saved. You can export the list back to Excel at any time.

How much does it cost?

Plans start at $19 a month for one login and up to 100 dates, such as 20 trucks with registration, inspection and insurance plus 40 driver cards. Professional is $39 for three logins and 500 dates. Every plan starts with a 14-day free trial, no credit card needed.

Spend less time on your next renewal.

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