Every document, against the unit or the person it belongs to.
Fleet paperwork does not go missing because nobody filed it. It goes missing because it was filed somewhere that does not know when it expires, who renews it, or which units cannot leave without it. DocVigia keeps all three next to the document itself.
One place, and it knows what it is holding.
A scan in a shared drive is a file. The same scan in DocVigia is a typed document with an owner, an expiry date, a version history and a list of units that depend on it.
- Versioned. Renewing a policy does not overwrite the old one. The previous version stays, which is what an auditor asks for when the question is what was valid on a given date.
- Attached to a unit or a driver. A circulation card belongs to a plate. A licence belongs to a person. Neither is a folder somebody has to remember to look in.
- Scoped by role and by site. Drivers see their own documents, a distribution centre sees its own fleet, HR sees licences and not policies. Multi-site operations are not one shared drawer.
- Audit-logged. Who uploaded what, who replaced it, who exported it. The history is the product, not a feature bolted on for a certification.
What this unit needs, for this kind of trip.
Most systems track documents. Very few know which ones a given unit is actually required to hold — so "compliant" ends up meaning "nothing in the folder has expired", which is not the same thing as being allowed to leave.
By unit type
Tractor, dry trailer, refrigerated trailer, thorton, dolly — each with its own required set, its own axle count and its own custom fields. A dolly is not a tractor with fewer documents; it is a different row.
By trip type
Local, domestic, cross-border, hazardous materials. Cross-border adds Carta Porte; hazmat adds the safety permit; a local run asks for a fraction of the domestic set.
Editable, and country-agnostic
Mexico ships as a catalog you can change: twelve document types, five unit types, four trip types, and the grid connecting them. Add a document type, add a field, change who owns the renewal.
It is what the gate reads
The matrix is not documentation. It is the rule the QR check at the gate evaluates, and the reason a NO-GO can name the exact document that caused it.
Photograph it. We read the date.
The reason fleet document systems fail is not the software. It is that somebody has to type six hundred expiry dates into it first, and then keep typing.
Bulk import
The whole fleet and its documents from one spreadsheet. This is how a hundred-unit operation goes live in an afternoon instead of a quarter.
AI and OCR
Upload a scan or a phone photo and the fields come out — expiry date, plate, policy number. The model knows the layouts: a tarjeta de circulación is not a póliza.
Checked before it saves
Extraction is shown for confirmation, not applied silently. A wrong date read confidently is worse than no date at all — it is a gate that clears a unit it should have stopped.
The alert has to reach whoever can actually renew it.
A shared inbox that everyone receives and nobody owns is how a policy lapses with thirty days of warning. DocVigia routes by document type, to the department that owns that renewal, and escalates when nothing happens.
- 30, 15, 7 and 1 day. Four warnings by email, not one. The first is for planning, the last is for panic.
- Recipient groups you configure. Per document type, with an escalation ladder that widens the audience if the date gets closer and nothing changes.
- A renewal queue, sorted by exposure. Not an alphabetical list — what fines you first, first.
Where the alerts stop
DocVigia tells you a document is about to expire and who should act. It does not file the renewal for you: it does not book the verificación, issue the policy, or submit anything to SICT or SAT. Those integrations are on the roadmap and are not shipped.
The questions that decide this.
We already keep everything in SharePoint. Why change?
You may not have to. DocVigia imports from SharePoint libraries on a schedule, so the drive stays where it is and the expiry tracking, the requirement matrix and the gate check happen on top of it. What a drive cannot do is tell you that unit 41 may not leave today.
Our documents are not Mexican. Does this still work?
Yes. Mexico ships as a catalog, not as hard-coded logic — document types, unit types, trip types, custom fields and the matrix are all editable. What is specific to Mexico is the starting set, not the system.
Who can see a driver's documents?
Only the roles you allow. Access is configurable per role and scoped per distribution centre, drivers can be limited to their own file, and every view and export is logged. Licence data is personal data, and it is treated that way.
How long before this is actually running?
Under an hour for most fleets, without help from us: a guided wizard sets up the workspace, the spreadsheet import brings in the fleet and its documents, and the QR stickers print from the platform. Ten vehicles are free for thirty days with no card.
See it on your own fleet.
Ten vehicles free for thirty days, no card. Import your fleet from a spreadsheet, print the stickers, and put a phone on the gate.