DeCA in Spain: what carriers need to know about the digital control document 

The digitalisation of transport documents has reached a new milestone in Spain. Since 5 October 2026, the electronic administrative control document, better known as DeCA, must be used in digital format for transport operations of goods subject to Spanish regulations. 

The aim of this reform is not to create a new document, but to evolve the format of a control document that already existed in paper form. This transition is particularly intended to facilitate roadside checks, improve the traceability of operations, and reduce the use of paper. 

For transport companies operating in Spain, this development raises several questions: what is the DeCA? Which transports are affected? What information should it contain? And how should teams and tools be prepared? 

Here are the key points to understand in order to better comprehend this evolution and adapt your practices. 

What is DeCA? 

The DeCA, or Documento de Control Administrativo electrónico, refers to the electronic version of the administrative control document used in the road transport of goods in Spain. 

Its role is to justify the essential characteristics of a transport operation to the regulatory authorities. It notably helps to identify the relevant parties, the goods being transported, the loading and delivery locations, as well as the vehicle used. 

The main change therefore concerns the format of the document, which is becoming digital, rather than the nature of the information to be provided. 

This development should make it easier to find the necessary information during an inspection, while limiting the constraints associated with managing paper documents. 

Since when is the DeCA mandatory? 

The date to remember is 5 October 2026. 

Since this deadline, the administrative control document must be available in digital format for the relevant goods transport operations within Spanish territory. 

Transport companies must therefore ensure that their procedures and tools allow for the production of a document that complies with the applicable requirements. 

 The electronic document must comply with the applicable technical specifications, particularly regarding accessibility and presentation during an inspection. 

Which transports are concerned? 

The DeCA mainly concerns public road freight transport operations carried out on Spanish territory when the origin and destination of the transport are located in Spain. 

The cabotage operations carried out in Spain are also affected. 

This obligation concerns the various parties involved in these operations, notably the carriers, shippers, and freight forwarders. 

Conversely, international transport is not subject to the DeCA according to the reference guide. They continue to be governed by documents provided for by international conventions, such as the CMR or the e-CMR. 

Companies that carry out both domestic transport in Spain and international operations must therefore clearly distinguish the relevant flows in order to apply the appropriate documentary rules for each situation. 

What information should the DeCA contain? 

The control document must allow for the identification of the essential elements of the transport operation. 

It must notably contain the information relating to: 

• To the loader: identification of the party responsible for the shipment. 
• To the carrier: identification of the company that carries out the transport. 
• At loading and delivery: places of departure and destination of the goods. 
• To the goods: nature of the transported items. 
• On the date of transport: date corresponding to the operation. 
• On the vehicle used: information allowing for the identification of the vehicle in question. 

The document must also comply with the technical requirements applicable to the electronic format. According to the guide, it must notably be available in digital PDF, accessible via a QR code, and downloadable from a secure URL. 

It must be able to be presented quickly during an inspection and be retained in accordance with regulatory requirements. 

The information must correspond to the reality of the operation. In the event of a change of vehicle, loading, or delivery, the document must be able to be updated in order to remain consistent with the transport carried out. 

DeCA, waybill and e-CMR: what are the differences? 

 The DeCA, the waybill, and the e-CMR are related to the documentary management of transport, but they do not serve exactly the same function. 

The DeCA: the administrative control document 

It allows for the justification of the characteristics of a transport operation to the Spanish authorities. It pertains to the transport of goods subject to the applicable national regulations. 

The consignment note: the document associated with the transport operation 

It includes information related to the goods and their transportation. A digital consignment note containing all the regulatory information can serve as support for the DeCA, provided that the technical requirements imposed in Spain are met. 

The e-CMR: the international electronic consignment note 

It corresponds to the electronic version of the waybill used in the context of international transport. 

These documents should therefore not be considered as automatically interchangeable. The challenge for carriers is to have the appropriate documents for each operation, without unnecessarily multiplying the formats when regulations allow the same document to serve multiple functions. 

Mission order and DeCA: do not confuse the two documents 

Another important point concerns the distinction between the mission order and the DeCA. 

The mission order is an internal document used by operations to organise the driver's work. It can include schedules, routes, loads, deliveries, instructions, and customer references. 

The DeCA, for its part, is a regulatory document intended to justify the transport carried out with the Spanish authorities. 

In practice, a mission order can cover several transports within the same day, or even over several days. The number of DeCAs depends on the number of transport operations carried out. 

Example: a driver makes three distinct transports at 8 am, 11 am, and 3 pm. They can have a single mission order covering their working day, but may need three DeCAs if each transport constitutes a separate operation. 

The mission order informs the driver what they need to do. The DeCA allows for the justification of the transport they are carrying out. 

This distinction is essential for properly organising documents and avoiding confusion between operational needs and regulatory obligations. 

How to prepare your business for this obligation?​ 

 Compliance with the DeCA is also an opportunity to review the company's document management practices. 

Several actions can be implemented. 

1. Identify the operations concerned 

Review the transport operations carried out in Spain, particularly national transport and cabotage operations. Distinguish them from international transport in order to apply the appropriate rules to each flow. 

2. Check the documents used 

Ensure that the generated documents contain the required information and comply with the technical requirements applicable to the digital format. 

3. Control the IT tools 

Consult with your software publisher to ensure that the features used allow for the production, updating, and availability of the necessary documents. 

4. Inform the operations teams 

Operators must know in which situations a DeCA is necessary and how to update the information when a route changes. 

5. Raise awareness among drivers 

The driver is generally not responsible for creating the DeCA. However, they must be able to access the document corresponding to their transport and present it quickly during a check, from a smartphone, a tablet, a business application, or a digital PDF. 

6. Plan for change management 

A new delivery, a modification of the load, or a change of vehicle may require an update of the document. It is therefore important to clearly define the role of operations in this update and to provide a means of verifying that the driver has the correct version. 

7. Organise the storage of documents 

Provide a system for retrieving documents and retaining information in accordance with applicable regulatory requirements. 

A clear organisation and suitable tools help to minimise input errors, last-minute searches, and difficulties during roadside checks.  

Digitalisation: a sustainable challenge for road transport 

Beyond regulatory compliance, the digitisation of documents can enhance the daily organisation of transport companies. 

The reduction of paper documents, simplified access to information, and the updating of data contribute to streamlining exchanges between operations and drivers.

Digitalisation also facilitates the traceability of operations. When a route changes, the information can be updated so that the document consulted during a check corresponds to the actual situation. 

For companies operating in multiple European markets, having suitable tools also allows for better management of regulatory differences between countries and for structuring documentary processes. 

The digital transition is therefore not limited to replacing paper with an electronic file: it involves rethinking the circulation, updating, and availability of information throughout the transport process.

The DeCA marks a new step in the digitalisation of road freight transport in Spain. Since 5 October 2026, the companies concerned must ensure that their control documents are available in digital format and comply with the applicable requirements. 

To anticipate difficulties, it is essential to check the operations carried out, the documents used, and the functionalities of the tools, but also to raise awareness among the operational teams and drivers about the new methods of consultation and presentation. 

Documentary compliance relies as much on knowledge of the regulations as on the reliability of the information and tools used on a daily basis.