Ongoing Recordkeeping & Audit Preparation for Trucking Companies

How to Keep Your Business Rolling Smoothly, Stay Compliant, and Be Ready for Anything

Don’t Let Paperwork Put the Brakes on Your Business

Running a trucking company might start with the dream of owning big rigs, hauling freight across the country, and building something of your own. But behind the wheel of every successful trucking operation is something far less exciting—paperwork.

That’s right. Compliance, recordkeeping, and audits may not be glamorous, but they are essential. In fact, staying organized behind the scenes can mean the difference between smooth operations and sudden shutdowns. And the good news? You don’t have to be a lawyer or accountant to get this stuff right.

This guide breaks down everything you need to know about ongoing recordkeeping and audit preparation in simple, no-fluff language—even a 7th grader could follow along. Whether you’re an owner-operator or managing a growing fleet, we’ll help you stay audit-ready, financially healthy, and worry-free.

Why Recordkeeping Matters

Think of your records like the toolbox that keeps your whole company running. If something breaks—like a missing form, expired registration, or overdue maintenance—having solid records means you can fix the problem fast.

Here’s what great recordkeeping helps you do:

• Prove you're following the rules during inspections or audits
• Avoid fines, penalties, or having your trucks pulled off the road
• Track your company's performance and financial health
• Make smarter choices as you grow your business

Key Compliance Areas to Stay On Top Of

Let’s look at the major areas where you’ll need to keep solid, up-to-date records.

1. MCS-150 Biennial Updates: Keep Your DOT Number Alive

The MCS-150 is a form you file with the FMCSA to keep your company’s info—like address, number of vehicles, and types of cargo—up to date.

When to file:

• Before you begin operations
• Within 30 days of big changes
• Every 2 years (based on your DOT number)

If your DOT number’s second-to-last digit is even, you file in even-numbered years. If it’s odd, you file in odd-numbered years.

Why it matters:

Miss your update, and your DOT number can be shut down. That means no hauling, no income, and lots of stress. Set a digital calendar reminder—you’ll thank yourself later.

2. Random Drug & Alcohol Testing: Keeping Roads and Reputations Safe

If you hire drivers with CDLs (Commercial Driver’s Licenses), you must follow strict drug and alcohol testing rules from the FMCSA.

Testing includes:

• Pre-employment
• Random (throughout the year)
• Post-accident
• Reasonable suspicion
• Return-to-duty (after a failed test)

What to keep on file:

• Test results
• Dates of tests
• Company drug/alcohol policy
• Documentation of driver follow-up programs (if needed)

Why it matters:

Skipping or mishandling drug testing rules can cost you thousands in fines—and worse, put dangerous drivers on the road.

3. Maintenance Logs: Your Trucks’ Health Records

Just like people need checkups, trucks need regular maintenance. And just like a doctor keeps medical records, you need to log all maintenance and inspections.

Your logs should include:

• Repairs and service history
• Inspection reports (daily, periodic, and annual)
• Preventive maintenance (like oil changes and tire checks)

Why it matters:

Not only is this required by the FMCSA, but having clean, digital maintenance logs makes inspections and audits go much smoother—and keeps your trucks running longer.

IFTA & IRP: Fuel Tax and Vehicle Registration Simplified

IFTA (International Fuel Tax Agreement)

Every three months (quarterly), you need to file a report showing how much fuel you bought and how many miles you drove in each state.

Keep records of:

• Fuel receipts
• Odometer readings
• Trip logs

IRP (International Registration Plan)

This is your multi-state truck registration. You renew it once a year and report how many miles you drove in each state.

Why it matters:

Missing IFTA/IRP deadlines can lead to fines or your trucks getting pulled off the road. Keep all renewal dates on a calendar and use software to track mileage and fuel.

Setting Up a Mock DOT Audit (Yes, You Really Should)

Imagine this: You get a call saying the FMCSA is coming to audit your company in 48 hours. Panic? Not if you’ve already done a mock audit.

How to do one:

• Gather Records: Pull driver files, drug test results, HOS logs, maintenance reports, and accident records.
• Check for Gaps: Make sure every file is complete and current.
• Test Access: Pretend you’re an inspector—can you find what you need in 48 hours or less?
• Fix Weak Spots: Update processes and train your staff on what to do if a real audit happens.

Bonus Tip: Do this every 6–12 months. You’ll stay ready and sleep better.

Recordkeeping Best Practices That Actually Work

Keeping good records doesn’t have to be a mess. Follow these simple rules:

• Store records securely – You can use your main office, a regional office, or even a driver’s reporting location—but records must be available within 48 hours if requested.
• Digital copies are fine – Scanned or digital versions are accepted by the FMCSA, but they must be clear and legible.
• Use e-signatures – Electronic signatures are legal, as long as you can prove who signed.
• Protect personal data – Limit access to sensitive information (like social security numbers) to only those who really need it.

Software to Make Recordkeeping Easier

You don’t have to do all this manually. Many trucking companies use cloud-based software to manage compliance with ease.

Look for tools that:

• Track driver qualification files, hours of service, and maintenance logs
• Send automatic alerts for due dates
• Let you sign and store documents digitally
• Are easy to use during an audit

Popular options include:

• DriverReach – Great for managing driver files and compliance tracking
• J.J. Keller – Known for maintenance recordkeeping and safety tools
• Samsara / KeepTruckin – Solid for electronic logging and vehicle tracking

Choose software that fits your business size and budget. Even using something simple like Google Drive + a spreadsheet is better than keeping paper files stuffed in a drawer.

Compliance = Control + Confidence

Staying compliant doesn’t have to be overwhelming. Think of it as part of building a strong foundation for your business. The more organized you are, the fewer surprises you’ll face—and the easier it’ll be to grow.

Here’s a quick recap to keep you rolling:

• Update your MCS-150 every 2 years
• Stay on top of drug testing and maintenance
• File IFTA quarterly and renew IRP yearly
• Run mock audits to stay prepared
• Use digital tools to stay organized and audit-ready

Remember, compliance isn’t just about avoiding penalties—it’s about running a business you can be proud of. Keep your records clean, your trucks running, and your future wide open.