Vehicle files. Every truck, inspected and road-legal.
Annual DOT inspections, registrations, preventive maintenance, and DVIRs, tracked per vehicle and audit-ready.
Every truck in your fleet carries its own compliance calendar: an annual DOT inspection under 49 CFR Part 396, a registration that renews on the state's schedule, and the maintenance record an auditor will ask to see. Dotra gives each vehicle one file that holds all of it, VIN, plate, inspection dates, maintenance schedule, driver inspection reports, and receipts, and puts every date on the deadline calendar automatically.
Vehicle file
Truck 108 · 2022 Freightliner Cascadia
- Schedule now
Annual DOT inspection
Due in 22 days
- Current
Registration · TX
Expires Oct 31, 2026
- Action needed
Preventive maintenance
Next service in 6 days
- On track
CARB compliance
Verified for CA routes
The Problem
The truck's paperwork lives in the shop, the cab, and nowhere.
The annual inspection certificate is in a folder somewhere. The registration renewal is on a sticky note. Maintenance receipts are in the glove box, and the DVIRs are wherever the driver left them. When a roadside inspector or an auditor asks for the vehicle's file, you're reconstructing it from memory. An out-of-date inspection doesn't just risk a violation, it can put the truck out of service on the spot.
How Dotra fixes it
The Dotra approach.
Dotra gives every vehicle one record. VIN, year, make, model, plate, and registration on top. Below that, the dates that keep the truck legal: last and next annual DOT inspection, last and next preventive maintenance, and registration expiration. Each date generates its own deadline, with email and SMS alerts at 60, 30, and 7 days out, then daily through the final five.
The paper trail files itself alongside. Driver vehicle inspection reports are logged as structured records with the defects found and who signed. Maintenance receipts and DOT inspection certificates upload straight to the vehicle's file, so when an auditor asks for a truck's history under Part 396, it's one screen, not a scavenger hunt.
How it works
Add the truck. Dotra tracks the rest.
- 01
Add the vehicle
VIN, plate, registration, and inspection dates. Dotra creates the vehicle file and generates every renewal deadline from it.
- 02
Log inspections and maintenance
DVIRs are recorded with defects and signatures. Maintenance receipts and DOT inspection certificates file to the right truck.
- 03
Get warned before dates hit
Annual inspections, registrations, and preventive maintenance alert by email and SMS at 60, 30, and 7 days out, then daily through the final five.
What's inside
Built around the details that matter.
Annual DOT inspections
Last and next periodic inspection dates per truck under 49 CFR Part 396, with alerts before the year runs out.
Registration tracking
Plate, registration number, and expiration per vehicle, tracked against each state's renewal schedule.
Preventive maintenance
Last and next PM dates per truck, so maintenance intervals don't drift as the fleet gets busy.
DVIR records
Driver vehicle inspection reports logged with inspection type, defects found, description, and signer.
Maintenance documentation
Receipts and DOT inspection certificates upload to the vehicle's file, ready to produce in an audit.
Automatic deadlines
Every vehicle date lands on the same deadline calendar as your driver files and federal filings.
Stop chasing paperwork
Put your compliance in one place.
Start a free trial. We'll set up your account within one business day, with your documents, before you commit to anything.
No card required.
What vehicle records does FMCSA require?
Under 49 CFR Part 396, carriers must systematically inspect, repair, and maintain every commercial vehicle they operate. That means a periodic (annual) inspection, driver vehicle inspection reports (DVIRs), and maintenance records showing the vehicle is kept in safe operating condition. Dotra tracks all three per truck.What is a DVIR?
A driver vehicle inspection report (DVIR) is the record a driver completes on a vehicle's condition, noting any defects that would affect safe operation. Dotra logs DVIRs as structured records with the inspection date and type, defects found, a description, and who signed the report.How does Dotra track annual DOT inspections?
Each vehicle record holds its last and next DOT inspection dates. The next inspection generates a deadline automatically, with email and SMS alerts at 60, 30, and 7 days before it's due, then daily through the final five days. Upload the inspection certificate and it files to the truck.Does Dotra track preventive maintenance?
Yes. Each vehicle carries last and next preventive maintenance dates, and the next PM date generates its own deadline and alerts. Maintenance receipts upload to the vehicle's file so the work is documented, not just done.