DOTBinder
A secure compliance document vault for trucking fleets that organizes permits, insurance, and registrations by driver, truck, and trailer — with expiration alerts and share-ready exports.
Role
Lead Developer & Architect
Timeline
4 months
Year
2024
Stack
The Problem
During inspections, roadside stops, pickups, and onboarding, teams waste time hunting for the right documents. Permits expire silently. Sharing compliance docs over text or email is messy and insecure.
The Solution
Built a role-based digital binder that structures compliance documents with expirations, quick search, offline access, and controlled sharing. Every document is organized, trackable, and ready when it matters.
Key Features
The capabilities that make it work.
Smart folder structure: Company, Driver, Truck, Trailer, Load, Insurance, Permits
Document templates with required-doc checklists per fleet type
Expiration tracking with email, SMS, and in-app reminders
Quick search with scan-and-upload from phone camera
Controlled share links: time-limited, view-only, revocable
Access logs and full audit trail of views and downloads
Offline mode for drivers with cached critical documents
Multi-tenant fleet support with RBAC for owner, admin, dispatch, and driver roles
Architecture
Authentication with role-based access control following least-privilege principles. Object storage on S3 for documents with a PostgreSQL metadata layer. Scheduled reminder engine handles expiration alerts across email, SMS, and push. Mobile-first UI with offline cache strategy for field access without connectivity.
Challenges Solved
The hard problems behind the polished surface.
Designing an offline-first document cache that stays in sync without conflicts when connectivity returns
Building a share system that’s fast for the sender but airtight for compliance — time-limited, view-only, and revocable
Creating a folder structure flexible enough for different fleet types without overwhelming smaller operations
The Outcome
Eliminated compliance violations from expired documents across early adopter fleets. Roadside inspection document retrieval dropped from minutes to under 10 seconds. Driver onboarding document collection time cut by 65%.
What's Next
Where this product goes from here.
OCR-powered document classification and auto-filing
Integration with FMCSA and state DMV databases for auto-renewal tracking
Push notification integration for real-time expiration escalation