Digital Waste Tracking for Waste Carriers

Digital waste tracking for waste carriers means every load you collect, transport and hand over is recorded digitally once, instead of on a paper waste transfer note that gets filed and forgotten.

A bespoke app captures the waste description, EWC code, weight and carrier registration details at the point of collection, generates a digital waste transfer note automatically, and sends the record on towards Defra's Receipt of Waste API where it applies. Carriers with a permitted site are already covered by Phase 1 for waste they receive on-site; carrier, broker and dealer activity specifically is planned to join from October 2027. Building this into your existing collection rounds means drivers don't need to learn a separate system, they just carry on working, and the compliance side happens in the background.

Around 300,000 carriers, brokers and dealers are registered in the UK, and the regulators expect accurate, timely records from all of them once this phase lands. Building good habits now, before the deadline, means your team learns the system at a sensible pace rather than scrambling when it becomes compulsory.

For controlled waste under duty of care, you'll need the EWC code, a description of the waste, its weight, where it came from, your carrier registration number and vehicle registration, plus how the waste was handled.

Reports have to reach the system within 2 working days, excluding weekends and bank holidays, starting the day after the waste is received. A Monday 9am receipt is due by 11:59pm Wednesday; a Friday receipt is due by 11:59pm the following Tuesday. If your systems go down, you make a written record within 2 working days and transfer it to the service within 7 working days of the outage being resolved. Submission can go through the Receipt of Waste API directly, or via Defra's spreadsheet route, which is temporary and expected to remain available until at least October 2027.

Where hazardous waste is involved, additional details such as hazardous properties and POPs content may also need recording, in line with your duty of care obligations as a carrier.

We build the app around your collection rounds, your vehicle types and how your drivers already work, rather than asking you to adapt to a generic waste carriers package.

That means one system covering CRM, route planning, dispatch, unlimited drivers, live driver tracking and compliance, connected directly to Defra's Receipt of Waste API. Whether you run a handful of vans on local collection rounds or a larger fleet across multiple regions, the app scales without per-driver licence fees, and we set it up and train both your office team and drivers so the switch doesn't disrupt day-to-day collections.

Because everything sits in one app, there's no re-keying between a routing tool, a separate compliance spreadsheet and a driver's paper pad. Office staff, drivers and management all work from the same live data, which is where most data-entry errors in waste transfer notes come from.