Document Management

Upload, organize, and access important fleet documents in one central location.

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Overview

RouteMate’s document management feature lets you store and organize documents related to your fleet operations. Drivers can upload documents from the mobile app, and fleet managers can view, download, and manage them from the web dashboard. Having all your documents in one place makes it easy to find what you need during audits, inspections, or day-to-day operations.

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Uploading Documents

To upload a document from the web dashboard:

1. Navigate to Documents from the main menu.
2. Click the +Add Document button.
3. Select the Type (see the section below for available types)..
4. Click the Date and Time and choose a date.
5. Click the Vheicle ID to Assign the document to a vehicle.
6. Optionally, add a Reference or a Note to help identify the document later.
7. Click Browse for file and choose the file from your computer. Supported formats include PDF, JPEG, PNG, and common image formats.
8. Click Confirm to save the document.

Tip: Drivers can also upload documents directly from the RouteMate mobile app. Photos of fuel receipts, bills of lading, and other paperwork can be captured and uploaded on the go.

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Document Types

When uploading a document, you select a type to keep your files organized. The available document types are:

Document Type	Description
Fuel Receipts	Receipts from fuel purchases, useful for IFTA reporting and fuel expense tracking.
BOL (Bill of Lading)	Bills of lading and shipping documents associated with loads and deliveries.
Instructions	Delivery instructions, route guidance, or special handling notes.
Expenses	Expense receipts such as tolls, parking, meals, and other driver expenses.
Repairs	Vehicle repair records, maintenance invoices, and shop receipts.
Other	Any document that does not fit into the categories above.

Note: Using the correct document type makes it much easier to find documents later when filtering and searching.

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Viewing and Downloading Documents

To find and view documents:

1. Navigate to Documents from the main menu.
2. Use the filters to narrow your search:
   • Date range — Select the time period when the document was uploaded.
   • Document type — Filter by fuel receipts, BOL, expenses, and so on.
   • Driver — Find documents uploaded by or associated with a specific driver.
   • Vehicle — Find documents linked to a specific vehicle.
3. Click on a document to preview it.
4. Click the Download button to save a copy to your computer.

Tip: If you need to pull together documents for an audit or inspection, use the filters to narrow down the exact date range and document type, then download all the relevant files.

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Document Access and Sharing

Documents uploaded to RouteMate are accessible to fleet managers based on their permissions. Here is how access works:

• Fleet managers can view and download all documents for the drivers and vehicles they manage.
• Fleet administrators have access to all documents across the company.
• Drivers can view their own uploaded documents through the mobile app.

If you need to share a document with someone outside of RouteMate, download the file and share it through your preferred method (email, file sharing service, and so on).

Note: Documents are stored securely in the cloud. Only authenticated users with the appropriate permissions can access them.

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Related Pages

• Driver Logs — View and manage driver HOS logs alongside their uploaded documents.