From 5 October 2026, the Electronic Administrative Control Document (DeCA) will be mandatory for public road freight transport on domestic routes in Spain. This change represents a further step towards the digitalisation of the sector and poses a challenge for haulage companies: adapting their document management to the new requirements without complicating their day-to-day operations.
The regulations stipulate that the control document must be generated in electronic format and meet specific requirements, including the inclusion of a QR code that allows access to the document during an inspection. Furthermore, it must be retained for at least one year.
What is the DeCA and what is it used for?
The Electronic Administrative Control Document (DeCA) is the digital version of the control document that accompanies public road haulage operations. It contains the information required to identify the operation, such as the parties involved, the goods, the origin, the destination and the vehicle details, in accordance with the requirements set out in the regulations.
Its digitisation enables progress towards more streamlined document management, facilitates access to information during transport and reduces reliance on paper.
What do transport companies need to bear in mind?
The mandatory nature of the DeCA means that document management processes must be adapted to ensure that documentation is available when required.
Key aspects to bear in mind include:
- Electronic generation of the document: the DeCA must be created from structured data, not simply by scanning a paper document.
- Availability during transport: the driver must have an electronic or printed copy that includes the QR code.
- Access to documentation: it must be possible to consult the document during an inspection in accordance with the established requirements.
- Retention of records: the documents generated must be retained for a minimum of one year.
- Integration into day-to-day operations: managing the DeCA alongside the rest of the journey information helps to avoid duplication of tasks and keeps documentation organised.
These requirements make it particularly useful to have tools that integrate document management into the company’s standard processes.
Gestiona el DeCA desde FlotasNet
With FlotasNet, transport companies can incorporate DeCA management into their day-to-day operations and centralise the documentation associated with their journeys.
The solution enables:
- Generate and manage DeCA documents via the platform.
- Easily access your travel documentation.
- Access the document as a PDF or via a QR code, so you have the information to hand whenever you need it.
- Maintain a centralised document history, making it easier to track the documentation for each transaction.
In this way, DeCA management is integrated into fleet control processes, without the need to treat documentation as a task separate from the rest of the business.
Digitising documentation without complicating transport
The digitisation of administrative control documents is not merely a matter of replacing paper with an electronic file. It also presents an opportunity to improve the organisation of information, make it easier to access, and reduce the administrative tasks associated with each journey.
Integrating the DeCA into a fleet management system enables progress in this direction: ensuring that journeys and their documentation are linked within a single operational framework.
With FlotasNet, transport companies can embrace this change through more organised management and make the documentation for their operations more accessible.
Would you like to find out how to manage DeCA with FlotasNet? Get in touch with our team and we’ll help you explore the platform’s potential for your business.
