Your drivers tick the same boxes every morning without looking. Paper defect sheets end up coffee-stained on the dash. Then DVSA pulls you over and you're scrambling for proof. Digital walkarounds force proper checks, capture photo evidence, and keep you road-legal. No more excuses, no more fines.
Real problems we've seen in depots across the UK
After 15 years watching courier fleets struggle with vehicle checks, we know what goes wrong. Drivers doing 30-second walkarounds at 4am. Lost defect sheets when DVSA asks for proof. Insurance claims rejected because you can't prove pre-existing damage. Time to fix it properly.
Everything you need for bulletproof vehicle checks
Built by people who've run depots, not tech companies who think they know transport. Every feature solves a real problem we've seen in the yard.
Every photo tagged with exact location and time. Proves the check happened in your yard at 05:47, not round the corner at 08:30. GPS accuracy means no arguments about where damage occurred.
Running Sprinters? Different checks to Transits. Tail lifts need extra attention. Build checklists for each vehicle type. Add seasonal checks (screenwash in winter, coolant in summer). Your fleet, your rules.
Metal warehouse blocking signal? Underground parking? No problem. Drivers complete checks offline, everything syncs when they're back in range. No excuses for skipped checks.
Driver finds brake light out? Alert hits transport desk before they've finished the check. Fix it before departure, not after DVSA pulls them over. Set severity levels - blown bulb vs brake failure.
Pull up any vehicle's history in seconds. See when that wing mirror damage first appeared. Track tyre wear over time. Spot patterns - same driver, same defects? Time for a chat.
Defect found? Creates maintenance job automatically. Links to service schedules - due for oil change? Reminder pops during morning check. No more "forgot it was due" MOT failures.
What drivers actually find when they look properly
Based on 2.7 million checks across UK courier fleets. These are the issues that turn into roadside prohibitions if you don't catch them first.
*Data from 127 UK depots, January-December 2023. Average depot catches 47 serious defects per month.
What DVSA actually looks for (we asked them)
Spent years dealing with DVSA inspections. Know what makes them happy and what gets you prohibited. Here's the inside track on passing every time.
DVSA can demand to see 90 days of defect records. Paper sheets in a filing cabinet? Good luck finding Tuesday 3rd October at 2pm on a Saturday. Digital system? Three clicks and it's on screen.
What happens when checks go wrong
Think digital checks are expensive? Let's talk about what paper checks really cost when DVSA catches you out.
*One bad roadside check: £8,000+ in fines. Annual digital check system: £2,400. You do the maths.
Real example from Manchester depot, March 2024:
Total cost of one missed brake check: £51,010
From van keys to road legal in 5 minutes
No training needed. If your drivers can use WhatsApp, they can do digital checks. Here's exactly what happens each morning.
Logs in with depot PIN. Selects their vehicle from dropdown (or scans QR code on windscreen). Previous defects show as reminders - "Check if yesterday's indicator fault is fixed".
What drivers see: Big green "Start Check" button. Can't access vehicle keys until check is complete (smart key box integration available).
App walks them round vehicle in logical order. Front > Driver side > Rear > Passenger side > Under bonnet > Inside cab. Each section has specific checks with photos where needed.
Smart features: Skip photo if nothing's changed since yesterday. Force photo for critical items (tyres weekly). Voice notes for complex issues.
Cracked wing mirror? Photo required. Guidelines overlay shows how to frame shot properly. Can't submit blurry pics - AI checks image quality. Multiple angles for serious defects.
Photo intelligence: Automatically tags location on vehicle. Suggests severity (red/amber/green). Compares to yesterday's photo to track deterioration.
Review screen shows all findings. Driver adds digital signature. Can't submit without completing every section. Report uploads instantly (or queues if offline).
Submission options: Green button "Safe to drive". Red button "Unsafe - do not use". Amber "Drive with caution" for minor issues.
Transport desk screen flashes red for serious defects. Notification shows vehicle, driver, issue, photos. One click to assign to workshop or book external repair.
Alert routing: Brake issues → Workshop immediately. Bulb out → Parts order. Body damage → Get quote. All tracked in system.
Minor defect? Schedule for lunch break fix. Major issue? Swap driver to spare van. System tracks repair progress. Driver notified when vehicle is safe. Full audit trail maintained.
Closed loop: Defect isn't cleared until workshop confirms repair complete. Photo evidence of fix required. Next day's check verifies repair.
Total time: 5 minutes for thorough check. Paper version: 30 seconds of fake ticks. Which would you rather explain to DVSA?
Something for everyone in the depot
Digital checks aren't just about compliance. Every role in your operation gets real benefits. Here's what's in it for your team.
Driver feedback: "Used to dread customer complaints about damage. Now I just show them the morning photos. Argument over."
Compliance feedback: "DVSA auditor said it was the best record system they'd seen. Audit done in 20 minutes instead of 2 hours."
Real numbers from real depots
Forget the sales fluff. Here's what digital checks actually save based on 50+ depot implementations.
Total Annual Savings: £33,040
Digital check system cost: £2,400/year
ROI: 1,377% (Pays for itself in 3 weeks)
Works with what you've already got
Don't rip and replace. Digital checks slot into your existing systems. We've integrated with most transport management platforms out there.
Setup time: 2 hours for 30-van fleet. Training: 15-minute video. Support: UK-based team who know transport.
Been in transport long enough to know this: A proper walkaround takes 5 minutes. A DVSA prohibition takes your van off the road for days. Your drivers will thank you when they're not getting pulled over, and your accountant will thank you when the fines stop coming.
Join other UK delivery companies who've cut their admin time by 80% and eliminated platform costs completely.
Limited Time Offer:
No spam, ever. Your data is safe with us.
Save 20+ hours weekly
Join 200+ delivery companies
