Two ways to report: API or spreadsheet
DEFRA gives operators two channels to submit receipt-of-waste data. Both reach the same backend; the choice is operational.
| API | Spreadsheet | |
|---|---|---|
| Best for | Mid-to-large operators with software already handling waste movements | Smaller operators, manual sites, lower volume of receipts |
| What you need | A 6-digit organisation API code from DEFRA + a software provider connected to the Receipt of Waste API | DEFRA's official receipt-of-waste template (Excel) |
| Multi-site | One API code covers every site under the same organisation | One workbook can include multiple sites under the same organisation |
| Reporting frequency | Per receipt — software sends each movement as it happens | Per receipt — submit before the 2-working-day window closes |
| Customisation | Driven by your software's fields and workflows | Locked format. You must use the official template — no edits to columns or sheets |
| Effort to set up | Software provider must onboard once | Download and start filling immediately |
Quick decision tree
- Already using waste-management software? Ask your provider to connect to DEFRA's Receipt of Waste API. Hand them your 6-digit organisation code and you're done.
- Manual site, low volume? Download the official template, fill it after each receipt, and upload before the 2-working-day window closes.
- Mixed estate? You can use both — different sites under the same organisation can submit via different methods. Just make sure you don't double-report the same movement.
What both paths share
- The data requirements are identical. Whether you submit via API or spreadsheet, the same fields apply — see the full data dictionary.
- The 2-working-day deadline applies either way.
- You submit under your organisation's Government Gateway account — not a personal one.
- One organisation pays the £26/year service charge once, regardless of channel or site count.
Next steps
Pick the path that fits your operation and walk through the details: