Outsourced transport compliance admin · Cardiff, South Wales and beyond
Stay ready. Protect your licence and your business. Save time and money.
A missed inspection, an expired licence or a lapsed CPC card can lead to fines, vehicles off the road and, at worst, your licence at risk. Staying compliant protects your drivers, your customers and your reputation, but keeping on top of it takes time you don’t always have. You run the vehicles; Transpedia takes the rest of the compliance admin off your desk.
Not just HGVs: our services also suit van and light commercial fleets, PSV, coach and minibus operators, plant hire, construction and utilities firms, company car and grey fleets — employees’ own cars used for work — and any business running its own delivery or service vehicles.
One free compliance health check per year, with no cost and no obligation.
20+ years of fleet and transport management experience.
Your fleet at a glance Example
12vehicles
18drivers
Overdue1 licence check overdue
This week2 inspections due this week
UpcomingNext eyesight checks in 21 days
Up to dateAll tacho downloads up to date
Fictional example of a typical small fleet.
What we do for you
Everything starts with your maintenance planner. We keep your vehicle and trailer inspection wallcharts in order, analyse your tachograph data and track the key dates that keep an O-licence safe, so nothing slips through the cracks and you’re ready whenever the DVSA or the Traffic Commissioner come calling.
Maintenance planners
Vehicle and trailer inspection (PMI) wallcharts on clean A3, so your inspection dates are planned and easy to see.
Tachograph analysis
Monthly driver card and vehicle unit analysis, infringement reports, and driver debrief/infringement letters ready for signature. Additional service, included in Complete
Key dates and expiry tracking
Driving licences, CPC cards and driver cards, plus Driver CPC hours and renewal dates, monitored and flagged.
Licence and eyesight check scheduling
Tracking when checks are due and flagging them in advance, including 6-monthly eyesight checks.
Weekly summary
What’s overdue, what’s due this week and what’s due in the next 30 days, sent to your office as a reminder on the day of your choice.
Policies and driver handbook
Annual update of company policies, with issue and review dates, plus driver handbook updates and driver signature receipts.
O-licence applications & variations
New applications, adding vehicles or operating centres, and guidance on the press advert. Additional service
Health check & DVSA visit preparation
A desk review of your records and a tidy, indexed evidence file ready for a DVSA visit or Traffic Commissioner request. Additional service
Driver CPC course booking
We find and book courses, confirm places with drivers and update your CPC records. Additional service
Public inquiry support
Help organising evidence bundles, timelines and an improvement plan. We support you and your advisers; we don’t represent you at the hearing. Additional service
Earned Recognition readiness
A gap review against the scheme’s requirements and an action plan to get you ready for the formal audit by a DVSA-approved auditor. Additional service
FORS preparation package
A gap review against the FORS standard and an action plan to get you ready for accreditation. Additional service
Van plan
For van and light commercial fleets: everything in Essentials, plus the vehicle maintenance planner for inspection, servicing and MOT dates. Monthly plan · see the Van plan
Who it’s for:
HGV hauliers and transport managers
Van and light commercial fleets (see our Van plan)
PSV, coach and minibus operators
Plant hire and construction
Utilities
Company car fleets and grey fleets (employees’ own cars used for work)
Businesses unsure whether they need an operator’s licence
Businesses with their own delivery or service vehicles
Please note: Transpedia provides compliance admin support and does not act as your nominated transport manager. We don’t carry out licence or eyesight checks or deliver CPC training; we track when they are due and flag them to you in advance. Responsibility for compliance remains with the operator and its transport manager.
How it works
Simple to start, and no long contracts: just one month’s notice.
Free health check
One free compliance health check per year: we review your wallcharts and key dates, then send you a one-page list of any gaps. No cost, no obligation.
Choose a plan
One price per vehicle per month, with a minimum monthly fee. Add extra services only if you need them.
Every week
On the day of your choice, you get a clear summary of what’s overdue, due this week and due in the next 30 days, sent to your office as a reminder.
Ready for inspection
Your records stay current and organised for the DVSA and the Traffic Commissioner, and gaps are spotted early.
Monthly plans
Simple monthly pricing: one price per vehicle per month, with a minimum monthly fee. No long contracts: just one month’s notice. Prices shown are starting points. Premium includes 50% off an annual Health check & DVSA visit preparation and 10% off other additional services; Complete adds tachograph analysis for up to one driver per vehicle and 20% off other additional services. Running vans? See our Van plan below.
Everything in Essentials, plus the vehicle maintenance planner.
Vehicle maintenance planner: inspection, servicing and MOT wallchart, so dates are planned and easy to see
Expiry tracking: driving licences (and any CPC or driver cards)
Licence and eyesight check scheduling: tracking when checks are due and flagging them in advance
Weekly compliance summary on the day of your choice (overdue / this week / next 30 days)
Email reminders sent to your office before anything falls due
Driver CPC course tracking, where your drivers need it
We schedule and flag checks and dates; we don’t carry out inspections, servicing or checks ourselves.
Other fleets
Company cars, grey fleets, plant or another kind of fleet?
We also look after company car fleets and grey fleets — that’s employees’ own cars used for work — as well as plant, construction, utilities, buses and coaches, and mixed fleets. If you’re not sure whether you need an operator’s licence, for example if you tow or your vehicles sit near the weight threshold, get in touch and we’ll help you work it out, then quote for a plan that fits.
Transpedia is not currently VAT registered, so no VAT is added to these prices.
Worked examples
Fleet (monthly fee)
Essentials
Standard
Premium
Complete
5 vehicles
£40
£60
£100
£175
10 vehicles
£50
£100
£175
£300
15 vehicles
£75
£150
£262.50
£450
Price per vehicle per month, subject to the minimum monthly fee. A 5-vehicle fleet pays the minimum fee on every plan; from 10 vehicles every plan is charged per vehicle.
What it could save you
Most small operators either pay for part-time admin help or do the paperwork themselves. A part-time admin assistant working 2 days a week costs around £11,335 a year; 6 to 9 hours a week of an owner’s or office manager’s time is worth around £4,760 to £7,139 a year.*
Plan and fleet size
vs part-time admin, 2 days a week*
vs 6–9 hours a week of your own time*
Premium, 5 vehicles: £100/month (£1,200/year)
Save about £10,135/year (89%)
Save about £3,560–£5,939/year(75–83%)
Premium, 10 vehicles: £175/month (£2,100/year)
Save about £9,235/year (81%)
Save about £2,660–£5,039/year(56–71%)
Complete, 5 vehicles: £175/month (£2,100/year)
Save about £10,135/year (83%)
Save about £3,560–£5,939/year(63–74%)
Complete, 10 vehicles: £300/month (£3,600/year)
Save about £9,535/year (73%)
Save about £2,960–£5,339/year(45–60%)
Savings are the estimated yearly cost minus the yearly plan fee. For Complete, the comparison also includes buying tachograph analysis separately at £15 per driver per month (one driver per vehicle), because part-time admin or your own time won’t cover it. Complete clients also get 20% off other additional services and rapid response, which aren’t counted here.
*Estimates. Based on a £26,000 full-time salary (lower end of advertised Cardiff/South Wales admin pay) plus employer NI and minimum pension at 2026/27 rates, which comes to £29,743 a year or about £17 per hour worked. Part-time = 2 days a week (40%) at the same rates. Own time = an estimated 6 to 9 hours a week valued at the same £17/hour, over 46.4 working weeks. Before any Employment Allowance. Sources: GOV.UK employer rates and thresholds 2026 to 2027; The Pensions Regulator; GOV.UK holiday entitlement.
Additional services
Extra help when you need it, on its own or alongside our monthly service. Every job is quoted in writing before work starts. Prices are starting points. Premium clients get 10% off and Complete clients 20% off, and both get 50% off one Health check & DVSA visit preparation a year. Transpedia is not currently VAT registered, so no VAT is added to these prices.
Tachograph analysis & infringement reporting
Monthly driver card and vehicle unit analysis, infringement reports, and driver debrief/infringement letters ready for signature.
£15 per driver / monthMinimum £50 / month · included in Complete
Health check / DVSA visit preparation
A desk review of your records and a tidy, indexed evidence file ready for a DVSA visit or Traffic Commissioner request.
From £350 fixed feeUp to 10 vehicles
Public inquiry & maintenance investigation support
Help organising evidence bundles, timelines and an improvement plan. We support you and your advisers; we don’t represent you at the hearing.
From £350 per day
O-licence applications & variations
New applications, adding vehicles or operating centres, and guidance on the press advert.
New: from £250 each · Variation: from £125 eachDVSA fees and advert costs are extra
Company policy & driver handbook pack
A tailored set of policies (defects, drug & alcohol, tyres, VOR and more) plus a driver handbook, with issue and review dates.
From £250 per companyAnnual refresh £125
Driver CPC course booking & coordination
We find and book courses, confirm places with drivers and update your CPC records.
£15 per bookingCourse fees are paid to the provider
DVSA Earned Recognition readiness
A gap review against the scheme’s requirements and an action plan to get you ready for the formal audit by a DVSA-approved auditor.
From £750 per project
FORS preparation package
A gap review against the FORS standard and an action plan to get you ready for accreditation.
From £750 per project
Van & light commercial fleets
Covered by our monthly Van plan: everything in Essentials, plus the vehicle maintenance planner for inspection, servicing and MOT dates.
Our compliance admin delivered under your brand, for your clients, so you can focus on advice and oversight.
15% off our standard ratesor price on request
Already a monthly client? Standard, Premium and Complete include the annual policy update and company-specific driver handbooks. Premium clients get 50% off an annual Health check & DVSA visit preparation and 10% off all other additional services; Complete includes everything in Premium, plus tachograph analysis for up to one driver per vehicle and 20% off all other additional services.
About Transpedia
Transpedia is a transport compliance admin service based in Cardiff, built on more than 20 years of fleet and transport management experience and led by a qualified transport manager.
We know how much time compliance admin takes. We’re not here to replace your transport manager. We work alongside them and take the admin off their plate, for a lot less than the cost of employing a compliance clerk.
Why operators use us
Health-check ready: records current and organised for the DVSA and the Traffic Commissioner.
Protect your O-licence: gaps spotted early, before they become findings.
Good value: typically less than part-time admin help or your own time.
Fast and reliable: dates flagged and documents sent on time, every time.
Works with your TM: we support your transport manager, not replace them.
Proven: already supporting multiple hauliers, including the full weekly compliance cycle and tachograph analysis.
Why it matters
Small gaps in the paperwork can turn into fines, and serious or repeated problems can put your operator’s licence at risk.
£50 to £300
Roadside checks
DVSA fixed penalties range from £50 to £300 per offence and can cover the last 28 days.
No. Although our team is led by a qualified transport manager, Transpedia provides compliance admin support and does not act as your nominated transport manager. We work alongside your transport manager and take the admin off their plate. Responsibility for compliance remains with the operator and its transport manager.
Do you carry out licence or eyesight checks, or CPC training?
No. We don’t carry out licence or eyesight checks or deliver CPC training. We track when they are due and flag them to you in advance, so they get done on time.
What’s in the weekly summary?
A clear list of what’s overdue, what’s due this week and what’s coming up in the next 30 days, sent to your office as a reminder on the day of your choice.
How does pricing work?
One price per vehicle per month, with a minimum monthly fee, starting from £5 per vehicle per month on Essentials (minimum £40 a month) and £10 per vehicle per month on Standard (minimum £60 a month). Premium, from £17.50 per vehicle per month (minimum £100 a month), includes 50% off an annual Health check & DVSA visit preparation and 10% off all other additional services. Complete, from £30 per vehicle per month (minimum £175 a month), adds tachograph analysis for up to one driver per vehicle (extra drivers at our standard tacho rate), 20% off all other additional services, and rapid response for urgent compliance issues. For van and light commercial fleets, our Van plan is from £5 per van per month (minimum £50 a month). There are no long contracts: just one month’s notice. Transpedia is not currently VAT registered, so no VAT is added to these prices.
What does the free compliance health check involve?
We review your wallcharts and key dates (licence, CPC and driver card expiries, licence and eyesight check due dates, and policies) and send you a one-page list of any gaps. It’s free once a year for every customer and prospect, with no obligation.
Where do you work?
We’re based in Cardiff and support hauliers and transport managers in South Wales and beyond.
Start with your free compliance health check
Every business can have one free compliance health check per year. We’ll review your wallcharts and key dates, then send you a one-page list of any gaps. No cost, no obligation.
Transpedia