Trucking Safety and Compliance Services

Your driver sends an inspection report. A medical card is about to expire. A filing is due, but the miles are still in different files. Each task is manageable on its own. Keeping them all moving while you run the business is the hard part.

We bring that work into one process. You send the records and notices. We organize them, identify what needs attention and follow up on the missing pieces. When a decision needs your approval, we bring it back to you.

Our ongoing work covers:

• Driver screening and files: preparing each driver’s application and qualification file, coordinating MVR, PSP, Clearinghouse and employment verification checks, and following up on missing documents.
• Dates and renewals: tracking CDL and medical card expiration dates, annual driver reviews, truck registrations, cab cards and annual inspection records. We prepare a document package for each truck.
• Drug and alcohol programs: setting up testing accounts, scheduling tests, adding drivers to the random pool and monitoring testing and program records, with Clearinghouse support.
• Filings and permits: MCS-150 updates, UCR, IFTA filings, state weight-distance returns and permits, obtaining apportioned cab cards through IRP, IRP renewals and HVUT Form 2290 filings. State account support includes Kentucky, New Mexico, Oregon, Connecticut and New York HUT/OSCAR.
• Inspection follow-up: review of reports, repair documents and records that may need correction through DataQs.
• Audits and safety reporting: document preparation, help responding to audit requests, and a monthly safety report with recommendations and next actions.
• Notices and correspondence: monitoring the agreed mail, email and SMS inboxes, organizing incoming notices and following up on the action required.
• Toll and tracking support: ordering and assigning toll transponders and GPS tracking devices, maintaining the related records and handling toll violation notices.
• Insurance quotes and policy changes: requesting quotes from agents, coordinating coverage arrangements through the broker or agent, and updating policy information as drivers or trucks change.
• Insurance documents and renewals: obtaining certificates of insurance (COIs) for brokers and lessors, organizing renewals and preparing records for insurance audits.

Setup and filing work form part of the ongoing service. You do not need to buy a separate task each time a document comes due.

Send us the report or notice as soon as you receive it. We read it with you, identify the work it calls for and gather the documents needed to respond. Our service is available around the clock, including when an inspection happens outside office hours.

• DataQs challenges: reviewing inspection and crash records, gathering evidence, preparing requests for review and tracking responses.
• New entrant and other safety audits: reviewing the audit request, organizing driver and vehicle files and helping prepare responses to document requests.
• Citation and ticket disputes: organizing case documents and coordinating with the driver and attorney when legal representation is needed.
• Insurance claims and accident follow-up: gathering incident and repair records for cargo or liability claims, coordinating communication with insurers, adjusters, surveyors and other parties, and following the paperwork through assessment and settlement discussions. The maintenance team coordinates towing and physical repairs.
• Unpaid paycheck mediation: organizing payment records and negotiating with the carrier on behalf of a driver or owner-operator over unpaid paychecks. We agree on who we represent and the communication process before starting.

We keep you informed about what has been sent, what is still missing and what needs a decision. An agency or court decides the outcome of a case. Our job is to keep the work organized and moving.

For a closer look at those processes, read our guides to DataQs challenges and the new-entrant safety audit.

Tell us about your company, active trucks and drivers. Share the records you already have, any upcoming deadlines and any open notices. We review the starting position together and agree on the access and approvals needed to do the work.

If you are opening a company or need to finish an existing setup, we also handle the following within the monthly service:

• Business registration and EIN: helping prepare and submit LLC or corporation registration applications and EIN paperwork, and researching and arranging a virtual office when needed.
• Operating authority: assisting with MC authority and USDOT applications, BOC-3 process-agent registration and UCR filings.
• SCAC and business reporting: preparing SCAC applications and supporting business filings, including Beneficial Ownership Information reports (BOIR) where applicable.
• Tax and registration accounts: setting up IFTA licenses, IRP accounts, the relevant state permit and tax accounts, and accounts for HVUT Form 2290 filings.
• Screening and testing accounts: establishing company MVR and PSP accounts, testing-consortium or third-party administrator accounts and the FMCSA Clearinghouse account.
• Driver onboarding templates: preparing driver applications and DQ file templates, with screening reports, Clearinghouse queries and drug and alcohol testing enrollment organized for onboarding.
• Amazon Relay onboarding: helping set up the account and organize the carrier information and documents requested during onboarding.
• Toll, GPS and ELD accounts: coordinating toll accounts such as PrePass or Bestpass, GPS tracking and ELD/telematics setup, and equipment assignment.
• Electronic signatures: setting up DocuSign and integrating electronic documents into your office workflow.

You keep responsibility for operating the business and supplying accurate records. We handle the agreed administrative work and tell you when something needs your attention. As drivers or trucks change, let us know so the files stay current.