---
title: "Submitting a vehicle document"
slug: "upload-a-vehicle-document"
updated: 2026-04-15T08:20:10Z
published: 2026-04-17T09:06:29Z
canonical: "help.cintra.co.uk/upload-a-vehicle-document"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Submitting a vehicle document

If your organisation requires vehicle documents before you can submit mileage claims, a **Documents** icon will appear in the menu bar. You will need a digital copy of the document in PDF, JPG, or PNG format before you begin.

### **Uploading a document**

1. Click the **Documents** icon in the menu bar.
2. Click **+ Document** from the right-hand sidebar. A file browser opens.
3. Select your document file. A draft document is created.
4. Click the record to open the details panel and complete the following fields:

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(385).png)
  - **Type**: select from *Driving Licence*, *Vehicle Insurance*, *Vehicle MOT*, or *Vehicle Road Tax*.
  - **Expiry Date**: enter the date the document expires.
  - **Description**: enter any additional details, if required.
5. Click **Save**.
6. Select the checkbox next to the document and click **Submit**. The document is sent to your line manager or nominated approver for approval.

### Notes for users submitting documents

- You cannot submit a mileage claim until your document has been approved.
- If you attempt to submit a mileage claim before your document has been approved, a prompt will appear with a link to the Documents area. Your claim will remain in drafts with a *Documents Missing* flag until the document is approved.
- If the expiry date you enter is less than one month away, a *Due to Expiry* flag is displayed and an email alert is sent to you.