Defra Approved

Technical Guidance & Context

When preparing for the digital waste tracking mandate (effective October 2026), businesses should look for software that is API Compatible rather than "approved." Defra provides an open Application Programming Interface (API) that allows independent software platforms to communicate directly with the central government Waste Data Service. Instead of looking for a non-existent certification, waste operators should consult the government's official registry. Defra publishes a verified list of IT suppliers who have successfully tested and integrated their software with the central system. You can verify API-compatible software directly on the gov.uk registry. Being compatible with the Waste Tracking Service (WTS) means the provider has submitted a set of test records to the WTS that received the expected response. It is entirely plausible for these records to be written, sent, and approved without the software having the correct functionality to support the operation of your waste business. So, whilst having software that has been recognised as compatible with Defra is an important item to verify, it is not a comprehensive data point for gauging confidence in your choice. Whilst this is not an exhaustive list, here are some other factors to consider when making your software decision: Business Structure: Is the supplier a Limited Company or a sole trader? While both can provide solutions, it gives you a sign of their commitment and the scale of their work. Data Security: Is the company registered with the Information Commissioner’s Office (ICO)? This indicates that they take the protection of your data security seriously. Experience: Does the team behind the software have experience in delivering mission-critical software solutions successfully? The barriers to becoming a software company are lower than ever in 2026. While it is not hard to develop a solution that looks good on the surface, the ability to predict and avoid common issues around supporting clients with a comprehensive solution only comes from tried and tested experience. These gaps don’t emerge on day one; they emerge over time. Compliance Verification: Ability to prove compliance is key. Sending a record to Defra and getting a positive response is one thing; the record being comprehensive, accurate, and auditable for the long term is something else. Ensure you can verify all sent records and failures on an ongoing basis so you don't wake up in one year only to find all of your submissions were incorrect, despite the green positive response from the WTS. Pricing and Support: While cheaper always seems better, tools to properly support a mission-critical application need the right level of technical and operational support and ongoing investment. If your supplier is not receiving enough income to provide the service you need, you will likely be looking for a replacement in a year's time or facing steep increases when the reality of delivering a business tool—not a consumer app—dawns on their leadership. In summary: Beware of "Defra Approved" being used as the sole point of validation for digital waste tracking software credentials. Buying and owning software is not a trivial exercise and should be approached with the right level of planning and diligence.