To see and accept orders from the Maxmove platform, your fleet provides its company details and a few papers once. Maxmove reviews them and then opens platform access for your workspace. The steps follow your legal form: a sole trader is asked for different papers than a GmbH, and only what applies to you is shown.
If you use Maxmove only as your TMS, you don't need platform access and don't see these steps.
Where to start
- Dashboard: if you chose only the platform when you signed up, platform access starts right after sign-up. Otherwise open Platform; the notice "Maxmove platform access" leads through the steps.
- Maxmove Driver app: in Fleet Control, the notice on the home screen or the Platform access row in fleet management leads to the steps.
The first page shows what to have ready for your legal form, who gets an identity check link and roughly how long it takes. Continue saves each step and opens the next one. You can stop at any point. Everything you save stays, and both the dashboard and the app show the same steps and progress.
Who sets up what:
- Owner: every step. The company search and the people step are done by the owner only.
- Admins: every step except the company search and people.
- Fleet managers: every step except the company search, people, tax details and payout account.
- Dispatchers: see the progress but can't change anything.
On a step only the owner can finish, admins and fleet managers can send the owner a reminder with Remind owner, once per step per day. See fleet roles.
Company
Company details start with a search for your company in the commercial register, by name or register number. The search can take up to a minute. When you pick your company, Maxmove takes the legal name, legal form, register court, register number and registered address from the register. Check them and save with Continue.
If the search doesn't find your company, or your legal form has no register entry, you enter the company details yourself. They start with the kind of business you run, then its exact legal form: sole trader (Einzelunternehmen or e.K.), partnership (GbR, OHG, KG, GmbH & Co. KG), corporation (GmbH, UG, AG) or another form. The answer decides what follows:
- Legal forms with a register entry (e.K., OHG, KG, GmbH & Co. KG, GmbH, UG, AG) also enter their register court and number.
- Every fleet enters its registered address and a contact email. A website is optional.
- You also say whether you carry goods with vehicles over 3.5 t gross weight. Maxmove suggests the answer from your vehicle types.
People depend on the legal form, too:
- Sole trader: you are the owner. You confirm your own details.
- Partnership: every partner.
- Corporation: the managing directors and every person who owns at least 25 %.
If you found your company in the register, the people from the register are already in the list. For a person who gets an identity check link, you enter only their name, role, share and email, and for the person who represents the company also a phone number. Maxmove takes the date of birth, nationality and home address from their identity check. If the check can't read something, such as the address on a passport, the step asks for it.
Proof of business is one paper, chosen by your legal form:
- Trade registration (Gewerbeanmeldung) for sole traders without a register entry and for GbRs. Your name, business name and the registered activity must be readable.
- Commercial register extract (Handelsregisterauszug) for every legal form with a register entry. It shows the register number and company name. If you picked your company in the search, no extract is needed.
Transport
- Carrier liability insurance: the confirmation of your Verkehrshaftungsversicherung with the period of cover. A company's policy is in its company name; a sole trader's may be in their own name or business name. You enter the last day it is valid.
- Vehicle registration: the registration certificate (Zulassungsbescheinigung Teil I) of one vehicle you use for transport, or a lease contract.
- Transport licence: only if you answered that you carry goods with vehicles over 3.5 t. Then your permit under § 3 GüKG or an EU Community licence is required, with its expiry date. Fleets with vehicles up to 3.5 t do not see this step.
If one of your vehicles already holds its registration certificate or an insurance confirmation, reuse it with Use from vehicle. For insurance, make sure it is the carrier liability insurance, not the motor insurance.
Uploading papers
Each paper shows an example with the details Maxmove checks. Upload a PDF or a photo of up to 25 MB.
- In the app, Take photo opens the document scanner. Several pages become one PDF. If an upload fails, upload the same file again with Try again.
- On the dashboard, each paper step shows a QR code. Scan it with your phone to open the same step in the Maxmove Driver app; the paper then appears on the dashboard too.
Where it can, Maxmove reads expiry dates, numbers and names from the paper and fills empty fields with them. If something doesn't match your company details, a paper has expired or expires soon, or it looks edited, you see a note before you submit. Upload the original then. Check what was filled in; Maxmove makes the decision.
Taxes and payouts
- Tax details: your tax number or VAT ID, and a letter from the tax office or the confirmation of your VAT ID that shows your company name. The step shows which proof fits what you entered, and you pick it before you save with Continue.
- Payout account: the IBAN Maxmove pays into, with a bank proof. This can be a screenshot from your banking app or a bank statement that shows the IBAN and the account holder. The step only counts as done with the bank proof. A company with a register entry is paid only into an account in its company name; a sole trader's account is in their own name.
Review and submit
The last page, Review and submit, lists every step with what you entered and any notes about your papers. Each step opens again from there. Submitting sends everything to Maxmove in one go and accepts the Maxmove platform terms. While Maxmove reviews your details you do not need to do anything.
Owners and admins get a push notification, an email and an inbox message once Maxmove has decided: when platform access is open, when Maxmove asks for changes (with the reason), or when the application is declined. The message opens the right page. If Maxmove asks for changes, the review page names what to fix. Correct it and submit again.
After approval
Your fleet sees and accepts platform orders. Keep the papers current: renew your insurance and transport licence before they expire, see compliance and document management. New directors, contact details, a new address in the same country, your website or your vehicles can change without losing access while Maxmove reviews the change. A new legal name, legal form or register entry is a new company and needs a new submission.
For Maxmove’s own fleet, the payout bank step does not apply: payments stay in Maxmove’s platform account. Company, people, tax and transport checks still apply.