The two routes
GOV.UK currently gives receiving organisations two ways to send receipt-of-waste data: through an application programming interface (API) or by completing and uploading Defra's official spreadsheet template.
- API route: waste-specific software connects to the Receipt of Waste API and submits the organisation's waste movement data.
- Spreadsheet route: the organisation completes the mandatory fields in Defra's template and uploads that spreadsheet to the service.
- Organisations do not have to choose only one route; GOV.UK says they can use a combination of API and spreadsheet submissions.
How the spreadsheet route works
If an organisation does not use software connected to the API, it can download Defra's receipt-of-waste template, complete the mandatory fields and upload the completed spreadsheet.
GOV.UK is explicit that organisations cannot substitute their own spreadsheet or change the format of Defra's version. The spreadsheet is therefore a reporting template, not a general operational system.
How the API route works
The API route allows waste-specific software to send receipt data directly to the government service. After an organisation registers, GOV.UK says it receives a unique API code to give to its software provider.
- The same organisation API code can be used for waste movements across every site operated by that organisation.
- Where a Defra account contains more than one organisation, each organisation receives its own API code.
- The software provider must connect its product to Defra's Receipt of Waste API.
What does compatible software need to do?
GOV.UK says software chosen for API submission needs to record and submit the legally required waste movement data and send that data through the Receipt of Waste API.
The separate compatible-software guidance says products meeting the Digital Waste Tracking requirements have integrated with the Receipt of Waste API and passed the relevant production approval tests for their scope.
Spreadsheet vs API in day-to-day operations
| Area | Spreadsheet | API-connected software |
|---|---|---|
| Submission | Complete and upload Defra's template | Software sends data through the API |
| Template | Official format must be used | No manual template upload required for API records |
| Operational data | Must be gathered before the template is completed | Can be carried forward from the software workflow |
| Mixing routes | GOV.UK says organisations can use a combination of both routes | |
Which route should an organisation prepare for?
The regulations do not make the software decision for the business. The practical choice depends on how often the site receives waste, where the required data currently lives, how many people handle the process and how much manual re-entry the organisation can reliably manage inside the reporting deadline.
- Map where receipt data is created today before choosing the submission route.
- Check whether required information is already structured in an operational system or scattered across paper, email and spreadsheets.
- Consider how exceptions and missing information will be resolved before the two-working-day deadline.
- If using API software, verify that the provider's scope matches the waste movements your organisation needs to report.
Official sources
Check the latest government guidance.
Waste rules and implementation guidance can change. These resources summarise the published position at the date shown above; always check the live guidance for your organisation and waste streams.