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Flotauto 2025 Innovation Award

Company vehicle document management, with expiry dates

Insurance, contracts, driving licenses, regulatory documents: every item is attached to a vehicle or a driver, dated, and flagged before it expires.

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Documents

Add a document
Filter by

Insurance certificate 2025-2026

Type
Other
Vehicle
Renault Trafic
Plate
AB-123-CD
Driver
Karim B.
Expiry date
09/28/2026
Added by
Nadia M.

Due-date reminder

Insurance · 2026-09-28Overdue

1 month 2 days ago

Owner: Nadia M.

  • Hosted in France, by OVHcloud
  • GDPR
  • €6 excl. VAT per vehicle per month, free up to 50 vehicles

What document management changes

An expiry date per document

And a reminder before the deadline with a named owner.

Roadworthiness test · IJ-789-KLScheduled

2026-11-22 · 23 days from now

Notify before: 1 monthOwner: Nadia M.

Internal and external contracts

Insurance and registration filed with the vehicle, licenses on the driver's record.

Type

  • Roadworthiness test
  • Emissions test
  • Registration
  • CritAir
  • Certificate of sale
  • Maintenance plan
  • Otherinsurance certificate, lease contract

With no device

Document management works as soon as the fleet is imported.
fleet_vehicles.xlsxVehicles imported

When a document is missing at the wrong moment

Insurance certificate · Renault Trafic

Expired on 09/28/2026

On a round, A7 exit Vienne · 10:42 am

Inbox · 2,431 messages

Re: Re: FW: your lease contract

signed_contract_v3.pdf · return conditions p. 14

Employee file · Karim B.

Driving license: copy dated 03/11/2020

Never checked since hiring

The insurance certificate has expired

And the vehicle is already on the road.

The lease contract is in a mailbox

Along with its return conditions.

A driver's license has not been checked

Since they were hired, six years ago.

What you get with Dadycar

The Documents module centralizes the fleet's paperwork; the drivers' papers live on their own records. The Reminders and Orders modules use it to alert and to block what is missing.

Documents per vehicle, dated

Every document is attached to a vehicle, with its expiry date; the list can be filtered by site, by type and by vehicle.
Filter bySiteTypeVehicles
Document nameTypeVehiclePlateExpiry dateAdded by
Insurance certificate 2025-2026OtherRenault TraficAB-123-CD09/28/2026Nadia M.
48-month lease contractOtherPeugeot e-208EF-456-GH11/14/2026Nadia M.
Roadworthiness test 2026Roadworthiness testCitroën JumperIJ-789-KL11/22/2026Nadia M.
Registration certificateRegistrationRenault ClioMN-012-OP—Nadia M.

Internal and external contracts

Lease, service or internal contracts: the contract lives with the vehicle, its dates and its terms.

Financing & Purchase

LLD

Peugeot e-208 · EF-456-GH

Contract km
60,000 km
Current km
57,150 km
Km remaining
2,850 km

48-month lease contract · Other · 11/14/2026

Insurance tracked

Each vehicle's insurance is recorded with its deadline; the Reminders module offers a dedicated reminder template, sent to the chosen owner.

Add a reminder

VehicleRenault Trafic · AB-123-CD

ReminderInsurance

Due date2027-09-28

Notify before1 · Month

OwnerNadia M.

Enable notifications

Drivers' licenses

The license is attached to the employee record, with its validity, to check who may take which vehicle before each assignment or booking.

Driving license

Expiry date
  • Thomas R.01/08/2027
  • Karim B.10/19/2026
  • Sarah L.06/12/2031

Employee record · number, country, dates and copy

Deadline reminders with an owner

Every document deadline gets its own reminder, set from the Reminders module templates and sent to an owner.

Due-date reminder

  • Insurance · Renault TraficOwner: Nadia M.Overdue
  • Long-term lease · Peugeot e-208Owner: Nadia M.Scheduled
  • Roadworthiness test · Citroën JumperOwner: Nadia M.Scheduled

Missing documents in orders

In purchase order and delivery tracking, a missing document is flagged before the vehicle goes on the road.
Urgent

Renault Trafic · AB-123-CD

Insurance expired

Add the insurance

To complete

Citroën Berlingo · WX-901-YZ

Registration missing

Add the document

To complete

Toyota Proace · QR-345-ST

Odometer not read for over 90 days

Enter the mileage

Complete

Renault Clio · MN-012-OP

Nothing missing

100%

How it works

  1. Vehicle and employee records take the documents (fleet management).

  2. Insurance, contract, registration: the Documents module files them per vehicle, with their expiry date; the license goes on the driver's record.

  3. Set against the deadlines, they show up in the Reminders module and in the automated workflows, with an owner per reminder.

Import data

Import type: Vehicles, then Employees

  2. 2
  3. 3
fleet_vehicles.xlsx120 rows

Match the columns

Reg.Registration
ModelModel
BranchSite

Who it is for

Fleet managers

Finding a contract in seconds, never after the deadline (see the role page).
48-month lease · Peugeot e-208Other · expires on 11/14/2026

HR managers

Driving licenses up to date for every driver (see the role page).

Driving licenses entered

95/ 96

employee records

Transport and logistics

Regulatory documents ready for every inspection (see the industry page).

Citroën Jumper · IJ-789-KL

  • Registration—
  • Roadworthiness test11/22/2026
  • Emissions test11/22/2026
  • Other · insurance certificate06/30/2027

Your expired documents, spotted during the demo

Bring your fleet list and your insurance deadlines: we show how Dadycar files documents and warns before each deadline, site by site.

Request a demo

Your questions before getting started

“Do I need a device?”

No. Document management and deadline reminders work with no hardware.

“My documents are on a shared drive.”

They can stay there; Dadycar attaches every item to a vehicle or a driver, with a date, which a shared folder does not do.

“How long does it take to start?”

As soon as the fleet is imported, every vehicle has its record; documents are uploaded as they come, starting with those about to expire.

Frequently asked questions

Which documents should you keep for a company vehicle?

The registration certificate, the insurance certificate, the roadworthiness test report where the vehicle is subject to one, the lease contract or the purchase invoice, the service book and the condition reports. For the driver, a valid driving license and, depending on the activity, the relevant authorizations.

How do you track the expiry dates of a fleet's documents?

By recording each document with its expiry date in fleet management software, then scheduling a reminder before the deadline, sent to an owner. Dadycar shows each document's expiry date in its list and offers ready-made reminders to set (insurance, roadworthiness test, end of lease…), sent to an owner.

Should you check the driving licenses of employees who drive a company vehicle?

The employer has every interest in making sure each driver holds a valid license, since it provides a vehicle for work purposes. Dadycar attaches the license to the employee record, with its validity, to control the assignment of a vehicle to an authorized driver.

Can lease contracts be managed with the vehicle documents?

Yes. In Dadycar, the contract is attached to the vehicle record with its end date, the contractual mileage, the monthly payment and the months remaining. The Documents module keeps the item itself, internal or external, and the Reminders module warns before the contract ends.

Do you need a telematics device to manage documents?

No. The Documents module, contracts and deadline reminders work with no hardware, as soon as the fleet is imported. A GPS-OBD device or a connected vehicle adds real mileage, useful to anticipate a lease mileage overrun.

See Dadycar on your own fleet

  • Hosted in France, by OVHcloud
  • GDPR
  • Flotauto 2025 Innovation Award
  • €6 excl. VAT per vehicle per month, free up to 50 vehicles
Request a demoTry it for freeSee pricing

Go further

Roadworthiness and emissions tests: deadlines and obligationsEmployee and site managementCar policy and vehicle orderingAll of Dadycar on one page

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