Fleet Compliance Software for UK Operators
DVSA compliance isn't optional — and paper-based records don't survive an enforcement visit. FleetGS gives UK fleet operators digital walkaround checks, automated MOT and licence alerts, and exportable compliance records that are ready the moment DVSA asks for them.
The compliance risks UK fleet operators face
Paper walkaround checks that disappear
Paper DVIR sheets get lost, backdated, or never completed. When DVSA asks for the last three months of check records, a stack of missing sheets is not an acceptable answer.
MOTs expiring without warning
A single expired MOT voids your insurance and makes the vehicle illegal to operate. Across a fleet of 15+ vehicles, it's easy for one to slip through — unless you have automated alerts.
Drivers with expired licences
A driver operating on an expired licence is a criminal offence for both the driver and the operator. Manual licence checks every few months is the alternative to a system that tracks expiry automatically.
No audit trail for defect repairs
Finding a defect is only half the job. DVSA expects to see evidence that defects were reported, assessed, and repaired before the vehicle returned to service. Paper workflows make this difficult to prove.
Driver hours compliance
Working Time Directive breaches are a serious risk for O-licence holders. Without a system tracking actual hours, you're relying on drivers to self-report — which rarely ends well under DVSA scrutiny.
Scattered records across multiple systems
Compliance records in a spreadsheet, walkaround photos on someone's phone, MOT certificates in a filing cabinet. When DVSA arrives, pulling everything together takes hours you don't have.
How FleetGS handles fleet compliance
Digital daily walkaround checks
- Drivers complete checks on their phone — no paper, no guesswork
- GPS-timestamped and linked to driver profile automatically
- Defects trigger an immediate alert to the fleet manager
- Defect-to-repair workflow ensures nothing slips through
MOT, tax, and insurance alerts
- Automated alerts at 30, 14, and 7 days before any expiry
- Covers MOT, vehicle tax, insurance, and scheduled services
- Alerts sent to any manager you designate
- Full expiry dashboard — see everything due in the next 60 days
Driver licence and document tracking
- Store licence copies, CPC certs, and endorsement records digitally
- Automated reminders before licence and certificate expiry
- DVLA licence check integration for up-to-date endorsement status
- Incident log with supporting photo evidence
Exportable compliance records
- Export any vehicle or driver record for any date range
- PDF and CSV formats for DVSA enforcement visits
- Full audit trail from walkaround check to defect repair sign-off
- Records stored securely for a minimum of 15 months
“DVSA turned up unannounced at one of our depots. Previously that would have been a stressful few hours pulling records together. With FleetGS, I logged in from my phone, exported 90 days of walkaround checks and driver records, and emailed them over before the officer had finished his coffee. He was visibly impressed.”
Related guides and features
Fleet compliance — FAQs
DVSA expects O-licence operators to maintain evidence of: daily driver walkaround checks, vehicle roadworthiness (MOT, service history, defect repairs), driver fitness (valid licences, CPC certificates, endorsements), and driver hours compliance. FleetGS creates and stores all of these digitally, exportable on demand.
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