Countdown to the Electronic Road Transport Document for goods transport by road

FIELDEAS has held the Live Webinar “Countdown to the Electronic Road Transport Document” with the aim of answering all the questions related to document digitalization associated with transport operations.

This meeting was also intended to convey the importance of going beyond the regulatory compliance that we have planned for October 2026.

With nearly 350 participants, the team of speakers, comprising Óscar López, CEO; Rodrigo Martín, Transport and Logistics Manager; and Alfonso Martín, Presales Manager, analyzed the current and future national and international regulatory framework, the main challenges facing the sector in terms of digitization, and provided clear solutions and answers at a time of high demand for clarity.

Electronic Transport Document: beyond the obligatory nature of the document

The first point of this Live Webinar focused on analyzing the current context surrounding the digitization of transport documents.

When and what exactly will digitization be mandatory?

It is imperative that the control document must be used in electronic format from October 2026, after the Sustainable Mobility Act comes into force in December 2025.

From here on, we must keep an eye on the eFTI Regulation and the Draft Royal Decree that will amend the ROTT, since both are being formulated with the aim of digitizing transport data, beyond simple documents, in a way that is also mandatory in the medium and long term.

What technical requirements must the documents meet?

The technical requirements are very simple. From the point of view of the generation of the digital control document, what is required is that there must be a document in PDF format that incorporates all the necessary information, regardless of its format and denomination.

In other words, it is completely viable to use the National Waybill, or any other document, as a Control Document, as long as it includes the mandatory data included in Order FOM/2861/2012.

Who is responsible for issuing the document?

This issue is one of the main handicaps when it comes to addressing the digital transformation of road transport documentation.

The regulations state that both parties, the contractual shipper and the actual carrier, are jointly and severally liable for the existence of the document.

Moreover, in the event of a penalty, this responsibility is also shared, unless the shipper can prove that he has issued the document correctly.

What changes will the future eFTI regulation bring?

The forecast of the eFTI Regulation is that by mid-2027 all EU administrations will be obliged to accept the reporting of transport data electronically through the eFTI Gates of each country, complying with certification requirements and in dataset format.

This represents a paradigm shift, since, while today we talk about digitizing a document, in the future we will be talking about it only as a visual support, since the official regulated report will focus on the data.

Likewise, in 2029, the possibility of extending the obligation to companies will be evaluated.

Are there any additional regulations that affect this process?

At the end of 2025, the Ministry of Transport launched the drafting of a decree law that goes one step further than the Sustainable Mobility Act.

The draft royal decree establishes the obligation to digitize all transport data, in line with the eFTI protocols.

In any case, and regardless of the regulations, FIELDEAS advocates a guaranteeing interpretation of the standard, which allows covering all present and future scenarios.

Read the post New era of the road: digitization of transport documents in the Sustainable Mobility Act and the eFTI Regulation to learn more about the Electronic Transport Document regulation.

How does the electronic document affect each type of transport?

The regulations establish that the control document in electronic format is mandatory for the public transport of goods by road on national territory. However, its specific application depends on the type of transport, the goods and the operating model.

The affected transports are:

• All public transport of goods by road within Spain.
• Applies to both full loads and groupage.

Regulatory exemptions

There are some situations in which it is not mandatory:

• Moving transportation.
• Crane services.
• Low volume and easily handled goods.

In the latter case, it is usually interpreted that goods on a pallet are no longer considered to be easily handled, and will therefore normally require a control document.

How it affects international transport

The regulation does not modify what has already been established:

• In international transport, the documents defined in the agreements signed by Spain (such as the CMR) are used.
• During transit through national territory, it is interpreted that an electronic control document must also exist, even if the transport is international.

Shipments by parcels (parcels)

In this case, the regulations mainly affect primary transport:

• If applicable: transportation from the warehouse of origin to the logistics hub of the parcel company.
• Normally not applicable: the last mile, as it usually involves small-volume goods.

Intermodal transportation

The mandatory use of the digital control document will depend on the road section:

• Yes applies: for road journeys within Spain (e.g. from the warehouse to the port or terminal).
• There may be a single document: in models such as ro-ro or rail freeways, where transportation is considered a single process.

Which documents can be used

The regulations require an electronic control document, but do not impose a specific format. They can be used:

• Consignment note
• eCMR
• Delivery note
• Stowage document
• Other equivalent documents

If the document requires a signature, an advanced digital signature must be used, guaranteeing its legal, administrative and evidentiary validity.

In any case, to improve operational efficiency, many companies are evolving towards a single digital document that, beyond regulatory compliance, is also useful for audits, litigation or tax processes.

Mistakes to avoid when digitizing transport documents

One of the highlights of the webinar was the analysis of some mistakes that should be avoided in the digital transformation of transport documents.

MISTAKE 1. “I already have a corporate signature solution, we apply it and that’s it”.

A common mistake is to believe that a corporate digital signature solution is enough to comply with regulations. Although these tools work well for signing contracts from an office, they are not designed for real transport operations, where multiple actors are involved: regular carriers, suppliers, or drivers who do not always have prior information.

Therefore, the digitization of the control document requires specific solutions for the transport sector, adapted to its operations and aligned with the requirements set by the regulations.

ERROR 2. “Any solution will do to cover the LMS, we’ll go with the minimum and then we’ll see”.

Another common mistake is to implement any basic solution just to meet the requirement of the control document.

Although current regulations require such a document, it is important to choose a platform with a roadmap, prepared for future regulations such as eFTI or other regulatory developments.

If a minimal solution is chosen, it is likely that the company will have to repeat the transformation and change management process in the future, replacing the implemented technology and starting all over again.

Therefore, the recommendation is to bet from the beginning on a solution prepared for the medium and long term.

ERROR 3. “In the background I just have to generate an electronic document and register with the ministry”.

Another mistake is to underestimate change, thinking that it is enough to generate an electronic document and register with the ministry. In reality, adaptation is not only technological: it involves transforming processes and managing change within the organization.

That is why it is essential to have a specialized partner to accompany the implementation and help apply best practices to ensure an effective transition with guarantees.

ERROR 4. “Watch out for interoperability”.

A common misconception is that the eFTI regulation will solve cross-platform interoperability. In reality, this regulation focuses on business to government communication, not on interoperability between private sector technology solutions.

Therefore, it is essential that market platforms actively work on interoperability between systems, allowing shippers, carriers and other players to exchange documents even if they use different technologies, always within a framework of security and common standards.

Change management: CAFS methodology

Closely related to error 3 that we have analyzed in the previous point, it is important to keep in mind that the most complex challenge when digitizing transport documents is not centered on the technical aspect, but on the human aspect.

Transportation is not like digitizing another company process, precisely because it integrates a chain that is complex.

Beyond legal assurance and flexibility, which are essential, we need a good change management strategy.

At FIELDEAS we are committed to this and have developed the CAFS methodology, which consists of four steps to accompany our clients in change management:

• Communicate: Accurately communicate the initiative and specific implementation deadlines, objectives and added value for all stakeholders in the process.
• Assist: Perform a correct analysis of the employee’s situation, selecting the appropriate implementation model for each participant.
• Train: Conduct appropriate training to ensure adequate training of each participant in the process.
• Monitor: Actively monitor, identify adoption bottlenecks and implement reinforcement measures if necessary.

How to successfully tackle digital transformation: Smart Docs Hub

The digitization of the document ecosystem in transportation not only seeks to comply with regulations, but also to improve efficiency, sustainability, security and collaboration in the supply chain, driving more connected and resilient logistics chains.

In this regard, Smart Docs Hub, the FIELDEAS Track and Trace transport document digitization module, is based on two key pillars: legal certainty and flexibility.

Legal guarantee in Smart Docs Hub

• Platform approved by the Ministry of Transport for in-transit verification.
• Online and offline operation, allowing controls even without connection.
• Use of advanced digital signature (biometric, certificate or OTP) in accordance with ROTT, eIDAS and eFTI regulations.
• Legal, administrative and evidentiary validity of documents.

Flexibility of Smart Docs Hub

• Allows you to manage different transport documents (control document, consignment note, eCMR, etc.).
• Supports documents from external systems, templates generated on the platform or paper digitization by scanning.
• Different signature modalities, including advanced digital signature (digital certificate, biometric signature, OTP) in line with eIDAS and ROTT.
• It offers several channels for document management: T&T App (Android and iOS); App Lite through a link, without the need for login; Totem App, in loading or unloading centers; Remote signature; Whatsapp Channel.

How does the digitization process work in Smart Docs Hub?

• Integration with customer systems via API, EDI or other industry formats.
• Document management during transport, including signature, exchange and verification by authorities.
• Registration of incidents, driver changes or annotations without affecting the validity of the document.
• Complete real-time traceability for shippers, carriers and consignees.
• Automatic delivery of copies of the signed document, facilitating administrative processes such as invoicing or VAT recovery.
• Custody and return of information: secure storage for at least 5 years.
• Possibility of returning the information to the customer’s system with full traceability for internal management.

Overall, Smart Docs Hub enables digitization of the entire transportation document cycle, improving operational efficiency and ensuring regulatory compliance.