Documents attached where they belong — not buried in shared drives.
Every document type a haulage operator carries — in one place.
Haulage operations generate a significant volume of documents across three categories: delivery evidence, driver compliance, and fleet compliance. HaulageOps handles all three, attaching each document to the record it belongs to rather than filing it in a folder structure that requires someone to know the naming convention.
Delivery evidence
The documents that prove a delivery occurred — and that protect you when a client disputes a load. These are attached directly to the job record so they are already in place when the invoice is built.
- Delivery dockets (PDF or photo)
- POD photographs captured on the driver app
- Customer signature captured on the driver app
- Load tickets and scale dockets
- Site access or delivery confirmation documents
Driver compliance documents
The documents your drivers are required to hold — and that you are required to be able to demonstrate are current. Stored against the driver record with expiry tracking so you know when renewal is due.
- Driver licence (class, expiry date)
- Medical certificates
- Site induction records
- Dangerous goods licences where applicable
- Training records and certifications
Vehicle and fleet documents
Registrations, permits, and insurance are attached to the vehicle record — not filed in a cabinet or emailed to the office. When a vehicle approaches permit expiry, HaulageOps surfaces it before it becomes a compliance issue.
- Vehicle registration certificates
- Mass management permits
- Over-dimension permits
- Vehicle inspection records
- Insurance certificates of currency
Commercial and compliance documents
Contracts, subcontractor agreements, and insurance documents for your business relationships are stored alongside the relevant party record — not in a shared folder that only one person knows how to navigate.
- Client contracts linked to the client record
- Subcontractor agreements linked to the subcontractor record
- Public liability and professional indemnity certificates
- Work health and safety policies
Files stored in Microsoft Azure — not on someone's laptop.
Every document stored in HaulageOps is held in Microsoft Azure Blob Storage. This means the files are not stored on a local server in your office, not in a shared drive that goes down when the internet does, and not on a laptop that leaves with a staff member.
Azure provides the storage reliability and redundancy you would expect from enterprise infrastructure. Files are accessible from the Admin Panel, from the Client Portal (for their dockets and invoices), and from management reporting — all controlled by RBAC.
- Microsoft Azure Blob Storage — enterprise-grade reliability
- Files accessible through role-appropriate portal views
- No dependency on local servers or shared drives
- Consistent access whether your team is in the office or remote
Mike Thompson
Driver profile — documents
Each row shows file type, expiry, and a View button.
HaulageOps flags documents before they lapse, not after.
For time-sensitive documents — driver licences, vehicle registrations, permits, insurance certificates — HaulageOps tracks the expiry date and generates an alert ahead of lapse. You set the alert lead time. The alert lands before the compliance gap occurs.
Driver document expiry
Licence classes, medicals, and inductions all have expiry dates. HaulageOps surfaces upcoming expirations in the driver record and in management reporting, so the office knows before the driver arrives for a shift with a lapsed licence.
Vehicle permit expiry
Mass management permits, over-dimension approvals, and registrations expire. HaulageOps tracks the expiry date on each vehicle document and alerts before the permit lapses — before the vehicle is dispatched onto a restricted route.
Subcontractor document expiry
Subcontractor insurance certificates, agreements, and ABN registrations are tracked alongside their other records. If a subcontractor's public liability is about to expire, that surfaces before you assign them to a job.
The problem with paper dockets: A driver who stacks paper dockets in the cab for two weeks before handing them to the office is creating a gap of two weeks in which those dockets could be lost, damaged, or disputed. The customer signed the docket on site — but if it goes missing, that signature is gone. The driver app captures the photo and signature on delivery, stores them in Azure immediately, and attaches them to the job record. The docket is already in the office before the truck is back in the yard.
JOB-2026-04471
Documents tab — 3 items attached
POD Photo 1
Uploaded 14:03 by Mike T (driver) — Thumbnail preview
POD Photo 2
Uploaded 14:03 — Thumbnail preview
Customer Signature
Captured 14:04 via driver app — Signature pad
Each portal user sees the documents relevant to them.
Document access in HaulageOps is controlled by the same RBAC that governs the rest of the platform. Different users have access to different documents based on their role — not because of individual file permissions configured manually, but because the role determines what is visible.
- Drivers see their own documents on the mobile app — licence, inductions, their job dockets
- Clients see their delivery dockets and invoices through the Client Portal
- Dispatch sees job documents and can upload dockets and POD
- Management sees the full document store across all records
- Subcontractors do not have access to other operators' documents
There is no emailing documents to the office, no sharing individual files by hand, and no risk of a driver seeing another driver's personal licence records.
Document management connects across the platform.
Compliance & Audit
Document storage feeds directly into compliance — expiry tracking, audit trail of document events, and the management reporting view of outstanding compliance items.
Compliance overviewAudit Trail
Every document upload, access, and change is captured in the audit trail with user identity and timestamp. Document events are part of the comprehensive action log.
Audit trailDriver Management
Driver licences, medicals, and induction records are stored against the driver record with expiry tracking — part of the driver compliance picture alongside availability and break records.
Driver managementDocument management — common questions.
Where are documents physically stored?
All documents uploaded to HaulageOps are stored in Microsoft Azure Blob Storage. Azure is Microsoft's enterprise cloud storage service, used by large organisations globally. Your files are not stored on a local server, a shared drive, or any on-premises infrastructure. They are accessible anywhere with an internet connection through the appropriate HaulageOps portal.
How long are documents kept?
Documents are retained for the lifetime of your HaulageOps subscription and for the standard retention period after any offboarding. If you have specific retention requirements — regulatory, insurance, or contractual — these should be discussed during setup so the appropriate configuration is in place from the start.
Who can access which documents?
Access is controlled by RBAC. Drivers can see their own personal compliance documents and the dockets for their own jobs through the mobile app. Clients can see their delivery dockets and invoices through the Client Portal. Dispatch and admin staff can access job documents and upload materials. Management has full visibility across all document types. No role has access to documents outside its defined scope.
What file types are supported?
HaulageOps supports the common document formats used in haulage operations: PDF, JPEG, PNG, and HEIC (from iPhone cameras). The driver app captures photos natively on iOS and Android. For office-uploaded documents, standard PDF and image formats cover the majority of use cases — licences, registrations, insurance certificates, contracts, and dockets.
Can drivers upload documents from their phones?
Yes. The HaulageOps driver app on iOS and Android allows drivers to capture POD photographs and customer signatures directly from their phone camera. These are uploaded to Azure and attached to the job record immediately — no emailing, no USB cable, no handing in a paper copy at the end of the day. Drivers can also see their own compliance documents on the app.
What happens to documents when a driver leaves or a vehicle is sold?
Documents stored against a driver or vehicle record are retained even after the driver is deactivated or the vehicle is removed from the fleet. This is important for audit and historical record purposes — you may need to evidence that a driver held a valid licence on a specific date well after they have stopped working for you. The records remain accessible to management through the Admin Panel.