Courier driver verification — credential control across your entire fleet without manual clicking

The specifics of courier driver verification in a last-mile company

Last-mile delivery operates under different rules than classic heavy-goods transport, and that shows in how you have to manage credentials:

• Turnover measured in months. Couriers leave after the holiday season, after the first winter, after the first fine. Every week you onboard someone new — and every week you need certainty that the document they showed you is still valid.
• B2B and self-employment instead of full-time hires. A large share of couriers work as subcontractors on their own sole proprietorships. The form of employment does not relieve you, as the contracting party, of responsibility — depending on the setup, that responsibility may stem from art. 92a ust. 1 of the Act on Road Transport (administrative penalties against the entity performing the transport), from art. 96 § 1 pkt 2 KW if the vehicle belongs to the company fleet, and from art. 429 KC (culpa in eligendo — liability for the choice of subcontractor).
• Thin cost margins. In courier work, every hour of dispatcher time and every undelivered parcel counts. Manually verifying 80 drivers every month is time nobody has.
• Seasonality. November and December double the fleet overnight. Onboarding 30 new couriers in a week without automation equals mistakes.

All of this means that verifying credentials once every six months 'with the contract annex' makes no sense at all in courier work. License status changes faster than you can print annexes.

What to check on a delivery driver's license

The bulk of any courier fleet consists of vehicles under 3.5 t — vans such as Sprinter, Master, Ducato, sometimes smaller delivery cars. For this vehicle class, category B is sufficient.

The full list of fields worth monitoring:

• Category B — delivery vans up to 3.5 t GVW; the baseline at any courier company.
• Category B+E — vans with a light trailer (parcel locker vehicles with a trailer, vehicles with container trailers). Often overlooked, yet a single route with a trailer driven without B+E is enough for ITD to immobilize the vehicle.
• Category C — occasionally, for larger box trucks above 3.5 t or smaller distribution trucks.
• CPC / initial qualification and periodic training — required for the commercial carriage of goods using vehicles above 3.5 t (rozdział 7a ustawy z 6 września 2001 r. o transporcie drogowym; dyrektywa 2003/59/WE). It does not apply to typical deliveries under 3.5 t.
• No license suspension. This is where CEPiK 2.0 detects a discrepancy that the employee themselves will not report.
• No court-ordered driving ban — often the result of a breathalyzer check, which the driver is similarly unlikely to disclose on their own.

The system queries the registry for all these fields in a single call per driver. For each courier you define which categories are critical for you — the rest will not generate alerts.

How to bulk-onboard a fleet of 100+ couriers

Onboarding the whole fleet takes as long as exporting a list from your HR system to XLSX:

1. XLSX import. You upload a spreadsheet with first name, last name, date of birth, and license number. The system maps columns and validates formats (PESEL, document number) before anything hits the database.
2. Assigning required categories. For part of the fleet you mark B, for the sub-team with trailers B+E. You can do it in bulk or per driver.
3. Daily check schedule. The 6:45 a.m. cycle: registry queried, results in the panel, alerts to the fleet coordinator's email and phone.
4. Roles and permissions in the app. The company owner sees everything. The dispatcher — only their region. HR — only document status, without operational data.

For fleets of 100+ and above, a REST API is also available — you can wire Sprawdź Kierowcę into your own TMS or dispatcher system so verification fires every time a new route is assigned.

What happens when a courier gets stopped with parcels on board

This is not a hypothetical scenario — since January 2025, our system's database has logged over 6,000 verifications that uncovered a real problem with the checked drivers' credentials. Each of these is a potential situation where the driver still gets behind the wheel because nobody checked.

The consequences for a courier company when such a driver runs into a roadside inspection:

• Stalled deliveries. The vehicle is left at the roadside with parcels inside. Every parcel not received by the customer that day equals a complaint or a penalty from the contracting platform.
• Contractual penalties from the client. An uncompleted route under an integrator contract usually maps to a penalty written into the SLA. The specific amount is regulated by contract and varies between platforms.
• Liability insurance recourse / collision insurance payout refusal. When damage is caused by a driver without the required credentials, the insurer will pay out to the injured party, but may seek reimbursement from the vehicle owner. On collision insurance — refusal to pay out for damage to your own vehicle is common market practice.
• Liability of the managing person. Allowing a person without the required credentials to drive is an offense under art. 96 § 1 pkt 2 KW on the part of the owner / vehicle holder (fine starting at 1,000 PLN). If this results in an accident or damage, additional civil liability of the manager for inadequate supervision (art. 415 KC) is possible — and the driver themselves, operating against a decision revoking credentials, faces criminal liability under art. 180a KK.
• Reputation with the client. One incident with an unlicensed courier carrying parcels worth a few thousand zloty can end a relationship with a major contracting partner.

Increasingly, large clients expect subcontractors to maintain a documented credential-control process — that is, an answer to the question 'how do you know that your couriers have valid licenses'.

It is worth distinguishing segments in the regulatory context. Since 21 February 2022, the Pakiet Mobilności UE (regulations 2020/1054 and 2020/1055) has subjected vehicles in the 2.5–3.5 t range engaged in international commercial carriage of goods to community license and road transport operator authorization requirements; from 1 July 2026, a digital tachograph G2V2 obligation will additionally apply to this class of vehicles in international operations. Domestic urban courier work under 3.5 t is not covered by these obligations, but the requirement of a valid driver's license remains absolutely fundamental in every segment.

ROI example for a courier company

In numbers, for a typical courier company with a fleet of 80 couriers:

Manual scenario

• 80 couriers × 30 s per check (logging into the government portal, entering data, verification) × 30 days = 72,000 s = 20 hours / month spent purely on clicking.
• Fleet coordinator / HR rate: 55 PLN/h gross (market median for 2026 for mid-level roles in the transport and warehousing sector).
• Monthly cost: ~1,100 PLN just for sitting in front of a form.
• Annual scale: 240 hours = 13,200 PLN/year on an activity that generates no revenue.

Scenario with Sprawdź Kierowcę

• Onboarding a fleet of 80 drivers from XLSX: 15 minutes one-time.
• Daily verification: 0 minutes of human work.
• Pro plan (up to 500 drivers): 249.99 PLN/month on annual billing = ~3,000 PLN/year.
• Net savings: ~10,200 PLN/year + 240 hours of work reclaimed for actual fleet management.

Plus what you cannot price in a spreadsheet — eliminating the risk that one of your couriers will hit the road with parcels and no valid license.

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