Vehicle documents
Every vehicle document in one place, with reminders before they expire.
Registrations, insurance cards, inspection reports, fines, repair orders: each vehicle in a fleet carries a stack of paper that someone needs to find on demand. CarFai turns that stack into a filed, searchable record per vehicle, and tells you before anything runs out.
The problem
Why vehicle paperwork becomes a liability
Documents live in glove boxes
The current insurance card is in the vehicle, the old one in a drawer, the inspection report in someone’s inbox. Finding the right one takes a phone call.
Expiry dates are invisible
Each vehicle has its own renewal dates for insurance, registration and inspection. Nobody sees them all at once, so one slips.
Fines and invoices go missing
A parking fine or a toll invoice that never reaches the office turns into a late fee, and nobody knows which driver had the vehicle.
How it works
From paper to a filed record
- 01
Photograph
Anyone with access to the vehicle takes a photo of the document in the CarFai app.
- 02
Read and file
AI reads the document, recognises its type and files it in the right category for that vehicle.
- 03
Stay ahead
Renewal dates are picked up from the documents and surfaced before they expire, for every vehicle in the fleet.
What you get
Paperwork you can find in seconds
Filed by type and category
Fines, fuel, inspection, insurance, maintenance, parking and tolls each get their own folder per vehicle.
Status at a glance
Each vehicle shows whether its documents are valid, and flags what is overdue.
Renewal reminders
Insurance, registration and inspection dates come from the documents themselves, so reminders match reality.
Download one folder or everything
Export a single category or every document for a vehicle when an insurer, auditor or buyer asks.
Records that stay with the vehicle
Vehicles belong to the organization, so their documents stay when a driver leaves.
Costs filed at the same time
When a document carries an amount, the cost is added to the vehicle’s expenses in the same step.
Questions fleet managers ask
Which documents can CarFai read?
Registrations, insurance cards and policies, inspection reports, fines, tolls, parking receipts, fuel receipts, repair orders and invoices.
How do renewal reminders work?
CarFai reads the expiry or renewal dates on insurance, registration and inspection documents and surfaces them before they are due.
Can we export documents for an audit or a sale?
Yes. Download a single folder or all of a vehicle’s documents at once.
Who can see a vehicle’s documents?
Drivers see the vehicles assigned to them, managers see their team, and owners and administrators see the whole fleet. The Viewer role gives read-only access to an accountant or auditor.
What happens to the documents when a vehicle changes driver?
Nothing moves. The documents belong to the vehicle, so the next driver and the managers see the same complete record.
Related guides
More fleet features
- Fleet expense tracking without the spreadsheet.
- Fleet maintenance planned from real service history.
- Fuel receipts, captured on the road and filed automatically.
- Fleet reports that answer questions, not just add up totals.
- A driver app your team will actually use, and a fleet that stays yours.
- Fleet overview
Find any vehicle document in seconds.
Photograph it once, find it whenever you need it. Plans for fleets of 3 to 200+ vehicles.
