Best Driver Qualification File Software 2025: Top 10 DQF Platforms Compared
Maintaining driver qualification files is one of the top 3 concerns for fleet managers, according to J.J. Keller's 2025 State of Fleet Management Study. We analyzed the leading DQF platforms to help you choose the right solution for your fleet.
Every motor carrier must maintain a complete driver qualification file for each CDL driver, per FMCSA regulation §391.51. During DOT audits, missing or expired documents can result in fines exceeding $16,000 per violation. The right DQF software eliminates this risk by automating document tracking, expiration alerts, and audit-ready reporting.
In this comparison:
- 10 leading driver qualification file software providers analyzed
- Features, pricing, and best-fit scenarios for each platform
- Pros and cons based on fleet size and budget
- Our top recommendations by use case
Quick Comparison: DQF Software at a Glance
| Software | Best For | Starting Price | Mobile App | Auto Alerts |
|---|---|---|---|---|
| FleetCollect | Owner-operators & small fleets | Free - $19/mo | Yes | Yes (30/14/7 day) |
| J.J. Keller DataSense | Enterprise managed service | Contact for quote | Limited | Yes |
| Tenstreet | Hiring & onboarding | Contact for quote | Yes | Yes |
| DQM Connect | Geotab users | Contact for quote | Yes | Yes |
| Samsara | ELD-focused large fleets | $27-33/vehicle/mo | Yes | Yes |
| Motive (KeepTruckin) | Large fleets with ELD | $25/vehicle/mo | Yes | Yes |
| Lytx Compliance | Dashcam users | Contact for quote | Limited | Yes |
| HireRight | Background check focus | Per-driver pricing | No | Yes |
| AvatarFleet | Driver compliance training | Tiered pricing | Yes | Yes |
| DOTDriverFiles | Basic compliance | $5-19/driver/mo | Limited | Yes |
1. FleetCollect - Best for Owner-Operators & Small Fleets
Our Top Pick
FleetCollect combines complete DQF management with IFTA tracking at a price small fleets can afford. Built by a 10-year CDL driver who understood that existing solutions either cost too much or ignore compliance altogether.
What sets FleetCollect apart: Unlike enterprise platforms that treat DQF as an afterthought to their ELD or camera offerings, FleetCollect was built from the ground up for driver qualification file management. No hardware purchases, no 3-year contracts, and free for owner-operators.
Key Features
- Complete DQF Tracking: Medical certificates, CDL copies, MVRs, road tests, drug testing records - all required §391.51 documents
- Multi-Level Expiration Alerts: 30-day, 14-day, and 7-day warnings via email and SMS
- Driver Self-Service Portal: Drivers upload their own documents, reducing admin burden
- Audit-Ready Dashboard: Pull up any driver's complete file in seconds during DOT audits
- IFTA Tracking Included: GPS-based mileage tracking and quarterly reports at no extra cost
- No Hardware Required: Works on any smartphone - no ELD or device purchase needed
Pricing
- Owner-Operators: Free forever
- Small Fleets: Starting at $19/month
- 7-day free trial for all plans
- No long-term contracts
Pros & Cons
Pros
- Free for owner-operators
- DQF + IFTA in one platform
- No hardware required
- Built by a CDL driver who gets it
- Simple, focused interface
Cons
- Newer platform (launched 2024)
- No ELD integration yet
- No dashcam features
Best for: Owner-operators, small fleets (1-50 trucks), and any carrier looking for affordable, focused DQF management without the bloat of all-in-one platforms.
2. J.J. Keller DataSense - Best for Enterprise Managed Service
J.J. Keller is the 800-pound gorilla in transportation compliance. Their DataSense platform pairs software with managed services - actual humans review your files and flag issues before they become violations.
Key Features
- Managed service with compliance specialists
- Drug & alcohol program management
- Hours of service integration
- Comprehensive compliance bundles
- Driver hiring and screening services
Pricing
J.J. Keller doesn't publish pricing - you must contact them for a custom quote. Based on industry research, expect enterprise-level pricing that scales with fleet size and services selected. This is not a budget solution.
Pros & Cons
Pros
- Industry leader in compliance
- Managed service reduces your burden
- Comprehensive compliance coverage
- Expert support and training
Cons
- Expensive - not for small fleets
- Opaque pricing
- Can be overkill for simple needs
- Limited mobile functionality
Best for: Large fleets (100+ trucks) that want a hands-off, fully managed compliance solution and have the budget to pay for it.
3. Tenstreet - Best for Driver Hiring & Onboarding
Tenstreet started as a driver recruiting platform and expanded into DQF management. Their strength is getting drivers onboarded with complete, compliant files from day one.
Key Features
- Digital driver applications
- Automated background checks and MVRs
- Electronic document storage
- Onboarding workflow automation
- Integration with major carriers
Pricing
Contact for quote. Tenstreet typically charges per-application or per-driver fees, with additional costs for integrations and premium features.
Pros & Cons
Pros
- Excellent for high-volume hiring
- Streamlined onboarding process
- Strong background check integration
- Industry-wide adoption
Cons
- Hiring-focused, not ongoing compliance
- Complex pricing structure
- May be overkill for small fleets
Best for: Carriers with high driver turnover who need streamlined recruiting and onboarding with compliant files from day one.
4. DQM Connect - Best for Geotab Users
DQM Connect integrates directly with Geotab's telematics platform, making it an obvious choice if you're already in that ecosystem.
Key Features
- Seamless Geotab integration
- Automated document renewals
- Compliance reporting
- DOT audit preparation tools
- Works for fleets of 5 to 5,000+
Pricing
Contact for quote. Available through the Geotab Marketplace.
Best for: Fleets already using Geotab telematics who want integrated DQF management.
5. Samsara - Best for ELD-Focused Large Fleets
Samsara is an IoT platform offering ELDs, dashcams, GPS tracking, and yes - driver compliance features. DQF management is part of their broader fleet operations suite.
Key Features
- Integrated with ELD and telematics
- Document management and storage
- Expiration tracking and alerts
- Advanced analytics and reporting
- AI-powered safety insights
Pricing
$27-33 per vehicle per month, with 3-year contracts typical. Hardware purchases required for ELD and camera features.
Pros & Cons
Pros
- All-in-one platform
- Excellent telematics
- Strong mobile app
- Enterprise-grade analytics
Cons
- DQF is not their focus
- Expensive for small fleets
- 3-year contracts
- Hardware required
Best for: Large fleets (50+ vehicles) wanting an all-in-one IoT platform where DQF is one of many features.
6. Motive (formerly KeepTruckin) - Best for Large Fleets with ELD
Motive competes directly with Samsara, offering ELDs, dashcams, and fleet management tools. Their compliance module includes driver document management.
Key Features
- ELD and HOS compliance
- AI-powered dashcams
- Driver document management
- CSA score monitoring
- Fleet maintenance tracking
Pricing
Starting at $25 per vehicle per month, with 12-month minimum contracts (shorter than Samsara's 3-year). Hardware purchases required.
Best for: Large fleets looking for Samsara-level features at a slightly lower price point with more flexible contracts.
7. Lytx Compliance Services - Best for Dashcam Users
Lytx is known for their DriveCam video safety products. Their compliance services (formerly RAIR) add DQF management to their camera ecosystem.
Key Features
- DQ file management and auditing
- Alerts and compliance reporting
- Integration with Lytx video safety
- Managed service options available
Pricing
Contact for quote. Typically bundled with Lytx camera services.
Best for: Fleets already using Lytx dashcams who want integrated compliance management.
8. HireRight - Best for Background Check Focus
HireRight is a background screening company that offers DQF management as an add-on service. Their strength is in pre-employment screening - MVRs, drug testing, and employment verification.
Key Features
- Comprehensive background checks
- MVR and PSP report ordering
- Drug testing program management
- Automated document collection
- Compliance reporting
Pricing
Per-driver pricing based on services selected. Background checks and MVRs are typically priced individually.
Best for: Fleets that prioritize background screening and want DQF management from the same vendor.
9. AvatarFleet - Best for Driver Compliance Training
AvatarFleet combines DQF software with driver training and compliance consulting. They offer both software and managed services.
Key Features
- DOT compliance software
- Driver training modules
- Onboarding workflows
- Consulting services available
- CSA score improvement programs
Pricing
Tiered pricing based on fleet size and features. According to their website, costs range from $150-$1,200 per month depending on configuration.
Best for: Fleets that want compliance software bundled with driver training and improvement programs.
10. DOTDriverFiles - Best for Basic Compliance
DOTDriverFiles is a straightforward, no-frills DQF management tool at an affordable price point.
Key Features
- Digital document storage
- Automated expiration alerts
- Built-in MVR and PSP ordering ($19.99)
- FMCSA compliance tools
- Simple interface
Pricing
$5-19 per driver per month, with notification-only plans available at lower cost.
Best for: Small fleets on a tight budget who need basic document tracking and alerts.
How to Choose the Right DQF Software
The best DQF software for your fleet depends on three factors:
1. Fleet Size
- Owner-operators (1 truck): FleetCollect (free) or DOTDriverFiles
- Small fleets (2-25 trucks): FleetCollect or AvatarFleet
- Medium fleets (25-100 trucks): FleetCollect, Tenstreet, or DQM Connect
- Large fleets (100+ trucks): J.J. Keller, Samsara, or Motive
2. Existing Technology
- Already using Geotab? Consider DQM Connect
- Already using Samsara/Motive ELD? Their built-in DQF tools may be sufficient
- Already using Lytx dashcams? Consider Lytx Compliance Services
- No existing fleet tech? Start with a focused solution like FleetCollect
3. Budget
- Free: FleetCollect (owner-operators)
- Under $25/month: FleetCollect, DOTDriverFiles
- $25-50/vehicle/month: Samsara, Motive (includes ELD/cameras)
- Enterprise budgets: J.J. Keller managed services
Key Insight
Many fleets overpay for DQF software by bundling it with expensive ELD/camera platforms. If you already have an ELD that works, you don't need to pay $25-35/vehicle/month just for document tracking. A focused DQF solution like FleetCollect can save thousands annually.
What Documents Must Be in a Driver Qualification File?
Per FMCSA §391.51, every DQF must contain:
- Driver Application: Employment history for past 3 years (§391.21)
- Motor Vehicle Record (MVR): Updated annually (§391.25)
- Road Test Certificate: Or equivalent documentation (§391.31-391.33)
- Medical Certificate: Current DOT physical card (§391.43)
- CDL Copy: Valid commercial driver's license
- Drug & Alcohol Testing: Pre-employment and random testing records (Part 382)
- Annual Driver Review: Signed certification of driving record review
For a complete breakdown, see our Driver Qualification File Checklist.
Frequently Asked Questions
How much does DQF software typically cost?
DQF software costs range from free (FleetCollect for owner-operators) to $150-$1,200+ per month for enterprise solutions. Per-driver pricing typically runs $5-20/driver/month. All-in-one platforms like Samsara and Motive charge $25-35/vehicle/month, but include ELD and camera features beyond just DQF.
Do I need DQF software if I already use Samsara or Motive?
Both Samsara and Motive include basic driver document management. However, their DQF features are secondary to their ELD and camera products. If you find their compliance tools lacking, a dedicated solution like FleetCollect can fill the gaps - and you can use both simultaneously.
What happens during a DOT audit if my DQF files are incomplete?
FMCSA violations for incomplete driver qualification files can reach $16,000+ per violation. Common issues include expired medical certificates, missing MVR updates, and incomplete employment verification. In severe cases, DOT can issue out-of-service orders that shut down your operation.
Can I manage DQF files in spreadsheets instead of software?
Yes, but it's risky. Spreadsheets don't send automatic expiration alerts, can't store documents securely, and are difficult to access during roadside inspections. Most fleets that try manual tracking eventually miss something - and one missed expiration can cost thousands in fines.
How long must DQF records be retained?
Per FMCSA regulations, motor carriers must maintain driver qualification files for the duration of employment plus 3 years after termination. Medical certificates and drug testing records have specific retention requirements outlined in Parts 391 and 382.
Simplify Your DQF Management with FleetCollect
Managing driver qualification files manually through spreadsheets and filing cabinets is time-consuming and error-prone. FleetCollect automates the entire process:
- Track all §391.51 required documents in one secure location
- Get alerts 30, 14, and 7 days before any document expires
- Let drivers upload documents through their own portal
- Pull up audit-ready files in seconds during DOT inspections
- Include IFTA mileage tracking at no extra cost
Ready to Simplify Your Compliance?
Join the fleet owners who've switched to FleetCollect. Free for owner-operators, affordable for small fleets.
Last updated: December 6, 2025. Pricing and features are subject to change. Always verify current information with each vendor.