Mandatory DeCA with Viafirma: Tips for Adapting Your Freight Transport

With the ongoing digitization of the logistics sector, the use of paper in freight transport is coming to an end: processes will become 100% digital. Starting October 5, 2026, the Electronic Administrative Control Document will become a reality, marking a turning point in how carriers, operators, and companies manage their daily operations.

We’ll tell you everything you need to know about this document: what it is, when and for whom it’s mandatory, and what IT requirements it must meet. We’ll also explain why Viafirma is the ideal solution for adapting to the new regulatory framework.

What is the DeCA, and why is it changing the rules of the transportation sector?

The Electronic Administrative Control Document, also known as the DeCA, is the digital version of the administrative control document governing public road freight transport in Spain. Its primary objective is to facilitate the control and inspection of public road freight transport in Spain. To this end, the documentation managed in the sector has been digitized, improving the traceability of the transport process and eliminating the use of paper.

As a result, some of the main consequences of the DeCA’s implementation will be:

• Traffic officers and inspection services will be able to quickly verify transportation and cargo data: origin, destination, carrier, shipping company, recipient, etc.
• Improved traceability of domestic transportation operations and time optimization
• Replacement of physical paper with standardized digital documents.
• Simplified information exchange between carriers, agents, and other parties involved.
• Elimination of redundant, repetitive tasks

It is important to note that, within the transportation sector, there are a large number of documents involved beyond the administrative control document. We are referring to commercial delivery notes or bills of lading, for example. These are different documents with distinct purposes, and it may not be necessary to digitize them; therefore, it is vital not to confuse them.

Impact of DeCA on carrier operations

For those who are not carriers or are unfamiliar with the day-to-day logistics of the industry, trucks or commercial vehicles used to transport goods on a domestic route must always carry the required administrative control documents on board. This is stipulated in Article 222 of Royal Decree 1211/1990. International shipments that pass partially through Spanish territory are exempt from this requirement.

IT Requirements That the DeCA Must Meet

That article, dated more than 30 years ago, already provided for the possibility of completing control documentation electronically, provided that it meets the established requirements and complies with the specifications set forth by the General Directorate of Road and Rail Transport.

By 2026, the software applications that generate DeCA documents must:

• Include the data specified in Article 6 of Order FOM/2861/2012
• Convert the data into electronic files before the start of service
• Record the date and time of creation, as well as any modifications
• Store the files in an accessible digital repository and retain them for a minimum period of one year
• Each document will have an accessible QR code that allows authorities to view and verify the data in real time; this code will link to a unique URL, which must be HTTPS with TLS 1.2 or higher
• The PDF may be downloaded

Who Is Affected by the Mandate and What Are the Penalties

The implementation of the DeCA affects virtually the entire logistics sector operating at the national level:

• Transportation companies: They must be able to generate the DeCA for each service and retain it when acting as the actual carrier.
• Contractual shippers: They contract for transportation and provide their own information, that of the actual carrier, and the shipment details.
• Actual carriers and independent drivers: They must carry the digital document on board and present it while on the road.
• Consulting and administrative firms: They assist shippers and carriers so that both parties fulfill their respective obligations.
• Logistics operators: Responsible for integrating these document flows into their management systems.

Failure to comply properly with the DeCA implies, for legal purposes, the absence of the control document, exposing the company and the carrier to severe administrative penalties.

Requirements on board the vehicle

Before beginning the service, route, or work shift, the driver must have the DeCA:

• In digital format, which is valid on a mobile phone or other device.
• Or printed on paper, with the QR code visible. Handwritten notes on a printed copy do not alter the DeCA.
• The QR code may also be provided as a separate file.

Why is Viafirma the ideal partner for implementing the DeCA?

We know that new regulations can raise doubts and uncertainty. “Am I following all the steps correctly?” “Is there any room for error?” However, complying with technical requirements shouldn’t lead to complications or delays.

That’s why Viafirma offers the transportation sector a comprehensive portfolio of digital solutions designed to automate the document lifecycle:

Electronic signatures, timestamps, and evidentiary value

Viafirma provides timestamping and electronic signature services that ensure the integrity of the document, the exact date and time, and the evidentiary value of each shipment.

Integration with Your Software

Viafirma’s API can be integrated with management software to instantly create PDF documents with the required metadata and HTTPS links.

Mobility and Simplicity for Carriers

Carriers can access the tracking document or QR code directly on their mobile devices.

Frequently Asked Questions About the DeCA

Does the DeCA replace the Waybill?

No. They are two separate documents with different purposes. The DeCA is, so to speak, the document that serves as a tax and inspection record so that authorities can verify the details of road transport. In contrast, the bill of lading is the private-law contract between the shipper and the carrier that governs liability for the goods.

Is the eCMR (electronic CMR) mandatory as of October 5?

No. As of October 5, the Electronic Administrative Control Document (DeCA) will be mandatory, which applies to domestic transport and cabotage. However, the eCMR applies to international transport and will not be mandatory, as the control documents established in the agreements signed by Spain will be used.

Will there be a transition period during which companies are exempt from penalties?

The eighth Transitional Provision of Law 9/2025, of December 3, on Sustainable Mobility (LM), states that both the administrative control document required for public road freight transport and the waybill required for public road passenger transport must be digital within ten months of the entry into force of said Law.

Under the Sustainable Mobility Act, the transition period ends on October 5, 2026. Therefore, as of October 5, both documents must be in electronic format; otherwise, companies could face penalties.

Get the Mandatory DeCA with Viafirma

Although there are still a few days left, the window for compliance is nearly closed. In a context where waiting until the last minute could result in penalties, adapting to the mandatory DeCA is an essential step toward logistics efficiency.

Looking to digitize documents in the logistics sector? Viafirma is the solution you need. Companies in the sector, such as Grupo Puma, have already benefited from our digital solutions. Don’t let the deadline for complying with the DeCA pass without signing up. Contact our sales team today and request a demo—it’s fast, secure, and 100% legal.