Bring evidence to your SMS reviews
Record annual contractor reviews, retain review history and prepare audit packs. Give your team a clearer record of what was requested, reviewed and followed up.
Annual reviews · Audit trail · Evidence exports
For businesses that rely on subcontractors
Turn everyday contractor compliance into evidence for your SMS.
Bring contractor records, safety communications and review history together. Keep the evidence behind your safety processes organised and accessible.
14 days on Assure. Payment details required. View plans
Contractor & driver portals Safety communication records Review & audit evidence Built for Australian transport
Evidence for your SMS. Connected to the work behind it.
Know who is ready to work
Keep contractor and driver records together. Set requirements and see missing or expiring documents.
Document collection · Driver licences · Group requirements
Record safety communications
Share policies and toolbox talks. Keep participation and acknowledgements connected to the people who received them.
Policy records · Toolbox talks · Acknowledgements
Keep follow-up moving
Use expiry reminders, compliance rules and escalation workflows to follow up on gaps and retain communication evidence.
Email & text reminders · Rules · Escalation workflows
Capabilities vary by plan. Compare Monitor, Protect and Assure →
Safety management goes beyond a folder of documents.
The Heavy Vehicle Accreditation (HVA) scheme commenced on 1 August 2026, with a phased transition from NHVAS. Participating operators need an effective Safety Management System (SMS) that meets the applicable standard.
For businesses managing transport subcontractors, that puts the focus on how safety processes work in practice. FleetDocsAI helps connect your contractor records, communications and reviews to the evidence behind those processes.
HVA accreditation and Chain of Responsibility (CoR) duties are distinct. FleetDocsAI supports your SMS; software alone does not establish compliance or accreditation.
Regulatory context reviewed . Check NHVR for your transition arrangements.
How the work becomes evidence.
01
Set the requirements
Define the documents and onboarding steps that apply to your contractor groups and drivers.
02
Bring people in
Invite contractors and drivers to their portals. Collect records and review AI-extracted details.
03
Keep it moving
Issue toolbox talks, communicate changes and follow up on missing or expiring records.
04
Review the evidence
Complete contractor reviews and bring the records together for internal checks and audit preparation.
Your team makes the decisions. FleetDocsAI helps keep the records, follow-up and evidence connected.
Questions before you start?
Understand what the platform does, how it supports your SMS and what remains your responsibility.
Talk to our teamHow does FleetDocsAI support a Safety Management System?
FleetDocsAI brings contractor records, driver credentials, safety communications, follow-up and review evidence into one platform. These workflows support the implementation and evidence side of your Safety Management System (SMS). Your business still needs to identify and control its transport risks, assign responsibilities and evaluate whether its safety processes are effective.
What has changed with Heavy Vehicle Accreditation?
The Heavy Vehicle Accreditation (HVA) scheme commenced on 1 August 2026, with a phased transition from the National Heavy Vehicle Accreditation Scheme (NHVAS). Participating operators need an effective SMS that meets the applicable standard. Existing operators should check NHVR guidance for the transition arrangements that apply to their accreditation.
Read NHVR transition guidance →
Is HVA the same as Chain of Responsibility?
No. HVA is an accreditation scheme for operators. Chain of Responsibility (CoR) duties apply more broadly to parties in the transport chain, including businesses that influence transport activities through contracting, scheduling or loading. An SMS can support safety management across those activities; HVA participation and CoR responsibilities are distinct.
Read NHVR CoR guidance →
Does using FleetDocsAI make my business HVA accredited?
No. FleetDocsAI is an independent software platform, not an NHVR accreditation or approval. It supports records and workflows within your SMS. Accreditation depends on your business meeting the applicable requirements and completing the NHVR process.
Can subcontractors and drivers maintain their own records?
Yes. Invited contractors and drivers use their respective portals to submit and update required records. Your team sets requirements, reviews submissions and monitors their status. Toolbox talks and communications can also include participation and acknowledgement tracking.
What does the AI do?
AI-assisted extraction reads supported uploaded documents to capture details such as names, document numbers and expiry dates. It helps reduce data entry; it does not certify document authenticity or decide whether your business meets its legal obligations. Your team retains the review and approval role.
What is included in the free trial?
The 14-day free trial provides access to the Assure plan. Payment details are required during trial setup. Review the billing interval and subscription terms before starting. Ongoing feature availability depends on your plan.
Compare plans and pricing →
Bring your contractor evidence into your SMS.
Start connecting your records, safety communications and reviews in FleetDocsAI.
14-day Assure trial · Payment details required