Rhenus Logistics is urging UK companies transporting goods in Spain to familiarise themselves with new mandatory digital freight documentation requirements, warning that non-compliance could result in financial penalties and shared liability.

UK businesses operating in Spain are being urged to review their freight processes following the introduction of new digital transport documentation requirements designed to replace traditional paper-based controls.

The Documento electrónico de Control Administrativo (DeCA) became mandatory on 5 October, requiring digital control documentation for road freight movements in Spain. The changes affect domestic road transport and businesses using UK-registered vehicles to move goods within the country.

Rhenus Logistics has highlighted the importance of understanding the new requirements, particularly for British companies managing their own transport operations or working with third-party logistics providers.

DeCA is the electronic version of Spain’s Documento de Control Administrativo (DCA), which records details of the parties involved in a transport movement and information about the journey. The digital documents must be generated as PDFs, linked to a unique URL and made accessible via a QR code.

The requirements apply to cabotage transport on Spanish roads, with certain exemptions, including last-mile parcel deliveries and smaller shipments that can be handled by one person.

Failure to produce the required documentation on time, or submitting incomplete or inaccurate information, could result in penalties. Responsibility is shared across the parties involved in the transport arrangement, meaning both contractual shippers and operating carriers may be held liable.

Markus Sandbrink, CIO, The Rhenus Group said: “The regulation has already come into effect, so firms need to ensure compliance as soon as possible. For UK companies operating in Spain, readiness means making sure administrative teams and drivers understand the new documentation requirements and that the right transport information is available when it is needed.
But this is about more than replacing paper documents with digital ones. Digital documentation makes inconsistencies in data and processes much more visible, particularly when information moves between different systems and partners.

“Businesses therefore need clear responsibilities for how information is generated, updated and shared. As more freight documentation becomes digital across Europe, interoperability and process alignment will become increasingly important to keeping goods moving smoothly.”

Wider shift towards digital freight documentation

The introduction of DeCA forms part of a broader European move towards digitalising freight transport documentation and increasing the adoption of electronic consignment notes (eCMRs).

From July 2027, EU authorities will be required to accept electronic freight transport information, marking a further step towards replacing paper-based processes across the logistics sector.

Rhenus is supporting this transition through its work with the Open Logistics Foundation, a non-profit organisation developing open-source solutions to logistics and supply chain challenges.

Through the Foundation, Rhenus is contributing to the development and adoption of eCMR technology, the digital alternative to the traditional paper CMR consignment note used for international and domestic road freight movements.

The company is encouraging UK businesses with operations in Spain to assess their current documentation procedures and ensure they understand their responsibilities under the new rules.