- 01 Driver-level compliance rollup. Any expired document flags the driver instantly.
- 02 10-point DQF Binder export (PDF) mapped to 49 CFR 391.51
- 03 Accident register with 3-year retention (49 CFR 390.15)
- 04 FMCSA profile page: USDOT, operating authority, safety rating, insurance filings, inspection history
- 05 Alerts dashboard with 90-day advance expiration warnings
Features
Every tool a motor carrier needs. Nothing you don't.
Certflo is built around the four people who actually touch compliance paperwork every day. Each section below is grouped by the role that uses it most.
Role · 01
Branch Manager
See every driver's compliance posture at a glance, export DQF binders with one click, and stay on top of accident history the way the DOT expects.
Role · 02
Supervisor
Assign documents, verify uploads, and own the day-to-day paperwork without living in a filing cabinet.
- 01 Document upload with AI pre-fill. Snap a photo, confirm the extracted fields.
- 02 Supports CDL copy, medical certification (MEC and CDLIS MVR), initial and annual MVR, road test certificate, employment application, and previous employer verification
- 03 Automatically handles iPhone HEIC photos
- 04 Status pills on every document: good, warning, expired, or missing
Role · 03
Dispatch
Assign loads to drivers you can legally send. Message them directly inside Certflo. No more texting from a personal phone.
- 01 Vehicle roster and load assignment
- 02 In-app messaging between dispatch and drivers
- 03 Driver availability gated by compliance status
Role · 04
Driver
Your entire file lives on your phone. Installable mobile app, camera-direct upload, and offline access.
- 01 Mobile-first app, installable on iPhone or Android home screen
- 02 Camera-direct document upload from the driver's own phone
- 03 Personal compliance status view with expiration timelines
- 04 Direct message channel to dispatch
- 05 Works offline for reviewing already-synced documents
Scope
What Certflo does not do.
We stay narrow on purpose. Certflo owns the Driver Qualification File (49 CFR 391 Subpart F) and the Accident Register (49 CFR 390.15). The items below live in separate tools on purpose, and we'll point you at the established ones.
Drug and Alcohol Testing
Records must legally be kept in a separate, access-controlled file (49 CFR 382.401). Use a C/TPA like Foley or DISA.
Clearinghouse Queries
Pre-employment and annual limited queries go through clearinghouse.fmcsa.dot.gov directly or a designated C/TPA. Not something a DQF tool can proxy.
Hours of Service / ELDs
49 CFR Part 395. Keep your ELD provider (Motive, Samsara, Omnitracs). Certflo runs alongside.
Vehicle Maintenance / DVIR
49 CFR Part 396. DVIRs, annual inspections, maintenance records live in a fleet maintenance tool.
ELDT Training Delivery
Training happens at FMCSA Training Provider Registry providers. Certflo can store the completion certificate if you want, but does not deliver training.
PSP / Background Screening
Pre-Employment Screening Program is run by FMCSA via NIC Federal at psp.fmcsa.dot.gov. Certflo does not proxy it.
Optional storage
Store non-DQF documents if you want. Labeled clearly.
Some documents live outside the DQF under their own regulation. Certflo can hold copies in a supplementary file labeled as carrier-chosen storage, not DQF compliance.
ELDT Certificates (optional)
FMCSA Training Provider Registry holds the authoritative record (49 CFR Part 380). Certflo can store a copy alongside the DQF as carrier documentation.
Hazmat Training (optional, separate retention)
49 CFR 172.704 requires employment plus 90 days retention, separate from the DQF. Certflo stores these in a dedicated hazmat file, not as a DQF tab.
Security and trust
Your carrier's data stays yours.
Isolated per carrier
Every carrier's data is walled off from every other carrier. No shared spreadsheet, no shared folder, no accidental cross-over.
Role-based access
Branch managers, supervisors, dispatch, and drivers each see only what they need. Access is enforced at the data layer, not just the screen.
Self-serve billing
Upgrade, downgrade, change your card, or cancel at any time from your account. No retention call, no email chain.
Encrypted in transit and at rest
TLS 1.2 or higher on every request. AES-256 at rest on every document, backup, and export.