Digital Waste Tracking FAQ

What is digital waste tracking? It's a UK-wide online service, run by Defra with the devolved governments, where waste businesses record each load of controlled waste digitally. It replaces slow, paper-based records with a near real-time trail that regulators can follow.

Why has it been introduced? Mainly to tackle waste crime, which costs the UK economy an estimated £1 billion a year. With load-by-load data, regulators can spot illegal activity faster and check that waste is going to legitimate sites.

Is digital waste tracking mandatory? Yes, for licensed and permitted waste receiving sites. It became mandatory in England and Wales on 1 October 2026 and applies in Scotland and Northern Ireland from 1 January 2027. Waste carriers, brokers and dealers are planned to follow from October 2027.

Does it replace waste transfer notes? Not yet. Defra says existing waste transfer notes, consignment notes and returns continue alongside digital waste tracking until further notice.

Is there a charge to use the government service? Yes. The Report receipt of waste service costs £26 a year per organisation, covering all its sites, with the first payment due by 31 January 2027.

How quickly do I need to report a load? Within 2 working days, excluding weekends and bank holidays, starting from the day after you receive the waste. Waste received on Monday must be reported by 11:59pm on Wednesday.

What information do I need to record? Key details include where the waste came from, who carried it, a description and EWC code for each waste, the weight, at least one disposal or recovery code per EWC code, and extra details for hazardous waste or waste containing POPs.

How do I submit the data? Either through software connected to Defra's Receipt of Waste API (the main route) or by uploading Defra's spreadsheet. The spreadsheet is temporary and expected to remain until at least October 2027.

What if the service is down? Make a written record of each load within the normal 2 working days, then transfer it to the service within 7 working days of the outage being resolved.

Can one API code cover several sites? Yes. Your organisation's API code can be used to send waste movements for every site you operate.

Are your apps off-the-shelf? No. Every app is built around how your business works, using proven building blocks so it doesn't take forever or cost a fortune.

Do your apps connect to Defra? Yes. They connect directly to Defra's Receipt of Waste API. Loads are drafted automatically, checked for missing information and submitted inside the deadline.

What else can the app do? As much or as little as you need: customer CRM, route optimisation, dispatch calendar, driver app, live van tracking, digital waste transfer notes, consignment notes, photos and signatures, customer reminders, timesheets, invoicing and reporting.

Do you charge per driver? No. Add as many drivers and office users as your business needs.

We're a small, paper-based carrier. Is this for us? Yes. Moving small carriers off paper is one of the things we do best, and Phase 2 makes it more important than ever.

How long does a build take? It depends on scope. Core compliance can be in place quickly, with further modules added in stages. We'll give you a clear timeline with your quote.