Every deadline. One timeline.

Most fleets do not fail compliance because they do not know the rules. They fail because someone added a truck in May, and the renewal that came around the following May landed in a chaotic week, and the team that knew the rules cold lost track of which truck was on which clock. One expired plate becomes one roadside citation, which becomes a violation on your FMCSA record, which becomes the broker pulling the next load. The dollar gap between knowing and tracking is enormous.

Dockex tracks 11 expiration types per vehicle and 6 per driver, automatically, the moment the document hits the file. Vehicle registration. Insurance cert. Annual DOT inspection. Periodic state inspection. IRP cab card. IFTA decal. USDOT activation. MCS-150 biennial. 2290 receipt. UCR. Permits. For drivers: CDL, medical examiner cert, road test cert, MVR (auto-read on upload), drug-and-alcohol test results plus the annual MIS report, and Clearinghouse query results (full and limited) — tracked and reminded.

Each item runs on its own clock. Most clocks fire alerts at 30, 15, and 7 days; vehicle registration adds an extra 60-day heads-up for early planning. The 30-day is for action. The 15 is for "why is this still open." The 7 is for the owner-operator who needs to stop dispatching the truck. Anything that slips past expiration without a logged renewal stays flagged red on the dashboard until somebody clears it.

The dashboard color-codes by urgency. Anything 60 days out runs green. Anything inside 30 days runs amber. Anything inside 7 days, expired, or missing a required document runs red. The fleet view sorts red to the top, so the answer to "what do I deal with today" takes about 2 seconds.

The compliance score is one number with 5 categories behind it: documents, filings, drivers, maintenance, and safety. A clean fleet sits at A. Every overdue item drops the grade. The score is the artifact you show your insurance broker at renewal, or the DOT auditor when they call ahead. It is also the artifact the team sees every morning, which has a way of getting the little stuff fixed without anyone nagging.

Tracking is nationwide. A truck plated in Texas, an Oklahoma IRP fleet vehicle, and a Missouri trailer all live on the same timeline. IFTA returns are prepared for you nationwide; IRP runs in Oklahoma only for now, and the done-for-you submit on state registration, title, IRP and IFTA is currently Oklahoma-only. Form 2290 and UCR are nationwide on any plan — enter the numbers and the return gets prepared, then file it yourself for free or Dockex files it for you for a flat per-service fee. The heavy-use tax and the UCR fee you pay the agency directly. For registration work outside Oklahoma, Dockex tracks the deadline, reminds the team, and stores the cleared paperwork while your in-house person handles the submit. We just refuse to let a date slip.

For fleets running in Oklahoma, the Oklahoma fleet compliance checklist walks through every state and federal item Dockex tracks, with the actual deadlines and the actual penalty schedule for missing each one. Worth a read before you wire up your first vehicle.

Setup is the part you brace for, and it turns out to be anticlimactic. Upload an existing spreadsheet (VIN, plate, expiration, insurance carrier, driver list) or paste in what you have. Dockex maps the columns and stands the fleet up with every active deadline already on the timeline. Don't be surprised if the first dashboard load turns up a CDL that's already overdue — better you find it than a roadside inspector.

One more piece on permanence. Documents do not expire off the system after a renewal. The old plate, the old insurance cert, the old inspection report all stay on the vehicle's file, archived, searchable. DOT auditors and insurance underwriters ask for the 3-year chain of custody on documents constantly. Dockex keeps it. The current document sits on top, the chain sits behind it.