E-Documentation – Not Just a Legal Obligation
20th June 2025
The benefits of e-documentation in logistics are improved collaboration, operational efficiency and substantial reduction in costs.
For years, the transport sector has relied on the use of paper documents. However, with sustainability now at the forefront of people’s minds, it’s time to replace certain ‘traditional’ practices with a more digital approach. The need for digitalisation has somewhat been hurried along in recent times too, with regulations – particularly the upcoming eFTI regulation and mandatory eCMR regulations – leaving businesses with no choice but to adapt. However, some businesses have been slow to respond, but greater awareness of the tangible benefits of paperless transport could ensure that legislation serves merely as an additional incentive, rather than the primary driver.
The current state of play
Each transport operation requires more than a dozen different paper documents, whether that is making agreements and organising processes to assigning responsibilities or collecting evidence. According to Trans.eu’s transport market 2024/2025 report, about 99% of the documents used in the sector are still paper.
A survey by ODeX highlights several reasons for the sector’s slow uptake of digital tools. The main reason is that 25% of respondents to the survey stated they were concerned about data security when using these tools. On top of this, more than 20% of shippers stated that they were unaware of the existence of digital solutions and what they offer. Also, 15% indicate insufficient adaptability and/or experience in using digital tools, followed by implementation costs.
“We see large differences in e-document adoption by sector and modes of transport. While aviation and maritime are leading the way, led by standardisation efforts and the complexity of global trade, road transport is digitising significantly slower due to its localised nature and varying regulations,” said Gerry Daalhuisen, Senior Director of Dock & Yard / Fleet Products at Transporeon. “Also, large companies often deploy advanced technologies faster than smaller ones and that the B2C sector is adopting the change faster than the B2B sector. Some logistics companies are choosing to reduce investment in yet non-essential digital tools due to reduced freight volumes and revenues, but on the other hand, many companies are also increasingly investing in their business to be more resilient with regard to the current geopolitical and economic environment.”
eCMR:a first step towards a paperless sector
The digital consignment note, or eCMR, represents a crucial first step in the shift to a paperless industry. Its use is expected to become mandatory in July 2027. By then, the eFTI Regulation should also be fully in force, encouraging authorities in EU Member States to accept electronically shared information via certified eFTI platforms.
Regardless of whether e-documentation is mandatory or not, adopting paperless processes can provide significant benefits to transportation businesses. One example of this can be found in the switch from a paper bill of lading to eCMR. The entire process, which includes document preparation, freight inspection, confirmation of delivery and other administrative tasks, takes about 23 minutes in the current paper-based process. If the freight order is processed digitally, this is reduced to 9 minutes, according to research by SIRA Consulting Research for the Danish Ministry of Transport.
This time saving of nearly a quarter of an hour translates into significant financial savings. In total, the European transport logistics sector could save as much as €1 billion a year, the organisation eFTI4EU expects. And this does not even include the reduction in waiting times at borders due to increased efficiency.
Increased transparency, fewer (human) errors
Moving to a digital approach also significantly improves communication, collaboration and efficiency within the supply chain. For example, it provides data on shipments and enables real-time visibility, ensuring that all stakeholders are constantly aware of the latest shipment status. This transparency means that missing products and delays can be identified early, allowing timely intervention. At the same time, human error is eliminated, ensuring greater accuracy and an additional improvement in internal operations such as inventory management.
A sustainable competitive advantage
Finally, e-documentation is a more sustainable approach, helping transportation companies make significant strides in their sustainability ambitions. For example, by reducing paper waste and the carbon footprint associated with paper-based processes. “The benefits of e-documentation far outweigh the implementation efforts,” indicates Daalhuisen. “It delivers clear operational and financial benefits, such as reduced costs and increased productivity, while working toward a sustainable future. In addition, documentation challenges, such as errors and delays that result, are seen by half of transportation logistics players as the biggest bottleneck in operations. To this, too, e-documentation is the answer.”
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