Fleet & Driver Compliance Tracker

The boring bit of running vans, handled.

MOT, tax, insurance, servicing, licence checks. Every van comes with a stack of dates, and every driver comes with a few more. Miss an MOT and the van is off the road. Miss a licence check and your insurer can reduce or refuse a claim, because you cannot prove the driver was legal to drive. Most small fleets track this in someone's head, or in a spreadsheet nobody opens.

This is a spreadsheet that opens itself.

Beige tracks every renewal date across your vehicles and your drivers, and emails you 60 days before anything expires. Open the Overview tab and see it all at a glance: how many items are overdue, due soon or fine, and exactly what needs attention right now. Then a quiet email on Monday morning if anything is overdue or coming up. Nothing due that week? It stays silent.

Most fleet spreadsheets track vehicles and stop there. The exposure is on the driver side. Employers have a duty of care under the Health and Safety at Work Act 1974 and the Road Traffic Act 1988, and if a driver causes an accident while not properly licensed, the employer is responsible even if it did not know. This tracks both.

Grey fleet is covered too. If your team use their own cars for work, their MOT, their licence and whether their insurance actually covers business use are your problem, not just theirs. Most personal policies do not cover it.

No app to download. No subscription. No account to create. It runs inside your own Google account, so your data never leaves it, and it is yours forever for a single payment.

What you get

- An at-a-glance Overview dashboard: overdue, due soon and OK counts, plus a live list of exactly what needs attention

- A Google Sheets tracker covering unlimited vehicles and drivers

- Automatic weekly email reminders, 60 days before each deadline

- Vehicles: MOT, vehicle tax, insurance, servicing, safety inspections, tail lift examination, tachograph calibration, breakdown cover and lease end

- Drivers: licence expiry, periodic DVLA licence checks, eyesight declarations and Driver CPC

- A built in grey fleet section for employee owned cars used for work

- Colour coded status for every item at a glance

- A plain English How to use tab that gets you set up in about fifteen minutes

- Works entirely inside your own Google account

How it works

1. Buy, and you get a link to your own copy of the sheet

2. Add your vehicles, your drivers and their dates

3. Turn on the weekly email (a one off, about two minutes, fully explained inside)

That is the whole setup. After that, it just tells you before things go wrong.

A note on licence checks: there is no legal rule setting how often you must check a driving licence. There is a duty of care, and insurers who expect you to check regularly. Industry best practice is at least twice a year, more often for higher risk drivers. This sheet defaults to every 6 months, but you can change it to what suits your business.

This is a record-keeping tool, not legal advice. It helps you hit the dates the rules expect. It does not replace your own checks or your own judgement.

Single-user licence: one purchase is for one business's use. Please do not resell, share or redistribute the sheet.

Try it for 30 days. If it's not useful, email hello@getbeige.co.uk and get a full refund, no questions asked.

Beige. It's not exciting. That's the point.