Driver App Documents

The Motive Driver App lets drivers create, submit, view, and share essential documents directly from the road. Whether you're snapping a photo of a fuel receipt, pulling up a vehicle registration during a roadside inspection, or reviewing paperwork your fleet shared with you, the Documents section keeps everything you need in one place.

Overview

Documents in the Driver App fall into two broad groups:

• Documents you create and submit: Trip documents (such as fuel receipts, bills of lading, accident photos, and scale tickets) and Other documents that your fleet asks you to fill out. If your fleet has enabled driver-initiated uploads, you can also submit your own driver qualification documents, such as your driver's license or medical examiner's certificate. Some templates are AI-powered, so you simply upload a photo or file and Motive's AI extracts the details for you. Others are standard templates that you fill out manually.
• Documents you view: Documents shared with you by your fleet, including vehicle documents (visible when you're connected to a vehicle), asset documents (visible when you're connected to an asset), and your driver qualification documents, if enabled by your fleet.

Key features include the following:

• AI-powered capture: Submit fuel receipts and bills of lading by taking a photo. AI reads the document and fills in the details automatically.
• Mobile convenience: Create and submit documents from anywhere. Submissions are automatically shared with your fleet, so no extra steps are required.
• Access to compliance documents: View registrations, insurance, permits, and inspection reports for your connected vehicle or asset, right when you need them.
• Reliable offline behavior: Documents you create are saved locally and uploaded automatically when your device reconnects. Vehicle and asset documents are cached so they remain available in low-connectivity areas.
• Easy sharing: Email submitted documents to external parties, like brokers or shippers, directly from the app.
• Expiration monitoring: The Documents widget in the Driver App (if enabled by your admin) shows expiration status for your documents, in addition to providing easy access for viewing.

Finding Documents in the Driver App

There are multiple ways to access Documents in the Driver App:

1. The Documents folder is always available from the menu at the upper left of your app. 

   

2. Tap the Documents quick link if your Motive Administrator has made this available in your app.  

   

3. Scroll down your home screen to tap the Documents widget in your app. This provides a quick understanding of the expiration status of documents for yourself, your vehicle, or an asset you have connected. 

   

Creating and Submitting Documents

Drivers can create Trips and Other documents in the Driver App, as well as driver qualification documents if your fleet has enabled driver-initiated uploads (see Uploading Driver Qualification Documents section below). The templates available to you are set by your fleet, and creating and saving a document automatically sends it to the Fleet Dashboard. No additional sharing step is needed.

There are two ways a document gets filled out, depending on the template your fleet has enabled:

• AI-powered templates (marked in the app): You upload an image or file, and AI extracts the information.
• Standard templates: You fill out the fields manually.

Submitting a Document with an AI-powered Template

Motive provides AI-powered templates for the two most common Trip documents:

• Fuel Receipt: AI extracts price, quantity, and jurisdiction data. This information integrates directly with the Fuel Hub for IFTA reporting and analysis.
• Bill of Lading (BOL): AI captures delivery details to simplify proof of shipment and billing.

To submit an AI-powered document:

1. In Documents, tap the + icon.
2. Select the Fuel Receipt or Bill of Lading template.
3. For fuel receipts, select your Vehicle. This is required because your vehicle is not printed on the receipt itself, and it ensures the fuel purchase is attributed correctly for IFTA reporting.
4. Tap + Upload and choose Take photo, Select photo, or Select file (PDF, JPG, or PNG).

5. Tap Submit. 

   

You do not need to type in the details; Motive's AI processes the image and fills in the required fields automatically. Once processing is complete, the extracted information syncs back to your Driver App, where you can view it. Any review or correction of extracted data is handled by fleet users on the Fleet Dashboard.

Moreover, the Fuel Receipt template includes a manual entry option for situations where a printed receipt isn't available. For example, pump printer failures or private fueling stations that don't produce receipts. Click and follow the "No receipt? Add details manually" instruction in the template to type in the purchase details instead.

Note: For best results, make sure your photo is clear, well-lit, and not rotated. Handwritten or hard-to-read documents may process with lower accuracy.

What Happens After You Submit an AI Upload

Most AI uploads process automatically with no further action needed from you. Two situations can require follow-up:

Processing Failed (action needed from you)

In some cases, a technical error prevents the system from processing your upload. If this happens, you'll see:

• Notification alert: A Processing Failed alert appears in your Notifications center in the Driver App.
• Status banner: When you open the document, a red banner asks you to add details manually.

To complete your submission:

1. Tap Add details on the document screen. 

   

2. Use your uploaded image (already attached to the form) as a reference to fill in the required fields. 

3. Tap Submit. The document status updates, and the Processing Failed alert is cleared. 

   

Needs Review (handled by your fleet)

If your document is readable but the AI can't confidently extract a required field, often due to poor image quality, the document is flagged with a Needs Review status in the Documents Hub on the Fleet Dashboard. A fleet user reviews the document alongside your uploaded image, enters the missing details, and saves it. No action is needed from you, though your fleet may reach out if the image is unreadable.

Submitting a Document with a Standard Template

For templates without AI, you fill out the form manually:

1. In Documents, tap the + icon.
2. Select the document template. (Your fleet controls which templates you see.)
3. Complete the fields. Fields marked with an asterisk (*) are required, and additional fields may appear based on your answers.
4. Tap + Upload to attach files if needed. You can choose Take photo, Select photo, or Select file to attach PDF, JPG, or PNG files.

5. Review your entries and tap Submit. 

   

Submitting Documents Offline

If your device is offline, documents you create are saved locally and automatically uploaded once service is restored. You'll see a confirmation once the upload completes, and pending uploads are marked in the app.

Uploading Driver Qualification Documents

If your fleet has enabled driver-initiated uploads, you can submit your own driver qualification documents, such as your driver's license, medical examiner's certificate, or employment application, directly from the Driver App. AI extracts the key information from your upload to create the document in Motive, streamlining onboarding and keeping your qualification file current.

Your fleet controls which qualification document templates you can see and upload and whether a fleet user must approve your submissions before they are saved to your driver qualification file. 

Availability: Driver qualification documents are part of Motive's Workforce Management (WFM) product. Fleets on the free WFM tier can enable driver-initiated uploads for the driver's license only; other qualification document types (such as the medical examiner's certificate or employment application) require a paid WFM subscription. If you don't see the Driver Qualifications folder or a specific template, check with your fleet manager.

Submitting a Driver Qualification Document

1. Log in to the Driver App and go to Documents from the home screen or the main navigation menu.
2. Tap the Driver Qualifications folder.
3. Tap the + icon.
4. Select a document from the list, or type in the search bar to find it.
5. Make sure your document is up-to-date, with all information visible and not blurry or dark, then tap Add image.
6. Choose Take a new image or Choose an existing image. If you take a new image, position the document within the frame when the blue lines appear around the document, tap the Capture button.
7. Capture images of all pages of your document and tap Continue. A driver's license requires an image of the front side and an image of the back side.
8. Review the details and tap Submit.

Note: Only the driver's license displays extracted information before you submit. All other qualification documents display extracted information after they are processed.

Once submitted, your document is in a Pending review or Processing state until it is saved to your driver qualification file.

Approval and Rejection of Driver Qualification Documents

Depending on your fleet's settings, a fleet user may need to review your submission before it is added to your qualification file. A submission is flagged for review when the AI can't extract a required field or when your fleet requires approval for all driver-uploaded documents. Documents under review are not available to you in the app until they are edited or approved. Here's how the review plays out:

• Approved: The document is saved to your driver qualification file and shows its normal status (such as up-to-date, Expiring, or Expired). No action is needed from you.
• Rejected: If the document doesn't meet requirements, for example, the image is blurry or the document is out of date, the fleet user rejects it with a reason, and you're prompted to resubmit.

Re-uploading a Rejected Document

If your document is rejected, you'll receive a notification in the Driver App with the reason for rejection:

1. Tap the notification to open it. 

   

2. Under the Needs Attention section, tap the rejected document.

3. Review the rejection reason and prepare a new document that meets the requirements. 

   

4. Tap Re-upload to attach new images for processing.
5. Tap Add image for the document, then tap Continue.

Your updated document is sent back to the fleet user for review.

Note: If a qualification document you uploaded can't be processed due to a technical error, it is marked as Failed in the Driver App, and you'll be notified and asked to re-upload it.

Viewing Documents shared by your Fleet

Beyond documents you create, the Driver App gives you access to documents your fleet shares with you. Keeping these documents at hand helps you prove legality, safety, and compliance during roadside inspections and keeps important reference information available on jobsites and en route.

Vehicle Documents: Viewable when connected

Vehicle documents such as registrations, cab cards, insurance identification cards, annual inspection reports, and permits are associated with vehicles, not individual drivers. You can view a vehicle's documents in the Driver App when you are connected to that vehicle. When you disconnect from the vehicle, you will lose access to that vehicle’s documents.

• Connect to your vehicle in the Driver App as you normally would at the start of your day.
• The connected vehicle's documents appear in the Documents section.
• The app caches vehicle documents while you're in high-connectivity areas, so they remain accessible even when you're somewhere with a poor cellular connection.
• You'll also be alerted in the Driver App when a connected vehicle's documents are nearing expiration, so your fleet can stay ahead of renewals.

Note: Drivers cannot upload vehicle documents through the Driver App. Vehicle documents are managed by fleet users on the Fleet Dashboard.

Asset Documents: Viewable when connected

Asset documents such as registrations, insurance, annual inspections, and permits for trailers, dollies, and other equipment work the same way as vehicle documents but are associated with assets. You can view an asset's documents in the Driver App when you are connected to that asset.

You connect to an asset automatically through any of the following:

• Travel groups
• Pre-trip inspection (DVIR) flows (via Driver Walkthrough or Maintenance)
• Log form asset selection
• Static vehicle-asset pairs set up by your fleet

Drivers using logs or timecards for time tracking can also manually select an asset from a picklist.

Like vehicle documents, asset documents are cached for offline access in low-connectivity areas, useful for a roadside DOT inspection, a jobsite reference, or routine operations.

Note: Drivers cannot upload asset documents through the Driver App. Asset documents are managed by fleet users on the Fleet Dashboard or via the public API.

Disconnecting from an Asset

Just as connecting to an asset makes its documents available, disconnecting removes the asset from your app and clears its documents from your device. You can disconnect from an asset manually, or the disconnection can happen automatically.

Manually disconnect from an asset:

If you connected to an asset through your log form, an inspection, a Driver Walkthrough, or the manual picklist, you can disconnect it at any time:

1. Open the asset selection bottom sheet in the Driver App, where your connected assets are listed.
2. Tap the Leave asset button next to the asset you want to disconnect.
3. You'll see a confirmation that the disconnection was successful, along with the assets you're still connected to.

Note: The Leave option is not available for assets connected through a travel group (dynamic pairing) or a static vehicle-asset pair set up by your fleet. These assets are connected through your vehicle, so they disconnect automatically when the pairing ends or when you leave the vehicle.

Automatic disconnection:

You are automatically disconnected from an asset when any of the following occurs:

• 24 hours pass since the asset was last selected or connected in the Driver App. Any new connection activity with the asset such as adding it to your log form, completing a pre-trip inspection, or re-selecting it from the picklist restarts the 24-hour window, so an asset you keep using stays connected.
• A travel group is broken, the asset and your vehicle are no longer traveling together.
• You log out of the Driver App. All connected assets are disconnected at logout.
• Your fleet deactivates the asset. The asset and its documents are removed from your app on the next sync.

Note: Asset documents may persist on your device for a short period after disconnection, so you can still reference them during a brief stop or a roadside DOT inspection right after dropping a trailer. If you need an asset's documents again, simply reconnect to the asset, for example, by re-selecting it from the picklist.

Driver Qualification and Other Shared Documents

• Shared with me: Fleet users can share Trip and Other documents with specific drivers or groups, even if the driver didn't create the document. These appear under Folders > Shared with me.
• Driver qualification documents: If enabled by your fleet, you can view your own qualification documents in the Driver Qualifications folder, keeping your credentials at hand. You'll also be notified in the Driver App when your qualification documents are nearing expiration. Drivers can only access their own qualification documents but not another driver's records.

Viewing and Sharing Your Documents

To view a document:

1. Log in to the Driver App and tap Documents.
2. Choose Created by me (your submissions) or Folders > Shared with me (documents shared by your fleet).
3. Tap a file to view its details and attachments.

To share a document with an external recipient, such as a broker or shipper:

1. Open the document.
2. Tap Share.
3. Enter the Recipient Email and tap Send.

Documents you submit are automatically shared with your organization. External sharing is only needed for recipients outside your fleet.

FAQs

Share this with others