What to look for in digital waste tracking software
In short: any software you use must connect to Defra's Receipt of Waste API and send each load within 2 working days. Start with Defra's list of compatible software, then use the checklist below to compare what each one does beyond that.
Do you need software at all?
Not necessarily. GOV.UK gives two ways to report the waste you receive: through software that uses Defra's API, or by filling in and uploading Defra's spreadsheet. Defra describes the spreadsheet as a temporary solution for receivers without software.
The spreadsheet can suit a site with a handful of loads. For most sites, software that records the load once, at the gate, and sends it for you is less work and less risk of missing the deadline.
Start with Defra's list
Your software provider connects to Defra's Receipt of Waste API using your organisation's API code. GOV.UK publishes a list of compatible software providers, updated as more connect. Check that any product you're considering is on it, or ask the supplier when it will be.
The checklist
Use these questions with any supplier. The right answers depend on how your business works.
| Ask | Why it matters |
|---|---|
| Does it send each load to Defra for you, and fix rejections? | Each record is due within 2 working days, and errors Defra flags must be fixed in the same window. |
| Does it use Defra's own code lists? | EWC codes, container types and disposal or recovery codes from Defra's lists mean fewer records rejected. |
| Does it check carriers' registrations? | Checking a carrier is registered is part of your duty of care. Checks on all four UK registers, repeated over time, catch registrations that lapse. |
| Does it cover the paperwork you still need? | Transfer notes, consignment notes, permit waste returns and consignee returns continue until further notice. Software that builds them from the same records saves typing. |
| Does it work without signal? | Weighbridges, yards and collection points often have poor coverage. Records should be saved and sent later, not lost. |
| Does it cover your whole operation? | If you also carry or broker waste, one system for the site and the vehicles avoids entering the same movement twice. Carriers and brokers are planned to follow from October 2027. |
| Can you show who did what? | Photos, signatures and a history of every change help when a customer, an auditor or the regulator asks. |
| Can you get your data out? | Ask how you export everything, and where your data is held. |
| What does it really cost? | Ask what's included, what's extra, and whether reporting to Defra costs more. Defra's own service is £26 a year per organisation whichever route you use. |
Questions to ask before you sign up
- Are you on Defra's list of compatible software, and is your connection to the live service, not just the test one?
- What happens to a record Defra rejects, and who fixes it?
- What happens to a load recorded when the signal drops?
- Which of my returns and notes does it produce, and for which nations?
- Can I try it with my real work before paying?
- If I leave, how do I take my records with me?
Common questions
Do I need software for digital waste tracking?
Not necessarily. GOV.UK gives two ways to report the waste you receive: through software that uses Defra's API, or by filling in and uploading Defra's spreadsheet. Defra describes the spreadsheet as a temporary solution for receivers without software.
Is there an official list of digital waste tracking software?
Yes. GOV.UK publishes a list of compatible software providers, updated as more connect, so check that any product you're considering is on it or ask the supplier when it will be.
What does my software provider need to report to Defra for me?
Your organisation's API code. Your provider connects to Defra's Receipt of Waste API using that code.
What should I look for in digital waste tracking software?
First, that it sends each load to Defra for you and fixes rejections, because each record is due within 2 working days and flagged errors must be fixed in the same window. Then ask whether it uses Defra's own code lists, checks carriers' registrations, covers the paperwork you still need, works without signal and lets you export your data.
How much does digital waste tracking cost if I use software?
Defra's own service costs £26 a year per organisation whichever route you use. Software prices vary, so ask each supplier what's included, what's extra and whether reporting to Defra costs more.
Check the official guidance
This guide is based on these pages. Rules change, so check them for the latest position.
- Report receipt of waste: choose a software provider (GOV.UK / Defra)
- Report receipt of waste (GOV.UK / Defra)
- Digital waste tracking: check if you need to report the waste you receive (GOV.UK / Defra)
- Developing the digital waste tracking service (GOV.UK / Defra)
How Tippa helps
Here's how Tippa answers the checklist. Ask us anything that isn't covered.
- Sends each load to Defra when you receive it, from your organisation's own API code, and shows any that need fixing.
- Uses Defra's own EWC, container and disposal or recovery code lists.
- Checks every carrier on all four UK registers, on save and every night.
- Builds transfer notes and receipt PDFs free; EA, NRW, SEPA and NIEA waste returns, EA and NRW hazardous waste returns, and each hazardous consignment note emailed to SEPA or NIEA, with the returns add-ons.
- Works without signal, for receipts, collections and drop-offs.
- Covers receiving sites, carriers and brokers in one system.
- Photos, signatures and a full history of every record; export all your data at any time.
- No charge from Tippa for reporting to Defra; the core is free and add-ons are £5 to £25 a month each.
- Help moving your records across from the system you use now, or an integration with the software you keep. Ask us.
This guide is general information about UK waste rules, not legal or regulatory advice. You remain responsible for meeting the duties that apply to your business; check the official guidance above and take professional advice where you need it.