SolutionsFreight
Load paperwork, filed by loadbefore you invoice.
The Drive AI reads the load number off the rate confirmation, the bill of lading and the proof of delivery — including the one your driver photographed in a parking lot — and files all three under the same load.
Free to start
In short
How should a trucking company organize load paperwork and driver files?
By load for anything you bill on, and by driver for anything an auditor asks for. The Drive AI reads the load number off a rate confirmation, a bill of lading or a proof of delivery and files all three under the same load, so the invoice packet is together before anyone goes looking for it. Driver documents work the same way against the driver named on them, with the date that matters written into the filename.
What an inbox and a shared drive cannot do
- File a proof of delivery a driver photographed on a steering wheel, from the load number printed on it rather than from a filename like IMG_2291.jpg.
- Put a medical card and a motor vehicle record under the right driver, named by the date that matters, and report them before they lapse.
- Catch the documents that arrive as email attachments from brokers, receivers and repair shops and never reach the dispatch system at all.
It runs alongside a transportation management system rather than replacing one. The TMS dispatches the load, tracks it and bills it; this holds the documents behind it, including everything that arrives by mail or as a photograph from the cab. Workflows can watch Gmail, Outlook, Google Drive, OneDrive, SharePoint or Dropbox, and files stay in the account they arrived in.
The problem
What costs you time
Three documents, three senders, three days
The rate confirmation comes from the broker, the bill of lading from the driver and the proof of delivery from the receiver, and nothing puts them in the same place.
Paperwork that arrives as a photograph
Drivers do not scan. A signed bill of lading is a picture taken in a parking lot, called IMG_2291.jpg and rotated ninety degrees.
Invoicing waits on the packet
Billing cannot go out until the pieces are together, and assembling them by hand is the step sitting between delivering a load and getting paid for it.
Driver files that go quietly out of date
A medical card renews on the examiner schedule rather than on yours, and nobody notices until an audit asks to see it.
How it works
Set up once. It files from then on.
Connect the inbox and the drive
The mailbox that receives rate confirmations and proofs of delivery, plus the folder drivers upload photographs into from the road. Most carriers need both.
Say how the filing works, once
One folder per load for what you bill on, one per driver for qualification files, one per unit for maintenance. Said in plain English rather than rebuilt as a folder tree for every load booked.
Documents file themselves
Each arrival is read for the load number, the driver or the unit, then renamed by date and document type and filed. Photographs are read the same way scans are.
Ask across the paperwork
"Find the proof of delivery for load 7842" — answered across everything filed, with the document the answer came from.
What you can ask
Questions, in your own words
- Find the proof of delivery for load 7842
- Show me every rate confirmation from this broker in August
- Which medical cards run out in the next sixty days?
- Find the annual inspection for unit 117
- What did we pay for tires on unit 104 last year?
- Show the bills of lading signed by Midwest Foods
- Find the motor vehicle record for R. Alvarez
- Which repair invoices mention brake work?
What it does
Built for how freight works
Filed by Load
Rate confirmations, bills of lading and proofs of delivery reach the same folder because they all carry the load number, whatever the sender happened to call the file.
Photographs Read Like Documents
A bill of lading photographed in a cab is read with OCR, so the load number printed on the page is what files it rather than the name the phone gave it.
Driver Files by Person
Applications, motor vehicle records, road test certificates and medical cards file under the driver named on them, with the date that matters at the front of the filename.
Service History by Unit
Repair invoices from whichever shop was closest file under the truck the work was done on, so a unit folder reads as its own service history from the list view.
Rules for Every New File
Set the filing once and every arrival follows it — from Gmail or Outlook, Google Drive, OneDrive, SharePoint or Dropbox — without anyone touching it.
Works Where Your Files Already Are
A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so a carrier organizes in place without migrating off its current storage.
Review Before It Files
Any rule can pause for a person to approve it, showing exactly what it is about to do. A document with no readable load number goes to review rather than under a guess.
Collect Documents From Drivers and Carriers
Send a link for the documents a file needs. What comes back files under that driver or carrier rather than landing in an inbox to be sorted later.
For each role
What each person gets
Dispatchers stop hunting for the rate confirmation on a load somebody else covered, because every load folder is built the same way.
Billing and AR find the packet already gathered under the load rather than reconstructing it out of three inboxes before an invoice can go out.
Safety and Compliance open one folder per driver and see what is current, instead of finding out during an audit that a medical card lapsed in March.
Maintenance read a truck's history out of its own folder when a shop three states away asks what was done to it last.
Owner-Operators get a filing system that holds without the back office a filing system usually assumes.
Use cases
The jobs this actually does
File Rate Confirmations, BOLs and PODs Under the Load They Belong To
The rate confirmation comes from the broker on Monday, the signed bill of lading is a photo your driver sends on Wednesday, and the proof of delivery arrives as a scan from the receiver on Friday. All three belong to load 7842 and all three are called something else.
RC 7842.pdfLoads/L-7842 Midwest Foods/2026-07-13-rate-confirmation.pdf
Keep a Driver Qualification File That Survives an Audit
An auditor asks for the file on a driver hired three years ago. The medical card is in a filing cabinet, the motor vehicle record is in somebody's email, and nobody is certain the annual review was ever done.
med card.pdfDrivers/Alvarez, R/2028-03-12-medical-examiners-certificate.pdf
File Maintenance Records and Inspections by Truck
A truck goes down in another state and the shop asks what was done to it last. The answer is in a repair invoice from a different shop, filed under the month somebody paid it.
INV-88213.pdfUnits/104/2026-06-02-pm-service-a.pdf
Guides
Read the full guide
Compared
Against filing it by hand
Automatic filing by load number
Reads photographed paperwork
Driver files by person
Renewal dates read off the document
Natural language search
Works in your existing storage
Secure sharing with brokers and factors
Bank-level encryption
FAQ
Questions answered
- How should trucking paperwork be organized?
- By load, with one folder per load number and the customer in the folder name, because every document in an invoice packet carries that number and it is the one key they share. Driver documents go by driver and maintenance records by unit, since those are the units those questions get asked in.
- Can it file a bill of lading a driver photographed?
- Yes, and that is the common case rather than the edge case. The load number is printed on the document, so it is read off the image and used to file it under the right load. A photograph taken at a bad angle or in poor light may not be readable, and those go to a review folder instead of under a guessed load.
- Does this replace a TMS?
- No. A transportation management system dispatches loads, tracks them and bills them. This holds the documents behind that, including everything arriving by email or as a driver photograph that never reaches the system at all. Smaller carriers often run the paperwork entirely out of an inbox and a shared drive, which is where it fits.
- Does it keep us DOT compliant?
- No. It keeps driver documents in one predictable place per driver, named so you can see at a glance what is current, which is most of what makes an audit go quickly. Whether a driver is qualified is a decision a person makes and signs for, and drug and alcohol testing records are held separately rather than in the qualification file.
- Can it tell me an invoice packet is complete?
- No. Nothing here compares a folder against a list of what should be in it, so it cannot report that a proof of delivery never arrived. What it does is put everything that has arrived under the load, so the gap is visible the moment you open the folder. For documents you are collecting from someone, a file request with a checklist is the thing that tracks what is outstanding.
- Does a carrier have to move its files?
- No. A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, and workflows can watch SharePoint, Gmail and Outlook. Documents are organized and renamed where they already sit, and existing links keep working.
Need to merge, split, compress, or sign a PDF right now? The free browser tools need no sign-up.
Free PDF toolsDeliver the load. The paperwork files itself.
Every document under its load number, its driver or its unit, the day it arrives.