What information do we need to record?

Who brought the waste, where it came from, EWC codes and descriptions, weights or estimates, and disposal or recovery codes for each commercial load received.

Can we keep using our current software?

Often, yes. We can build apps that work alongside your existing systems and add the Defra connection.

We quote each project individually. Talk to us about your procurement route and we'll provide the documentation you need.

Digital Waste Tracking for Local Authorities

Digital waste tracking for local authorities is easier than it sounds when the app does the work for you. In England, HWRCs must record commercial waste received during Phase 1; in Wales HWRCs are out of scope. Councils' trade waste services fall into Phase 2. We build a bespoke app around how your business runs, so every load is captured once, every waste transfer note is digital and every record reaches Defra on time.

Book a free demo Check if you're ready

How Digital Waste Tracking for Local Authorities Works

Councils deal with waste in several ways: running household waste recycling centres (HWRCs), operating or contracting transfer stations, and running commercial and trade waste collection services. Digital waste tracking for local authorities affects each of these differently.

Where a council or its contractor operates a permitted site that receives waste, Phase 1 already applies to the loads that site receives. Trade waste collection services fall into Phase 2 alongside other waste collectors. The key is to work out which of your activities is in scope, and when.

When Local Authorities and HWRCs Must Comply

England:

HWRCs must record commercial waste they receive under Phase 1, from October 2026. Household waste brought in by residents isn't reported through the service in Phase 1.

Wales:

HWRCs are not in scope of Phase 1.

Scotland and Northern Ireland:

Phase 1 applies to permitted and licensed receiving sites from 1 January 2027.

Trade waste collections:

councils that collect commercial waste act as waste collectors and are expected to come into scope in Phase 2, planned for October 2027.

Councils that use contractors to run sites should check who holds the permit and who is responsible for reporting.

What You'll Need to Record

For commercial loads received at an HWRC or council-run site, you'll need to record details such as who brought the waste and in which vehicle, where it came from, a description and EWC code for each waste, the weight or an estimate, and disposal or recovery codes. Each receipt must be submitted within 2 working days.

For trade waste collection services in Phase 2, expect to record each movement from your customers to the receiving site.

A Bespoke App Built Around Your Operation

Council operations are complex, and existing systems are often fixed for years by contracts. Rather than replacing everything, we can build focused apps that fill the gaps:

HWRC commercial waste app

for site staff to capture trade loads quickly on a tablet, with photos and payments

Trade waste collection app

for crews, with digital waste transfer notes and annual duty of care paperwork

Integration

with your existing systems for customers, billing and data returns

Automatic submission

to Defra's Receipt of Waste API

Everything is designed for front-line staff, with large buttons, simple steps and offline saving.

From Paper or Spreadsheet to Digital

If your sites are using Defra's spreadsheet or manual logs to meet Phase 1, it's worth planning the move to an API-connected system now. The spreadsheet is temporary and expected to remain only until at least October 2027, which is also when Phase 2 is planned to bring in trade waste collections.

Frequently Asked Questions

In England, HWRCs must record commercial waste received from October 2026. Wales HWRCs are out of scope. Scotland and Northern Ireland sites follow from January 2027. Trade waste collection services are expected in Phase 2 from October 2027.

CoreDigital Waste TrackingDigital waste tracking explained: who must comply, Phase 1 and Phase 2 dates, what data Defra needs and how a bespoke app makes compliance simple.Read more →GuidesMandatory Digital Waste TrackingMandatory digital waste tracking dates for every UK nation: Phase 1 receiving sites from October 2026, Phase 2 carriers and brokers from October 2027.Read more →CorePricingWhat does digital waste tracking software cost? See how our bespoke app pricing works, what's included and why there are no per-driver licence fees.Read more →

We don't sell boxes of software. We build the app your business actually needs.

Book a free, no-obligation demo and talk it through with someone who understands commercial waste management.

Book a free demo