Most DQ file problems are not intentional. They are follow up problems.
If your process depends on reminders, it breaks. Our DQ file software closes the loop.
Audits do not care how hard you worked. They care what you can produce.
Missing documents, expired forms, and incomplete files build up quietly. You usually find out when someone asks for proof.
Spreadsheets can work. They just do not scale.
You can stay compliant with spreadsheets and paper files. Many do. The risk shows up when the company grows, staff changes, or the day gets busy. That is where DQ file software pays for itself.
Hidden costs include:
- Staff hours chasing missing documents
- Rework caused by incomplete applications
- Files held together by one person's memory
- Scramble time when something expires
- Leadership distraction during inspections
Software is not the point. A finished process is the point.
The goal is a system that completes the file, then keeps it current.
This is not document storage. It is DQ file software built around compliance.
Storage is easy. The hard part is getting complete information, in the right order, with proof.
That means building workflows that:
- Require completeness before a packet is submitted
- Let drivers upload from their phone
- Automate expiration follow up
- Remove dependency on memory
- Produce audit-ready output on demand
Compliance should be boring. If it feels hectic, the process is not finished.
Compliance starts at hiring.
Most problems start early, when a driver is hired and the file is incomplete. This workflow prevents that.
You enter the driver's name, phone number, and email address.
The driver receives a digital hire packet by text and email. They complete it on a phone, tablet, or desktop.
The packet is branded to your company and built to reduce back and forth. Common fields auto-fill as the driver completes the form.
Incomplete applications cannot move forward.
Review, verification, and ordering from one dashboard
When the packet comes back, your team gets notified. Documents are reviewed for completeness and license information is verified.
From the same screen: pull MVRs, order background checks, schedule DOT-required drug tests, and order driver physicals.
All documents are saved directly into the electronic DQ file with timestamps.
Living files that keep themselves current
As items approach expiration:
- Drivers are notified 30 days in advance
- Weekly reminders continue until it is resolved
- New documents are uploaded by the driver
- Staff verifies once
- The system updates the file and closes the loop
When audit time arrives, you can produce the file.
With one action, applications and supporting documents are printable and organized for the driver qualification portion of a DOT audit.
DQ file software built in the real world. Used in audits.
Our electronic DQ files have been used in thousands of audits nationwide.
This DQ file software was built by compliance professionals who know what inspectors ask for and how files get picked apart.
When an auditor asks for a file, they want completeness and a clear timeline. That is what this produces.
Simple goal: clean files you can prove.
Compliance first. Add modules when you are ready.
Everything is modular. Pay for what you use. Start with DQ files and build from there.
Start with DQ files. Add the rest as needed.
Who this system is built for
- Carriers who want files to stay current without constant chasing
- Safety managers responsible for too many moving parts
- Owners who want a predictable process
- Teams who want the file complete before the driver starts
- Companies scaling beyond spreadsheets
- Companies looking for the cheapest reminder tool
- Teams unwilling to standardize their process
- Carriers who want software to cover ignored compliance
Frequently Asked Questions
Want to see the workflow end to end?
We will show the hire packet, the dashboard, and the audit export.
Then you decide if it fits your operation.