DEFRA Digital Waste Tracking Software

Prepare for the UK’s new Digital Waste Tracking requirements with structured waste records, supporting documents, workflows and audit trails in Folderit.

From 1 October 2026, licensed and permitted waste receiving sites in England and Wales must report details of controlled waste they receive through the DEFRA Report Receipt of Waste service. Scotland and Northern Ireland follow from 1 January 2027.

Folderit provides a central document management system for the records and evidence behind those waste movements, helping waste organisations move away from paper files, disconnected documents and filing cabinets.

Direct submission to DEFRA through Folderit is planned and currently in development.

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See How DEFRA Digital Waste Tracking Could Work in Folderit

The video demonstrates the proposed process: create or review a structured Receipt of Waste record, keep the supporting evidence with it, submit the structured information to DEFRA and retain the returned Waste Tracking ID in Folderit.

One Place for Waste Records and Supporting Evidence

DEFRA reporting is based on structured waste movement data, but the supporting paperwork still needs to be securely stored, organised and easy to retrieve.

Folderit can bring together documents such as:

Documents can be indexed, searched, linked to the appropriate waste record and managed with permissions, workflows, version history and a complete audit trail.

Structured Receipt of Waste Records

Folderit eForms can be used to create structured Receipt of Waste records containing the information needed for digital reporting, including waste movement, carrier and receiver details, waste classification codes, recovery or disposal information, hazardous waste data and persistent organic pollutant (POP) information.

This provides a consistent digital record alongside the original documents and evidence.

How the Planned DEFRA Integration Works

  1. Record – create or review the Receipt of Waste record in Folderit.
  2. Evidence – keep the relevant documents and scanned paperwork with the waste record.
  3. Review – check that the required information is complete before submission.
  4. Submit – an authorised user sends the structured record to DEFRA.
  5. Track – Folderit stores the returned Waste Tracking ID and validation result with the record.

The aim is to keep the waste record, DEFRA reference, supporting documents and audit history together rather than splitting compliance information between different systems.

Meet the Two-Working-Day Reporting Deadline

For waste received in England or Wales, the required information must be submitted within two working days, starting on the day after the waste is received.

A structured digital process makes it easier to identify records awaiting submission, review the required information and maintain evidence of what was submitted and when.

Already Using Waste Management Software?

You do not necessarily need to replace it.

Folderit can work as the document and compliance layer alongside an existing waste management or operational system. Your existing software can continue to manage areas such as scheduling, billing, weighbridge operations or DEFRA reporting, while Folderit manages the supporting documents, scanned paperwork, workflows and audit evidence.

For organisations without suitable DEFRA-connected software, the planned direct DEFRA integration is intended to provide another way to submit structured Receipt of Waste records.

Move Away From Paper-Based Waste Records

Folderit combines document management and structured records in one secure environment:

This makes waste documentation easier to manage during everyday operations and easier to retrieve when evidence is required for an audit or compliance check.

Folderit and the DEFRA Receipt of Waste API

Folderit is preparing support for the DEFRA Digital Waste Tracking Receipt of Waste API.

The planned integration will allow authorised users to submit structured waste receipt information from Folderit and retain the resulting Waste Tracking ID and validation information with the corresponding record.

Folderit is not currently listed by DEFRA as a compatible software provider. Direct DEFRA submission will become available following development, testing and the required DEFRA software provider approval process.

Prepare for Digital Waste Tracking

Whether you are replacing paper filing or need a document management layer alongside your existing waste management software, Folderit provides a central place for waste records and the evidence behind them.

UK organisations can work directly with our local UK partner for demonstrations, implementation discussions and support with their Folderit Digital Waste Tracking solution.

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DEFRA Digital Waste Tracking FAQs

When does DEFRA Digital Waste Tracking become mandatory?

For licensed and permitted waste receiving sites in England and Wales, Receipt of Waste reporting becomes mandatory from 1 October 2026. The requirement starts from 1 January 2027 in Scotland and Northern Ireland.

How quickly must a waste receipt be reported?

In England and Wales, receipt records must generally be submitted within two working days, starting on the day after the waste is received.

Will Folderit submit waste records directly to DEFRA?

This functionality is planned. The proposed integration will allow an authorised user to submit structured Receipt of Waste data from a Folderit record and save the returned Waste Tracking ID and validation result in Folderit.

Are supporting documents sent to DEFRA?

The current Receipt of Waste process is based on structured waste data. Supporting documents such as Waste Transfer Notes, weighbridge tickets, consignment notes, photographs and permits can remain securely stored and linked to the appropriate record in Folderit.

Can Folderit work alongside existing waste management software?

Yes. Folderit can be used as the document and compliance layer while existing operational software continues to manage functions such as scheduling, billing, site operations or DEFRA reporting.

Does Folderit have a local partner in the UK?

Yes. UK organisations interested in Folderit for Digital Waste Tracking can work directly with our local UK partner for demonstrations, implementation discussions and ongoing assistance.