Company Documents
The Documents tab is where you upload, replace, and manage your company's licenses, certifications, insurance policies, and other paperwork. Some of these are required to verify your account; others build trust with partners.
Where to Find It
Settings → Company → Documents sub-tab.
What the Tab Shows
A grid of document cards
Each uploaded document is a card showing:
- The document type (e.g. "Insurance Certificate")
- The date you uploaded it
- The expiration date with a "X days left" badge — green when far off, orange when expiring soon, red EXPIRED when past
- Open, Replace, and Delete buttons
A search & filter bar at the top
- Search by type or custom name
- Filter by category (Needs Attention, individual document types)
- Sort by Newest, Oldest, Name A-Z, or Expiring Soonest
A "Needs Attention" banner
If any documents are expired or expiring within 90 days, an orange banner at the top tells you how many — click View to filter the list to just those.
Empty state: Brand-new companies see a FileText icon and "No documents uploaded — Upload company documents and certificates" with a big + Add Document button.
Upload a New Document
Click "+ Add Document"
Top right of the tab. Keyboard shortcut: Ctrl/⌘ + U.
Drop or pick a file
- Max size: 10 MB
- Formats: PDF, JPEG, PNG, WebP
Pick the document type
A dropdown lists the types Pickup2 recognizes — for example:
- Carrier liability insurance
- Cargo transit insurance
- National transport license
- Community license (international transport)
- VAT number / VAT EU
- ISO certificate
- ADR consultant certificate
- Commercial register certificate
- Other (you fill in a custom type name)
Fill in the dates
Most types accept two optional dates:
- Document date — when the document was issued
- Expiration date — when it expires
Some types (VAT number, EIK, commercial register) are dateless and these fields disappear automatically.
Insurance only: enter the value
If the type is an insurance document, two extra fields appear:
- Insurance value (a positive number, e.g.
50000) - Currency (currently EUR)
Both must be filled together — you can't enter a value without a currency, or vice versa.
Add notes (optional)
A free-text field up to 500 characters for anything noteworthy about the document.
Click Upload
A progress bar shows the upload. On success: "Document uploaded successfully".
Replace a Document
When a document gets renewed, replace it instead of deleting and re-uploading.
Click Replace on the document card
The same dialog opens, titled "Replace Document: {name}".
Pick the new file
Same size and format limits.
Adjust dates if needed
The fields are pre-filled from the existing record — update the expiration date to the new one.
Click Replace
The new file uploads, the old version is removed automatically. You'll see "Document replaced successfully".
Replace preserves the document's history (it's the same record updated). Delete + new upload creates a fresh record.
Open a Document
Click Open on a card to view it in a preview dialog. From there you can:
- See its full info (upload date, document date, expiration, insurance value, who uploaded it, notes)
- Click "Open in New Tab" to view the file itself in a new browser tab
- Click "Replace Document" to swap in a newer version
Delete a Document
Click the trash icon on the card
Or open the document and click Delete.
Confirm
A dialog asks "Are you sure you want to delete this document?" with the warning "This action cannot be undone."
Confirm again
The document is removed from your company, and you'll see "Document deleted".
Expiration Reminders
Pickup2 watches your documents and flags ones that need attention:
- Expiring within 90 days — orange "X days left" badge on the card
- Already expired — red "EXPIRED" badge
- Banner at the top of the page summarises how many need attention
There's no email or push reminder yet — you'll see the banner the next time you open the Documents tab. Build a habit of checking once a quarter.
Common Validation Errors
"Please select a document type"
Tick a type from the dropdown — required for upload.
"Please enter custom type name"
You picked Other — fill in the field below to describe the document.
"Expiration date must be after document date"
Self-explanatory — adjust one of the two dates.
"Both value and currency are required together, or leave both empty"
Insurance documents need either a complete pair (value + currency) or neither — no orphans.
"File is too large. Maximum size is 10 MB"
Compress the PDF or split it into separate documents before retrying.
Verification Documents & the €1 Fee
After your account is verified, you might be asked to upload key documents (license, insurance, etc.) before you can publish freight orders or fleet offers. Once those are accepted, a one-time €1.00 verification fee completes the activation. Read about that flow on Complete Verification.
The invoice for the verification fee shows up in Invoices & Billing.
Need Additional Help?
Our support team is ready to assist you 24/7. Contact Support