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For fleet operators

Fleet paperwork that comes back from the road

Walk-around checks, handovers, delivery notes, load tickets. Upload your exact forms, drivers fill them from the cab, and every document lands in one library instead of a glovebox.

A driver filling in the load ticket on a phone while a loaded tipper truck stands on the weighbridge

How fleet paperwork breaks, today.

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The office does not know a ticket is missing until it is time to invoice.

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One wet slip blocks a whole week's billing.

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Stapling the weighbridge ticket to the docket is the system.

Your documents, not our templates.

docspawn starts from your own PDF and keeps it pixel-accurate. These are the five a fleet runs on.

Daily walk-around checklist
Start here
Lights, tyres, brakes, coupling, defects. The driver ticks it from the cab on your own checklist layout. A defect can spawn a defect report and send it to the workshop, with the photos already inside.
Vehicle handover
Condition, mileage, fuel, keys. Filled at the yard when a vehicle changes hands, signed by the driver on a phone, filed against the vehicle.
Delivery note and proof of delivery
The recipient signs on their own phone at the drop. No app, no login, no clipboard handed through a window. The signed note reaches the office while the driver is still on route.
Accident and incident report
What happened, when, and where. Photos of the scene and the third party's details, captured before anyone drives away.
Weighbridge and load tickets
The carbon pad, retired. The ticket is filled at the scale, generated as your branded PDF, and sent to the office. Stapled to nothing, because it arrives already attached to its job.

From walk-around to invoice, on one link.

1
Upload your forms once.
The walk-around sheet, the delivery note, the ticket. AI detects the fields on each. Your layouts stay pixel-accurate.
2
The driver fills them from the road.
One link on their phone. The morning check by thumb, defect photos straight into the document, the rest by voice. At the drop, the recipient signs on their own phone.
3
The office stops chasing paper.
Every document lands in a filterable library the moment it is finished. Filter by vehicle, driver or date. Billing works from documents that are already there, not from slips that might come back.

A lost slip used to block a week's billing.

When the paperwork is a carbon pad, the office finds out a ticket is missing at invoicing time, and the driver gets chased for a slip that dissolved in a cab three days ago. When the ticket is generated and sent the moment it is filled, there is nothing to lose, nothing to staple, and nothing to wait for.

Features, in fleet terms

One-handed capture
Web, mobile and voice from a single link, built for a driver in a cab, not a clerk at a desk.
Photos inside the document
Defects, damage, the loaded trailer. They land in the report, placed where your form expects them.
Conditional defect reports
Documents adapt to the input. A failed check appends the evidence, a clean check stays one page.
Signatures at the drop
Recipients sign on their own phone. Every document keeps an audit trail of who filled what, and when.
A library, not a glovebox
Filter by vehicle, driver, route or date. Saved views, versions, and an audit trail.
Batch runs from spreadsheets
Generate a document for every vehicle on the list in one run, like the quarter's inspection cover sheets.

Frequently asked questions

Do drivers need an app?

No. They open a link on any phone. Filling works by thumb, by photo, or by voice.

Can we keep our own walk-around sheet?

Yes. Upload your own PDF and AI detects the fields. The finished check matches your form, pixel-accurate.

How do proofs of delivery work?

The recipient signs on their own phone at the drop, no login. The signed note is sent and filed the moment it is done.

Can the office see what is outstanding?

The library is filterable with saved views, so the documents for any vehicle, driver or day are one filter away. What arrived is visible, and so is what has not.

Paperwork that arrives before the truck does.

Upload the forms your fleet already runs on. Every document after that takes seconds.

Upload your form

Also on docspawn: HVAC, Field operations, Car rental, Back office, Google Forms