The MyTruckMate Fleet Operator Guidelines

Any legally operating Australian transport, freight, or courier business with an active ABN may register as a fleet operator — from a single owner-driver through to a multi-depot enterprise. Your ABN must be Active on the ABR and match the legal entity name you supply. Company entities (Pty Ltd / Ltd) must also provide an ACN. Applications with cancelled, suspended, or mismatched ABNs are declined until the ABR record is corrected.

The person registering must be authorised to bind the business — a director, owner, or an officer with written delegation. This account becomes the fleet's Admin: it can add vehicles and drivers, accept jobs, and manage payouts. Choose it deliberately, and keep its contact details current.

Each legal entity holds one fleet account. Additional depots are added as bases inside the account, not as separate registrations. Suspected duplicate registrations are declined and directed to the existing account holder.

Add each vehicle through Add Truck in the Fleet Portal. You'll supply its rego and state, make, model, body type, and vehicle class (Van, Truck, or Ute), along with mass and capacity figures — GVM, tare, payload, pallet spaces, and internal dimensions. Standard-size presets prefill dimensions for common configurations; override any value that doesn't match your actual vehicle.

Five photos are requested per vehicle: side (length), front (width), side (height), rear, and a 360° walkaround. These let dispatchers match the right vehicle to a load without a phone call, and are used to verify the vehicle matches its declared specifications.

A newly added vehicle sits in Pending vehicle approval until Support has verified its registration, insurance, and roadworthiness. It cannot be assigned to a job in that state. Most vehicles are approved within one business day.

Once approved, a vehicle's identity and physical specifications — rego, make, model, body type, dimensions, and mass — are locked, because they define the approved vehicle. Operational details, compliance renewals, and the assigned driver stay editable. To replace a vehicle, remove it and add the new one.

Add each driver through Add Driver. You'll supply their identity and contact details, residential address, right-to-work status, licence class and expiry, medical and fatigue details, and safety documents including a National Police Check and White Card where applicable. Drivers remain in review until Support has verified each document.

The driver you allocate must be a driver listed on this portal, operating the exact vehicle and rego allocated to the job. Our audit team cross-checks allocations against your listed drivers and vehicles. If an audit finds the driver and vehicle mismatched, or the driver is not listed, your fleet can lose access to the Fleet Portal.

Licence, medical, White Card, and police check expiries drive automatic compliance alerts. A driver whose required document lapses is paused from dispatch until it's renewed — you'll be warned ahead of the date wherever we can see it coming.

Fleet operators must hold current public liability cover at or above the platform minimum, goods-in-transit cover appropriate to the freight you carry, and comprehensive motor vehicle cover on every listed vehicle. Where you employ drivers, workers compensation is also required.

Upload a certificate of currency for each policy showing the insurer, policy number, insured name, and expiry date. The insured name must match your registered entity exactly — cover held in a related or trading entity cannot be accepted.

An expired certificate is the single most common reason a fleet is paused. Renew and re-upload before the expiry date; reinstatement is immediate once the new certificate is verified.

You must not cause or encourage breaches of fatigue, mass, dimension, loading, or speed requirements. That includes accepting jobs your drivers cannot legally complete in the time offered. Operators with a pattern of breaches are suspended.

Declare the fatigue rule set each driver operates under — Standard Hours, Basic Fatigue Management, or Advanced Fatigue Management — and ensure work diaries are kept where required. Work and rest records must be produceable on request.

Maintain a documented maintenance schedule and keep safety inspection dates current on each vehicle. NHVAS accreditation is not mandatory but is recorded on your profile and considered during review.

Dangerous goods require appropriately licensed drivers, compliant packaging under the ADG Code, and a declaration at booking. Carrying undeclared dangerous goods is grounds for immediate account review.

Payouts are made to a bank account held in your registered entity's name. An account name that doesn't match the entity will hold your first payout until it's corrected.

Completed, verified jobs are paid on your nominated cycle — weekly by default. Proof of delivery must be captured in the app before a job is treated as complete.

Your rate card and fuel levy are set on approval and visible in the Fleet Portal. Rate changes are agreed with Support, never applied silently.

Fleet accounts are re-verified annually, and whenever a key detail changes — entity name, directors, insurer, or NHVAS status. We prompt you ahead of time rather than pausing your account without warning.

Our audit team may check that dispatched drivers and vehicles match what's listed, that documents on file are current, and that declared mass and dimensions are accurate. Cooperating with an audit is a condition of platform access.

The common causes are a lapsed certificate of currency, an inactive ABN, an expired vehicle registration, or a driver–vehicle mismatch found at audit. Serious or repeated safety breaches can end access permanently.

Resolve the underlying issue — upload the renewed certificate, correct the ABN, re-list the correct driver — and reinstatement follows immediately once verified. Resolved suspensions are not held against your account.

Renew documents ahead of expiry rather than after; allocate only listed drivers to their allocated vehicles; declare mass and dimensions honestly; and capture proof of delivery on every job. Operators who do these four things rarely see a review at all.