CarrierGuide integrates with Motive to optimize and automate fleet management in one TMS. The integration brings truck locations, geofencing, odometer and engine data, driver documents, Hours of Service (HOS), and IFTA mileage into CarrierGuide. Follow the steps below to connect Motive, then check the matching rules for trucks, documents, and drivers so everything syncs.

The integration includes:

• Real-time updates on trucks’ locations
• Precise geofencing for automatic updates on load statuses
• Odometer sync to enable mileage alerts for maintenance
• Updates on engine status and speed (MPH)
• Automatic document uploads from the driver’s Motive app to the CarrierGuide load
• Driver HOS sync for compliant driver scheduling
• Mileage data import for the IFTA report

This article will cover:

• How to connect to Motive
• Upload documents from Motive to CarrierGuide
• Upload receipts from Motive to CarrierGuide
• Sync drivers’ Hours of Service

Connect to Motive

1. In your CarrierGuide account, go to Settings > Integrations > ELD.
2. You’ll see two Motive cards. On the card called Motive (“Track your fleet using Motive”), click Install. Don’t choose the “formerly KeepTruckin” card.
3. On the Motive - Connect Service card, click Next. You’ll be redirected to the Motive login page.
   
4. Log in to your Motive account.
5. On the authorization screen, click Install.
6. You’ll be redirected to your CarrierGuide account with the Motive integration enabled.

Important: Trucks aren’t created automatically. The CarrierGuide truck number must exactly match the Motive vehicle number. If a truck with a matching number already exists in CarrierGuide, it will appear on the Truckboard once the integration is enabled.

Upload documents from Motive to CarrierGuide
Document upload FAQ:

• CarrierGuide syncs documents from Motive every 15 minutes.
• Document types and fields are set by Motive and can’t be edited.
• See Motive’s Upload Documents FAQ page.

Finding Documents in the Driver App

There are multiple ways to access Documents in the Driver App:

1. The Documents folder is always available from the menu at the upper left of your app. 

1. Tap the Documents quick link if your Motive Administrator has made this available in your app.  

1. Scroll down your home screen to tap the Documents widget in your app. This provides a quick understanding of the expiration status of documents for yourself, your vehicle, or an asset you have connected. 

Creating and Submitting Documents

Drivers can create Trips and Other documents in the Driver App, as well as driver qualification documents if your fleet has enabled driver-initiated uploads (see Uploading Driver Qualification Documents section below). The templates available to you are set by your fleet, and creating and saving a document automatically sends it to the Fleet Dashboard. No additional sharing step is needed.

There are two ways a document gets filled out, depending on the template your fleet has enabled:

• AI-powered templates (marked in the app): You upload an image or file, and AI extracts the information.
• Standard templates: You fill out the fields manually.

Submitting a Document with an AI-powered Template

Motive provides AI-powered templates for the two most common Trip documents:

• Fuel Receipt: AI extracts price, quantity, and jurisdiction data. This information integrates directly with the Fuel Hub for IFTA reporting and analysis.
• Bill of Lading (BOL): AI captures delivery details to simplify proof of shipment and billing.

To submit an AI-powered document:

1. In Documents, tap the + icon.
2. Select the Fuel Receipt or Bill of Lading template.
3. For fuel receipts, select your Vehicle. This is required because your vehicle is not printed on the receipt itself, and it ensures the fuel purchase is attributed correctly for IFTA reporting.
4. Tap + Upload and choose Take photo, Select photo, or Select file (PDF, JPG, or PNG).
5. Tap Submit. 

You do not need to type in the details; Motive's AI processes the image and fills in the required fields automatically. Once processing is complete, the extracted information syncs back to your Driver App, where you can view it. Any review or correction of extracted data is handled by fleet users on the Fleet Dashboard.

Moreover, the Fuel Receipt template includes a manual entry option for situations where a printed receipt isn't available. For example, pump printer failures or private fueling stations that don't produce receipts. Click and follow the "No receipt? Add details manually" instruction in the template to type in the purchase details instead.

What Happens After You Submit an AI Upload

Most AI uploads process automatically with no further action needed from you. Two situations can require follow-up:

Processing Failed (action needed from you)

In some cases, a technical error prevents the system from processing your upload. If this happens, you'll see:

• Notification alert: A Processing Failed alert appears in your Notifications center in the Driver App.
• Status banner: When you open the document, a red banner asks you to add details manually.

To complete your submission:

1. Tap Add details on the document screen. 

1. Use your uploaded image (already attached to the form) as a reference to fill in the required fields. 
2. Tap Submit. The document status updates, and the Processing Failed alert is cleared. 

Needs Review (handled by your fleet)

If your document is readable but the AI can't confidently extract a required field, often due to poor image quality, the document is flagged with a Needs Review status in the Documents Hub on the Fleet Dashboard. A fleet user reviews the document alongside your uploaded image, enters the missing details, and saves it. No action is needed from you, though your fleet may reach out if the image is unreadable.

Submitting a Document with a Standard Template

For templates without AI, you fill out the form manually:

1. In Documents, tap the + icon.
2. Select the document template. (Your fleet controls which templates you see.)
3. Complete the fields. Fields marked with an asterisk (*) are required, and additional fields may appear based on your answers.
4. Tap + Upload to attach files if needed. You can choose Take photo, Select photo, or Select file to attach PDF, JPG, or PNG files.
5. Review your entries and tap Submit. 

Submitting Documents Offline

If your device is offline, documents you create are saved locally and automatically uploaded once service is restored. You'll see a confirmation once the upload completes, and pending uploads are marked in the app.

Uploading Driver Qualification Documents

If your fleet has enabled driver-initiated uploads, you can submit your own driver qualification documents, such as your driver's license, medical examiner's certificate, or employment application, directly from the Driver App. AI extracts the key information from your upload to create the document in Motive, streamlining onboarding and keeping your qualification file current.

Your fleet controls which qualification document templates you can see and upload and whether a fleet user must approve your submissions before they are saved to your driver qualification file. 

Availability: Driver qualification documents are part of Motive's Workforce Management (WFM) product. Fleets on the free WFM tier can enable driver-initiated uploads for the driver's license only; other qualification document types (such as the medical examiner's certificate or employment application) require a paid WFM subscription. If you don't see the Driver Qualifications folder or a specific template, check with your fleet manager.

Submitting a Driver Qualification Document

1. Log in to the Driver App and go to Documents from the home screen or the main navigation menu.
2. Tap the Driver Qualifications folder.
3. Tap the + icon.
4. Select a document from the list, or type in the search bar to find it.
5. Make sure your document is up-to-date, with all information visible and not blurry or dark, then tap Add image.
6. Choose Take a new image or Choose an existing image. If you take a new image, position the document within the frame when the blue lines appear around the document, tap the Capture button.
7. Capture images of all pages of your document and tap Continue. A driver's license requires an image of the front side and an image of the back side.
8. Review the details and tap Submit.

Once submitted, your document is in a Pending review or Processing state until it is saved to your driver qualification file.

Approval and Rejection of Driver Qualification Documents

Depending on your fleet's settings, a fleet user may need to review your submission before it is added to your qualification file. A submission is flagged for review when the AI can't extract a required field or when your fleet requires approval for all driver-uploaded documents. Documents under review are not available to you in the app until they are edited or approved. Here's how the review plays out:

• Approved: The document is saved to your driver qualification file and shows its normal status (such as up-to-date, Expiring, or Expired). No action is needed from you.
• Rejected: If the document doesn't meet requirements, for example, the image is blurry or the document is out of date, the fleet user rejects it with a reason, and you're prompted to resubmit.

Re-uploading a Rejected Document

If your document is rejected, you'll receive a notification in the Driver App with the reason for rejection:

1. Tap the notification to open it. 

1. Under the Needs Attention section, tap the rejected document.
2. Review the rejection reason and prepare a new document that meets the requirements. 

1. Tap Re-upload to attach new images for processing.
2. Tap Add image for the document, then tap Continue.

Your updated document is sent back to the fleet user for review.

Viewing Documents shared by your Fleet

Beyond documents you create, the Driver App gives you access to documents your fleet shares with you. Keeping these documents at hand helps you prove legality, safety, and compliance during roadside inspections and keeps important reference information available on jobsites and en route.

Vehicle Documents: Viewable when connected

Vehicle documents such as registrations, cab cards, insurance identification cards, annual inspection reports, and permits are associated with vehicles, not individual drivers. You can view a vehicle's documents in the Driver App when you are connected to that vehicle. When you disconnect from the vehicle, you will lose access to that vehicle’s documents.

• Connect to your vehicle in the Driver App as you normally would at the start of your day.
• The connected vehicle's documents appear in the Documents section.
• The app caches vehicle documents while you're in high-connectivity areas, so they remain accessible even when you're somewhere with a poor cellular connection.
• You'll also be alerted in the Driver App when a connected vehicle's documents are nearing expiration, so your fleet can stay ahead of renewals.

Asset Documents: Viewable when connected

Asset documents such as registrations, insurance, annual inspections, and permits for trailers, dollies, and other equipment work the same way as vehicle documents but are associated with assets. You can view an asset's documents in the Driver App when you are connected to that asset.

You connect to an asset automatically through any of the following:

• Travel groups
• Pre-trip inspection (DVIR) flows (via Driver Walkthrough or Maintenance)
• Log form asset selection
• Static vehicle-asset pairs set up by your fleet

Drivers using logs or timecards for time tracking can also manually select an asset from a picklist.

Like vehicle documents, asset documents are cached for offline access in low-connectivity areas, useful for a roadside DOT inspection, a jobsite reference, or routine operations.

Disconnecting from an Asset

Just as connecting to an asset makes its documents available, disconnecting removes the asset from your app and clears its documents from your device. You can disconnect from an asset manually, or the disconnection can happen automatically.

Manually disconnect from an asset:

If you connected to an asset through your log form, an inspection, a Driver Walkthrough, or the manual picklist, you can disconnect it at any time:

1. Open the asset selection bottom sheet in the Driver App, where your connected assets are listed.
2. Tap the Leave asset button next to the asset you want to disconnect.
3. You'll see a confirmation that the disconnection was successful, along with the assets you're still connected to.

Automatic disconnection:

You are automatically disconnected from an asset when any of the following occurs:

• 24 hours pass since the asset was last selected or connected in the Driver App: Any new connection activity with the asset such as adding it to your log form, completing a pre-trip inspection, or re-selecting it from the picklist restarts the 24-hour window, so an asset you keep using stays connected.
• A travel group is broken: The asset and your vehicle are no longer traveling together.
• You log out of the Driver App: All connected assets are disconnected at logout.
• Your fleet deactivates the asset: The asset and its documents are removed from your app on the next sync.

Driver Qualification and Other Shared Documents

• Shared with me: Fleet users can share Trip and Other documents with specific drivers or groups, even if the driver didn't create the document. These appear under Folders > Shared with me.
• Driver qualification documents: If enabled by your fleet, you can view your own qualification documents in the Driver Qualifications folder, keeping your credentials at hand. You'll also be notified in the Driver App when your qualification documents are nearing expiration. Drivers can only access their own qualification documents but not another driver's records.

Viewing and Sharing Your Documents

To view a document:

1. Log in to the Driver App and tap Documents.
2. Choose Created by me (your submissions) or Folders > Shared with me (documents shared by your fleet).
3. Tap a file to view its details and attachments.

To share a document with an external recipient, such as a broker or shipper:

1. Open the document.
2. Tap Share.
3. Enter the Recipient Email and tap Send.

Documents you submit are automatically shared with your organization. External sharing is only needed for recipients outside your fleet.

FAQ
Which Motive card should I install?
Choose the card called “Motive” (“Track your fleet using Motive”), not the one labeled “formerly KeepTruckin”.

Why don’t my trucks show on the Truckboard?
Trucks aren’t created automatically. Make sure the truck exists in CarrierGuide and that its truck number exactly matches the Motive vehicle number.

My document didn’t show up on the load. What should I check?
Confirm that Notes contains only the CarrierGuide load number, written exactly as in CarrierGuide. The sync runs every 15 minutes, and the document appears under Load documents on the load page.

Where do I find a receipt I uploaded from Motive?
Open the load and check Load documents. Receipts uploaded as Scale Ticket are attached to the load, not to the driver’s profile under Accounting. They also need the load number in Notes.

A driver’s HOS isn’t syncing. What should I do?
Check that the driver’s email matches in both systems; the Fleet ID then fills in automatically every 15 minutes. If it doesn’t, enter the Fleet ID manually as keeptruckin- plus the Motive ID, for example keeptruckin-123456.