A regional transportation company operating 120 trucks was hit with $340K in DOT fines over 18 months—failing 3 consecutive audits due to inconsistent inspection records, missed maintenance intervals, and paper-based compliance tracking. After switching to a cloud-based CMMS with digital inspections and automated compliance alerts, they passed their next DOT audit with 100% compliance and zero violations. Here's exactly how they did it.
Transportation companies live and die by DOT compliance. One failed audit can mean costly fines, out-of-service orders, and damaged CSA scores that follow you for years. This case study shows how one fleet went from repeated audit failures to a perfect compliance record—without adding headcount.
How a Transportation Company Passed Their DOT Audit With 100% Compliance
From Repeated Audit Failures to Zero Violations in Under 6 Months
The Challenge: Failing Audits With Paper-Based Tracking
Broken Compliance Processes Across the Fleet
The Situation
The company operated 120 Class 8 trucks across 4 terminals in Texas, Oklahoma, Arkansas, and Louisiana. Drivers completed paper DVIRs that were frequently lost or incomplete. Maintenance records were tracked in spreadsheets that varied by terminal—no single source of truth existed. PM schedules were managed manually by shop foremen using whiteboards and personal calendars, resulting in missed intervals and inconsistent documentation.
Financial Impact
- $340K in DOT fines across 3 failed audits in 18 months
- 14 trucks placed out of service during roadside inspections in one year
- CSA scores in the "Alert" category for Vehicle Maintenance BASIC
- Insurance premiums increased 22% due to poor compliance record
The Solution: Digital Compliance From the Ground Up
Cloud CMMS Deployment Across All 4 Terminals
Rollout Timeline
Still Tracking Inspections on Paper or Spreadsheets
See how a digital CMMS platform automates DOT compliance tracking, digital DVIRs, and preventive maintenance scheduling—so you're always audit-ready without the manual work.
The Results: From Repeat Failures to Perfect Compliance
Measurable Compliance & Cost Improvements
Annual Savings Breakdown
Before vs. After: Fleet Compliance Metrics
Performance Comparison
4 Tactics That Drove 100% DOT Compliance
Replicable Strategies for Any Fleet
What Made the Difference
Is Your Fleet Ready for a DOT Audit Today
Warning Signs You're At Risk:
DVIRs on paper or inconsistent formats that create gaps auditors will find
No automated alerts means trucks fall behind on DOT-required maintenance schedules
Maintenance records in spreadsheets, filing cabinets, or multiple disconnected systems
Getting Audit-Ready Is Simple:
Replace paper inspections with a mobile app—drivers adopt it in days, not weeks
Set mileage and time-based triggers so no truck ever misses a required service interval
One screen showing every truck's compliance status—green means ready, red means act now
Start Your Free Trial — No Credit Card Required
See how OxMaint helps transportation fleets automate DOT compliance, digitize DVIRs, and pass every audit with confidence. Get started in minutes, not months.
Need a fleet compliance assessment Chat with our fleet compliance team — We'll review your current compliance gaps and show you how to become audit-ready in weeks.
Key Takeaways: DOT Audit Compliance Success
- 100% DOT audit compliance achieved within 6 months of deploying a cloud CMMS platform
- $567K annual savings across eliminated fines, reduced out-of-service events, lower insurance, and labor efficiency
- 98% PM schedule adherence up from 61% with automated mileage and time-based maintenance alerts
- Zero out-of-service orders since deployment—down from 14 per year under the old system
- CSA scores moved from "Alert" to "No Action" within two audit cycles
- 30-day quick win: Digital DVIRs uncovered 23 unreported defects in the first month alone
Ready to Pass Your Next DOT Audit With Confidence
Schedule a free consultation to see how a cloud CMMS can eliminate compliance gaps, automate inspections, and keep your fleet audit-ready 365 days a year.
