Fleet · Daily operations · 9 min read

Track registration, permits, inspections and insurance

Record vehicle and driver documents, renew them before they expire, read documents with AI, and keep insurance policies.

Before you begin

• Document types exist under Fleet > Configuration > Document Types and Permit Types. Types are supplied for the UAE (Registration / Mulkiya, Motor Insurance, Vehicle Testing, Salik Account, Commercial Permit), Saudi Arabia, Oman, Qatar, Bahrain and Kuwait.
• Driver documents such as licences can be seen and created only with fleet.driver.view.

Add a document

1. Open the right Compliance page: Fleet > Compliance > Registration, Permits, Inspections or Documents (all groups). Or use Upload Document on Vehicle 360.
2. Click New document.
3. Choose the Document type.
4. Choose the Vehicle, or for a driver type the Driver.
5. Enter the Number, Issuing authority, Issued and Expires dates. Expiry must be after issue.
6. Enter the Fee paid if any, attach the Scan, and save.

The status is worked out by the system: Valid, Expiring Soon (30 days or fewer) or Expired. Ticking Renewal in progress shows Renewing. A fee is written to the cost ledger as Registration, Toll, Insurance or Other, depending on the type's group. Saving a Driver Licence document with a later expiry updates the driver's licence expiry.

Read a document with AI

1. On Documents, click Read with AI and upload a registration, insurance, lease, fine, invoice or service bill.
2. Check every field that is pre-filled, including the suggested vehicle (matched by plate or VIN) and type.
3. Click Save document.

Nothing is saved until you save. If no AI model is configured and the file is a picture, you are told to fill the fields in by hand.

Renew a document

1. Open the document and click Renewing to mark that a renewal has started.
2. When the new document arrives, click Renew. The new number defaults to the old one, the issue date to the old expiry, and the expiry to the old expiry plus the type's "Renews every (months)" (12 for Mulkiya). Enter the fee and scan.
3. Save.

Example: a Mulkiya expiring 2026-11-30 renewed with a fee of AED 450 becomes a new document issued 2026-11-30 expiring 2027-11-30, with AED 450 as a Registration cost. The old one is kept but hidden from lists and from the vehicle's dates. A document can be renewed once.

Record an insurance policy

1. Open Fleet > Compliance > Insurance and click New policy, or use Insurance policy on Vehicle 360.
2. Choose the Vehicle, the Insurer, and enter the Policy number (required).
3. Choose the Cover: Comprehensive, Third party, Third party fire and theft or Fleet policy.
4. Enter From and To (To must be after From).
5. Enter the Premium, Deductible and Insured value, and attach the policy.
6. Save.

The premium is written as an Insurance cost dated the From date. Vehicle 360 shows the insurance expiry from the live policy.

What happens next

• The daily scan raises alerts at the days set in Fleet Settings (default 120, 90, 60, 30, 15, 7 and 0 days). They appear under Recent Alerts on the Dashboard and on the calendar as renewal entries.
• Vehicle 360's Documents tab shows a red line Missing for this country listing mandatory types that are absent. A live insurance policy satisfies the insurance group.

Good to know

• "Expiry before issue" is refused: "The expiry is after the issue date."
• Trying to renew twice gives "This document has already been renewed."
• Without fleet.driver.view you see "You cannot see driver documents."