Most fleets do the work. The trouble starts when an auditor or inspector asks for proof and the records are spread across filing cabinets, inboxes and different systems. Gearbox records the work as it happens and connects it to the relevant asset or person, so your team can find the supporting records when they need them.
Accredited vehicles, inspections, permits, mass verifications, books, contractor reminders and non conformances all report into a single compliance dashboard, broken down by what is due in 7, 14 and 30 days. You can see where you stand before the auditor calls rather than after.
Every asset has a clear status for registration and inspection expiry, with automated reminders and inspection templates. Whether it is a brake check, annual safety inspection or component-specific inspection, Gearbox keeps it scheduled, tracked and documented.
Automate trip inspection logs, maintenance records and repair history to meet NSC Standard 13 and FMCSA 396.3(b), ready for a roadside inspection or a facility audit.
Store workers compensation, liability insurance and certificates for third party contractors, with automated reminders before expiry, under NSC Standard 14 or 49 CFR Part 390.
Log any non compliance or safety incident, assign corrective actions and track them through to closure for mechanics, drivers and contractors.
Record oversize and overweight permits, hazmat authorizations and special operating licenses per vehicle, with documents attached and renewal alerts set.
Keep tare weights, axle loads and weigh tickets in one place, with alerts when a re-verification falls due.
Document vehicle and task specific risk assessments, identify hazards, apply controls, and link them to the repairs or safety actions that followed.
Configure each truck and trailer for GML, CML or HML, so prestart users record loads and get overload alerts per axle group and combination.
See how Gearbox handles the day-to-day details of fleet compliance, with practical guides to each feature.
For fleets accredited under the National Heavy Vehicle Accreditation Scheme, Gearbox addresses the Mass Management and Maintenance Management standards: electronic daily checks, fault recording and repair, scheduled servicing, records and documentation, and the internal review evidence an auditor asks for. Gearbox does not write your policies and procedures, it holds the records that prove you follow them.
Read the guideInspections are for time based work like annual roadworthy or brake checks, scheduled separately from service intervals. An asset can carry several inspection types at once, each with its own due dates, and every one of them feeds the vehicle's traffic light.
Read the guideRecord a verification date, supplier and vehicle, attach the weigh ticket, and Gearbox tracks the expiry, 90 days by default, and alerts when a re-verification falls due.
Read the guideRaise a non conformance, assign the corrective action and track it to closure. NCR types named for mass or maintenance are automatically counted into the matching accreditation review, so the internal review numbers build themselves as the year goes on.
Read the guideEach contractor gets a profile with linked employees, vehicles, reminders and documents. A contractor status report listing their reminders, vehicles and employees can be emailed to them weekly or monthly, so keeping their paperwork current becomes their job rather than yours.
Read the guideThe load sheet view shows loads and overloads per vehicle: green for no overloads, red for one or more, grey for no loads recorded. Drivers enter loads in the Prestart app, and paper records can be keyed in alongside them.
Read the guideStart a free trial, or book a walkthrough with our team and we will set up a proof of concept using your own assets.
