FreightWise, a mid-sized logistics company, was struggling with late vehicle license renewals, mismanaged fines, and a lack of visibility across their 250-vehicle fleet. I led a full revamp of their licensing and compliance workflows, creating new systems that actually worked and saved the client time, money, and unnecessary admin stress.

I worked closely with a client to get their account set up for managing vehicle fines and license renewals smoothly using our CRM system. I started by letting them know exactly which documents were needed to create their account and get things rolling.

Once I received their company documents and the signed Service Level Agreement, I set up their account in the system.

Before we could offer solutions, we had to assess the damage! After verifying the documents, the CRM automatically pulled all their outstanding fines/infringements using the company's business registration number and proxy details. I then got a report from eNatis to check if there were any licensing blocks on their business registration numbers.

I exported the fines data into Excel and put together a Risk Assessment report. In it, I added a “Recommended Action” for each fine—highlighting which ones needed urgent attention, which could be redirected, or withdrawn depending on their legal status.

After uploading their fleet list, I pulled a report showing vehicles with expired or soon-to-expire licenses. I sent both the Risk Assessment and the license renewal reports to the client for review.

Once they gave me the green light, I worked with our support team to prepare quotes for the license renewals and fine settlements, which were sent to the client. After payment was made, I created tasks for the licensing and legal teams to start working on renewals and fine settlements.

I kept track of everything throughout the process and kept the client updated regularly. When the fines were settled, I informed the client, and arranged for the license disks to be distributed to their various locations.

Finally, after the licensing blocks were cleared, I scheduled a meeting with the client to set up a system that would help prevent late renewals and unpaid fines in the future.

Several strategy sessions later, we transitioned from reactive problem-solving to a proactive, fine-tuned system!

I worked closely with the client to understand their audit timelines, deadlines for receiving license disks, and preferences for processing bulk renewals. We also aligned on their internal workflow for gathering driver information which is critical for accurate fine redirection.

Together, we designed a smooth, recurring monthly process:

On the 1st of each month, my team requests a list of vehicles blocking the BRN. We generate a quote and process it using the client’s regularly topped-up account wallet, ensuring minimal delays. Once those vehicles are renewed, we arrange for the license disks to be delivered to the relevant locations.

We then submit a COF & Renewal Report detailing which vehicles are due for renewal at month-end and which still require COFs. The client reviews this report and confirms if any vehicles need to be excluded (e.g. sold or written-off assets).

By the 12th, we send a Fine Risk Assessment outlining infringements and recommended actions (settle, redirect, or withdraw). The Client's fleet controllers update the report with driver details and give us approval to quote and proceed - typically within two weeks.

By the 15th, once the outstanding COFs are received, we proceed with renewing licenses. By the 20th, disks are distributed to all designated locations.

End of month? Rinse and repeat. The process is automated, efficient, and client-approved.

Thanks to this workflow, the client's compliance management now runs like a well-oiled machine! Audits are smoother, risks are minimized, and everything is on the road right on time. 🚘