Removing your paper based processes
Digital Waste Tracking
Until digital waste tracking is implemented by DEFRA.
This page was updated inline with DEFRA's recent announcement, July 2025.
Software to help you track waste digitally, get ahead of the UK's impending digital waste tracking regulation update.
Find out how Crate can help you digitise in preparation for April 2026 and DEFRA's digital waste tracking mandate below
Construction | Demolition | Earthworks | Groundworks | Utilities | Recycling | Skip Hire | Environmental | Fenestration | Waste Management
Designed for larger companies working with waste on a daily basis. From construction to fenestration, with a minimum of 11 vehiclesÂ
or
Designed for independent waste carriers, recyclers, clearance companies with up to 10 vehicles.Â
Are you ready for digital waste tracking? It's time to scrap your outdated paper Waste Transfer Notes and adopt digital waste tracking
Mandatory digital waste tracking has finally been announced by DEFRA. From October 2026 – all waste records will have to be recorded using a digital system. Paper tickets will no longer be a viable form of recording waste transactions/ using manual waste transfer notes as proof of collection/ delivery. Don’t get left behind, enquire today.
This page was updated inline with DEFRA's recent announcement, July 2025.
What best describes your business?
We ask so we can take you to the best page that’s relevant for you and your business operations.Â
What is digital waste tracking?
Digital waste tracking is a new regulation for all employees, businesses and individuals involved in the UK Waste Sector.
From October 2026, all waste movements will be recorded centrally on a new portal.
Each waste collection will be assigned a unique tracking ID, created and captured by the waste carrier. Once the waste collection has reached it’s consolidation site, the Tracking ID will be logged by the receiving site, creating a cradle to grave tracking reference and proof of delivery for the waste materials journey.
This page was updated inline with DEFRA's recent announcement, July 2025.
Experience the benefit of digital Waste Transfer Notes for free.
We get it – you’re not ready to talk to a sales team, and you don’t want to spend thousands on software. That’s why we’ve created a free-to-use digital waste tracking tool. Just complete the short form below to confirm you’re human, and we’ll send you instant access to our compliant digital waste transfer note (WTN) – no cost, no commitment.
Get to know the new regulations.
FAQ's
All waste collections will be assigned a unique Tracking ID registered on a centralised DEFRA portal. All collections are to be registered individually by waste carriers within 3 days of a collection occurring. The Tracking ID will then be cross referenced by a consolidation centre when the waste collections have been delivered. Thus resulting in complete visibility from cradle to grave of a waste material collection to delivery.
All waste producers, carriers, and disposal/treatment facilities across the UK. The initial responsibility focusses on carriers and disposal/ consolidation sites. Initially, the legislation mandates all waste receiving facilities to be digitally compliant by October 2026.Â
The new laws are to help in reducing illegal dumping, promote responsible waste management and increase the rates of re-use and recycling.
There will be a free website that is provided by DEFRA, more information can be found here:Â As with all free platforms, there will be limitations that usually decrease operational functionality. There are several software businesses that offer waste management products. SaaS businesses use cloud based software to record drivers activities using a smartphone.
No, individual waste tracking records will not be required for each household collection. Records will be necessary at the point of consolidation, when the waste is received at a waste receiving site, regardless of whether a charge is made for the collection.
Under the new regulations, there will be a single process for both hazardous and non-hazardous waste. The waste producer will remain responsible for providing an accurate description of their waste, but the person arranging the waste movement will be responsible for generating the digital waste tracking record.
In February 2025, DEFRA announced they’d be pushing the deadline back by 12 months, to April 2026.Â
This has now been pushed back again, starting in October 2026, with more stakeholders being mandated by April 2027.Â
Whilst we agree, the ‘deadlines’ being pushed back, is frustrating – DEFRA’s new timelines do seem more realistic and the communication and language being used by the official teams, seems to be more authoritative and confident. Whilst we have no idea what DEFRA really want to do with the legislation, it is worth keeping up to date with all news and legislation. You can sign up to our newsletter or follow the Government updates.Â
Insights - Digital Waste Tracking
Will digital waste tracking affect my business?: Essential updates you need to know
This article was updated in August 2025, following updates from DEFRA and their recent changes to roll-out dates to the...
Digital waste tracking, the new legislation.
This article has been updated in August 2025. At this time, DEFRA have confirmed all waste receiving facilities will need...
How can digital waste tracking save me time, money and reduce business risk?
Digital waste tracking will force companies to make the jump to digital tickets. No more:
- Lost or damaged paper tickets
- Handwritten errors and illegible information
- Delays in receiving completed paperwork
- Manual data entry and duplication
- Chasing signatures across multiple sites
- Gaps in audit trails and compliance records
The handling points of a paper waste transfer note
- Documents can be falsified
- Non compliant data can be missed
- Slow to understand loads completed
- Slow to make decisions
- Slow to invoice
- Risk at every touch point
- Slow, time consuming process
The handling points of a digital waste transfer note
- Reduced risk due to system generated data
- Reduction in over 85% of administration time
- Proof of delivery & Collection with GPS
- Full audit trails of material movements
- Spot mistakes within seconds
- Immediate ticket & data delivery/ receipt
- No manual handling at any stage
Save upwards of £25K per year by digitising your waste transfer notes
Let us know how many waste transfer notes your business completes on a daily basis, and we'll send you a free estimate as to how much you could save by digitising your waste records, with Crate
Scrap your inefficiencies. Our Waste Transfer Notes capture all of the below for you automatically, saving you time, money and reducing risk
- Collection & Delivery address
- Weights / container size
- Vehicle type
- Registration number
- Driver details
- Time & Date
- Haulier carrier No
- SIC code
- Material & EWC code
- Signatures
- Photo capture
- Operator name
- Waste Regulations 2011 confirmation
- Location co-ordinates​
Reduction in administration time/ costs
Happier Customers, Employees & Directors
Empower your employees to use live data
You’re already recording the data, so why not remove all of the waste that goes with it? Empower your workforce to use apps in the field.Â
Live daily site and business load totals
No more waiting for your tickets to be typed onto the computer before you know your daily totals.
Email ticket submissions
Once your waste is collected or delivered, your waste transfer note can be automatically emailed to your customers, reducing time to invoice and increasing customer satisfaction
Carbon Calculator
We only have one planet. Understanding how much carbon you use in the 21st Century is paramount. Every vehicle trip recorded on Crate gives you a live carbon output so you can track your emissions.
No more paper
Paper records are costly & risky, and a terrible waste of trees. Remove & reduce your storage facilities. No more piles of boxes of tickets.
Driver / task management
Assign workloads to your drivers and track their statuses in real-time using GPS. Reduce the risk of mistakes by auto-populating tickets for your workforce
Let's discuss your requirements
Sometimes it’s easier to discuss your requirements with one of our team members. We try and get everything on our website, but we believe having a chat is always a good idea! Feel free to get in contact through one of our channels below. Or, leave your details so we can contact you.Â
info@mydatacrate.co.uk
sales@mydatacrate.co.uk
Call Us
(+44) 020 8945 3829
Our Office
Office 113, BizSpace -Theale, Merlin House, Theale, RG7 4SA
