5 benefits of DeCA for hauliers and businesses

The Electronic Administrative Control Document (DeCA) will be compulsory for the carriage of goods by road in Spain from 5 October 2026. Did you know that? There are still many professionals who are unaware of the new regulations, and this will mark an unprecedented change to a document which, until now, could be managed on paper. Now, its digitisation brings with it a range of benefits, from easier roadside inspections to fewer errors in document management. At Viafirma, we have put together a guide to help you understand the main benefits of the DeCA for the transport sector and businesses, with the aim of helping companies prepare for its implementation.

What is the DeCA and why is it relevant to your transport company?

The Electronic Administrative Control Document (DeCA) is the document that must accompany all professional road haulage operations in Spain. It is the digital version – in native PDF format with a QR code and unique identifier – of the original document, which serves to authorise the public transport of goods by road and enables traffic officers to verify the service details during an inspection or check.

Benefits of the DeCA for hauliers and companies

In practice, the digitisation of this document can completely transform the day-to-day operations of fleets and logistics departments.Below, we look at the benefits of DeCA at each stage of the journey:

Greater operational efficiency at origin and destination

Previously, DeCA was commonplace (in fact, it is still common today for transport companies to fill in paper forms or use handwritten signatures). Now, the carrier has the document with its corresponding QR code directly on their mobile phone.

Reduced costs and errors

As the document is generated from transport management systems (ERP or TMS), route and cargo data are imported automatically. This prevents manual transcription errors that could result in administrative penalties due to incorrect or incomplete data.

Faster and simpler roadside checks

Until now, when a traffic officer asked a haulier for a document during a check or inspection, the haulier had to search for the relevant proof of the document, which was usually in paper form. This meant wasting a few minutes and, as a result, caused delays to agreed journey and delivery times, as well as to the driver’s mandatory rest periods.

Under the new requirement, the driver no longer needs to search for paper receipts or handle physical documents. They simply need to display the QR code on their mobile device for officers to scan and view the information.

Traceability of changes and the entire process

During the journey, certain unforeseen circumstances may arise that require changes to be made. For example, a change of vehicle, reallocation or an update to the remarks. These changes are recorded in the digital document.

Furthermore, it is worth noting that the legal requirement to retain documentation for at least one year is automatically met on secure servers, eliminating the risk of loss.

A better experience for customers and staff

This benefit is directly linked to the points above. By eliminating paper from day-to-day operations, communication between shippers, agents, carriers and customers becomes much smoother and more transparent.

The immediate availability of digital documentation not only prevents documents from going missing and avoids unnecessary delays in invoicing, but also projects a more modern, efficient and sustainable image. These qualities reinforce customers’ confidence in the service they receive.

Digitise your transport documentation with Viafirma

At Viafirma, we help transport companies and logistics operators to tackle the changes brought about by digitalisation and the new regulatory framework head-on, embracing the benefits of the DeCA.

Our digital solutions are designed to integrate easily with your management software quickly and without operational complications, ensuring regulatory compliance and offering maximum flexibility for mobile signing.

Do you want your company to be ready for the DeCA to come into force on 5 October? With Viafirma, rather than being a mere obligation, this becomes an opportunity for digital transformation and improvement, and we are ready to help you optimise your processes within the transport chain. Contact our sales team and drive change today.