Gateway Connect, Uncategorized
Running a reliable fleet requires more than just delivering loads on time.
The fleets that succeed in 2026 focus on organization, efficiency, and proactive compliance every day. They don’t wait for audits or renewals — they build smart systems and consistent habits that make compliance effortless behind the scenes.
Here are five proven fleet compliance best practices every 5-Star Fleet should master — and how GW Connect helps make them part of your daily workflow.
Habit 1: Keep Fuel Tax Reporting Accurate and Audit-Ready
IFTA reporting deadlines arrive quickly, and manual spreadsheets can lead to costly filing errors.
Smart fleets automate fuel tax reporting to save time and ensure accuracy.
With GW Connect, fuel purchases and jurisdictional mileage flow in automatically. The platform calculates taxable miles, tracks exemptions, and prepares precise quarterly IFTA reports ready for filing.
Pro Tip: Connect your telematics data through Trip Dawg so every mile and gallon updates in real time. You’ll eliminate duplicate entries and maintain clean, auditable data.
Habit 2: Stay Ahead of IRP and 2290 Renewals
Renewal delays can take trucks off the road and disrupt operations.
The most efficient fleets treat IRP and 2290 renewals as an ongoing process, not a last-minute rush.
GW Connect’s renewal dashboard provides full visibility into every plate, registration, and expiration date. Automatic alerts keep your compliance team informed long before deadlines.
Pro Tip: Assign monthly renewal checkups for each terminal or compliance team to review active credentials.
Not sure if you have what you need for headache free registration management? We break it all down on out visit our resource page.
Habit 3: Track Maintenance Before It Becomes a Problem
A well-maintained fleet stays compliant, safe, and operational.
Preventive maintenance scheduling reduces downtime, extends equipment life, and keeps inspection records current.
With GW Connect’s maintenance module, you can schedule service intervals — and document completion digitally.
Pro Tip: Integrate your telematics provider to trigger maintenance alerts automatically when mileage thresholds are met.
Habit 4: Manage Assets Through Their Entire Lifecycle
From the moment a truck joins your fleet until it’s sold or retired, detailed recordkeeping is essential.
Centralized data helps track titles, insurance, maintenance, and registration all in one place.
GW Connect’s asset management tools show what’s active, inactive, or due for renewal — giving you a clear, complete view of your fleet health.
Pro Tip: Maintain a digital “asset ID card” for every unit with photos, titles, and repair history to simplify audits and resale preparation.
Habit 5: Connect Compliance Across Your Operation
Compliance shouldn’t exist in silos. When your IFTA, driver files, and telematics data all communicate, your team works smarter.
That’s where the combined power of GW Connect, DQM Connect, and TripDAWG delivers unmatched efficiency. Together, these integrated tools:
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Share driver, vehicle, and mileage data automatically
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Eliminate duplicate data entry
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Provide full visibility for operations, safety, and licensing teams
Pro Tip: Conduct quarterly compliance checkups using all three platforms to verify IFTA, IRP, and driver file accuracy before audit season.
Explore the integration benefits at GW Connect, DQM Connect and TripDAWG .
Turn Compliance Into Confidence
The best fleets aren’t reacting to compliance problems — they’re preventing them.
By following these fleet compliance best practices and using connected tools like GW Connect, your team can run a cleaner, safer, and more efficient operation in 2026.
With GW Connect, you can:
✅ Automate IFTA, IRP, and 2290 reporting
✅ Manage maintenance and asset lifecycles
✅ Centralize renewals and documentation
✅ Seamlessly connect with TripDAWG and DQM Connect
Schedule a Demo and see how a 5-Star Fleet keeps compliance running as smoothly as its trucks.
Gateway Connect
As the year draws to a close, fleets across North America prepare for one of their most important compliance tasks: renewing their IFTA licenses. Staying organized with your IFTA annual renewal ensures smooth operations and keeps your fleet compliant through every reporting period. With IFTA reporting automation, fleets can simplify this process, reduce manual errors, and save valuable time—especially during the busy year-end season.
Understanding how renewals work, what’s required, and when to file can help your team avoid penalties and maintain good standing with your base jurisdiction.
What is IFTA?
The International Fuel Tax Agreement (IFTA) is a cooperative agreement among the lower 48 U.S. states and most Canadian provinces. It simplifies fuel tax reporting for motor carriers that operate in multiple jurisdictions.
Instead of filing separate reports in each state or province, carriers submit a single quarterly return to their base jurisdiction. This process reduces administrative work and ensures that fuel taxes are distributed fairly based on miles traveled and fuel purchased.
IFTA Filing Requirements
Each IFTA license holder must file fuel tax reports four times per year with their base jurisdiction. These filings include total miles traveled and gallons of fuel purchased in each participating state or province.
Quarterly Reporting Schedule
1st Quarter: January–March — Due April 30
2nd Quarter: April–June — Due July 31
3rd Quarter: July–September — Due October 31
4th Quarter: October–December — Due January 31 (following year)
If a due date falls on a weekend or holiday, it automatically extends to the next business day.
Failing to file on time can result in penalties, interest charges, or even suspension of your IFTA license — which can sideline your fleet until compliance is restored. Need a practical tool to stay on top of due dates? Download VLC’s Free IFTA Filing Resource Guide for templates, checklists, and reporting support.
Annual License Renewal
Your IFTA license and decals must be renewed annually, typically beginning in December.
Grace Period
Many jurisdictions allow fleets to operate with their prior-year credentials through February, provided your renewal application is submitted and your account remains in good standing.
Good Standing Matters
To qualify for renewal, fleets must complete all prior quarterly filings and ensure all tax payments are up to date. If you’re unsure about your renewal status, contact your base jurisdiction.
Exceptions for Low-Mileage Carriers
Some jurisdictions may allow annual filing instead of quarterly reporting, but this option requires prior approval.
Conditions: Typically available to carriers that operate fewer than 5,000 miles outside their base jurisdiction.
Annual Report Due Date: Usually January 31.
Approval Required: Always confirm eligibility with your base jurisdiction’s Department of Revenue before assuming approval.
How to File or Renew
Following a consistent process for filing or renewing your IFTA license helps reduce errors and ensures on-time compliance.
1. Contact Your Base Jurisdiction – Your state or province handles IFTA licensing, reporting, and renewals.
2. Use Online Portals – Most jurisdictions now offer electronic filing systems to simplify submissions.
3. Maintain Records – Keep trip and fuel purchase records for at least four years in case of audit.
Simplify Renewals with GW Connect
Managing renewals, reports, and deadlines doesn’t have to be complicated. GW Connect, VLC’s fleet and asset management platform, helps fleets streamline compliance across all IFTA requirements.
With GW Connect, you can:
Your Partner in Fleet Compliance
For over 25 years, Vehicle Licensing Consultants (VLC) has supported fleets with licensing, permitting, and compliance services. From IFTA reporting to renewals, VLC helps fleets stay legal, organized, and audit-ready.
Explore our Resource Library for free educational tools and compliance downloads that make managing your fleet easier year-round.
DQMConnect™, Driver Qualification File Management, Fleet Compliance, Fleet Management, Gateway Connect, Uncategorized
Gateway Connect
Registration service businesses dealing with vehicle licensing face numerous challenges in managing their operations efficiently. From renewal tracking & management to human resources and fleet vehicle management, these companies require robust tools to simplify their processes and provide top-notch customer service. This is where GW Connect Software can be implemented to offer a comprehensive solution that can transform how registration service businesses operate.
#1. Renewal Tracking & Management Made Effortless
One of the core challenges for registration service businesses is keeping track of vehicle renewals accurately and managing them in a timely manner. Missing renewal dates can result in fines, penalties, frustrated customers and stressed out staff members. GW Connect Software alleviates this burden by providing an intuitive renewal tracking & management system. With automated reminders and notifications, businesses can stay on top of renewal deadlines, so that customers’ registrations are up-to-date without any hassle. This feature not only prevents costly and frustrating mistakes, but also enhances customer satisfaction by offering a seamless experience.
#2. Streamlined Workflow for More Efficient Operations
Efficiency is a major cornerstone of any successful business, and registration service providers are no exception. GW Connect Software offers a workflow that minimizes manual tasks and optimizes operational processes. From data entry to document management, the software’s user-friendly interface simplifies complex tasks, allowing employees to focus on higher-value activities. This enhanced efficiency translates into faster customer service, reduced errors, as well as improved overall productivity and job satisfaction.
#3. Fleet Vehicle Management at Your Fingertips
For businesses dealing with fleet vehicles, managing and tracking each vehicle’s documentation, compliance, and renewal status can be overwhelming and time consuming. GW Connect Software can help by introducing a robust fleet vehicle management feature that enables companies to handle their entire fleet with ease. Real-time updates on vehicle statuses, expiration dates, and compliance requirements help fleet managers stay in control. This not only prevents disruptions in operations but also helps in strategic decision-making regarding fleet maintenance, replacement, and even expansion.
#4. Enhanced Customer Engagement and Satisfaction
A successful registration service business thrives on strong customer relationships, and GW Connect Software empowers companies to be able to provide exceptional customer service through the client portal and communication tools. Customers can access their renewal information, upload required documents, and communicate directly with the business by using the software interface. This transparency and convenience leads to higher customer satisfaction, improved trust, and repeat business.
Contact VLC Today to Get Started with GW Connect Software
GW Connect Software is one of the most essential tools on the market for registration service businesses aiming to stay competitive in a dynamic industry. With features such as renewal tracking and management, efficient workflows, fleet vehicle management, and enhanced customer engagement, this software offers a comprehensive solution beyond just registrations that drives efficiency and customer satisfaction. Perfect for transportation and logistics companies as well! Contact us today at VLC at 530-637-1696 or info@im4trux.com to get started with GW Connect and see how your fleet can benefit from adding it to your solution stack. Our friendly staff will help you smoothly integrate the software into your company’s operations, so that you can face challenges with confidence and elevate your service quality to new heights.
DQMConnect™, Gateway Connect
If you are responsible for the important job of organizing, maintaining, and managing your transportation assets, renewals, and customer files, you will recognize the huge savings that both DQM and GW Connect can bring to your business.
GW Connect
Gateway Connect is a flexible business operations tool that can be accessed from anywhere. It lets you instantly see the status of all company’s information… assets, renewals, and all related files. As the name implies, it offers automated connections to bring together all the data you need including DMV and Agency forms, which it will auto fill and allow you to review and edit as needed.
GW Connect helps you with document management with Drag & Drop functionality for ease of use and simplified organization. Our GW Connect software undergoes constant updates and improvement to stay current with the ever-changing requirements in the transportation industry.
DQM Connect
DQM Connect takes our software offerings to the next level. Driver qualification file software helps your company avoid messy, illegible, and incomplete data. DQM Connect guides your drivers through the online application process with our Smart eApplication, streamlines your onboarding, and alerts you to a completed and submitted application.
All the information is electronically stored and organized. Anything missing is flagged for admin review. All information is securely stored. Once you have been through the process just once, you will realize the benefits of DQM Connect.
You asked…we listened. Designed with your input and accessible online, anytime, anywhere!
Vehicle Licensing Consultants
A Virtual Projects, LLC Company
Fleet & Driver Compliance…Fleet Tracking Software
530-384-3884
