Wastestamp turns a physical QR stamp into a tamper-evident, digital waste transfer note with a full chain of custody. This guide walks you through every workflow — completing a WTN, claiming stamps, configuring the platform — and gives a clear journey for each type of user.
Wastestamp connects the whole waste chain. Jump straight to your journey — or read the concepts and workflows below first.
A construction site, contractor or business handing waste to a carrier. You create and own the WTN.
See the producer journey →A licensed waste carrier collecting from producers and delivering to a destination. You sign at pickup.
See the carrier journey →A recycling facility, transfer station or landfill. You confirm receipt and record the weighbridge figure.
See the destination journey →A client, utility or council. You get visibility of the transfers across your supply chain.
See the sponsor journey →A physical, peel-off QR label with four windows — one for each party plus a spare. Possession of a stamp is access: you buy stamps in a pack, claim the pack to your organisation, then apply one stamp per transfer.
A Waste Transfer Note is the legal duty-of-care record for a movement of waste — what it is (EWC code), how much, who moved it and where it went. Wastestamp makes it digital and evidenced.
Each party scans the same stamp at their step and signs. The result is a single record every party has verified — not three separate pieces of paper that never reconcile.
All four QR windows carry the same transfer code. Each party peels their own copy for their records.
The WS-… code identifies the transfer and can be typed if a camera can't scan.
Every pack has a claim card (registers the pack) with three QA markers that prove the pack wasn't tampered with in transit.
A stamped transfer is evidenced. You can also transcribe legacy paper WTNs into your register — clearly marked as self-asserted, not evidenced.
Stamps arrive as a physical pack. Claiming registers the pack to your organisation and activates every stamp in it.
Each pack contains a claim card and a set of numbered transfer stamps. Keep the claim card — it's the key to the pack.
Log in at app.wastestamp.co.uk and open Claim stamps.
Scan the claim card's QR (or type its WS-… code). This registers the whole pack to your organisation in one step.
Every stamp in the pack is now active inventory, ready to apply to a transfer. You'll see the pack and its remaining stamps under Stamps.
This is the heart of Wastestamp: a stamped, digitally-signed WTN with a verified chain of custody. The producer starts it; the carrier and destination complete it by scanning.
In the app, choose New transfer. This opens a blank WTN.
Enter the waste description and its EWC code (List of Waste), the estimated quantity, whether it's hazardous, and the disposal/recovery (D/R) code. Add the collection site (origin).
Pick the licensed carrier collecting the waste and the destination receiving it, from your directories. (Add them first under Configure if they're new.)
Scan or select one of your active stamps. This locks that stamp to this transfer — it's one-way, so the code can't be reused.
When collecting, the carrier scans the stamp's QR with any phone (no app needed), checks the waste and signs. That's custody step two.
On delivery, the destination scans the same stamp, confirms what arrived and records the weighbridge actual quantity.
The WTN is now complete — signed by every party, with the full custody chain. Find it in your Register, export it as a PDF, and (for hazardous loads) generate the consignment note.
Signing off needs no app and no account — just a phone camera. This is how carriers sign at pickup and destinations confirm receipt.
Point any phone camera at the stamp's QR. It opens the transfer at t.wastestamp.co.uk — no login.
Review the waste type, quantity and the other parties so you're signing for the right load.
Choose whether you're signing as the carrier at pickup or the destination at receipt, add your name, and sign. Destinations enter the weighbridge figure here.
Your sign-off is recorded on the shared WTN instantly. If you have an account, the transfer also appears in your own list.
Still receiving paper notes from carriers who haven't switched? Photograph them and Wastestamp reads the details, so your register becomes complete without re-issuing anyone's WTN.
Site QR poster — anyone on site scans it and submits a photo. An unused stamp — scan one you haven't applied yet. Desk upload — drop photos or a scan in from the office.
The photo is read automatically, extracting the carrier, destination, EWC code, quantity, date and reference into a draft.
Check the extracted fields, correct anything, match the carrier/destination to your directory, and confirm. It joins your register as an external record.
A few minutes of set-up makes every transfer faster and unlocks sharing across your supply chain. Admin users do this once, then maintain it as you grow.
Under My Organisation, add your details, registration numbers, logo and brand colour — these appear on your exported WTNs.
Add the carriers, destinations, collection origins/sites and producers you work with, so they're one tap away when creating a transfer.
From My Network, invite your carriers and destinations to join. Once they accept, transfers are shared and they can sign natively instead of on paper.
Give a sponsor (client, utility or council) visibility of the transfers you tag with them — they only ever see transfers where they're named.
Connect Digital Waste Tracking credentials if you submit to DEFRA, and generate an API key if you want to sync origins or transfers from your own systems.
Same platform, four different paths. Here's what a typical journey looks like end to end.
Create your organisation account and verify your email.
Set up your company, then add carriers, destinations and sites.
Register a stamp pack to your organisation.
Book transfers, apply stamps, and get parties to sign.
Watch your Register fill up; use the Dashboard for ESG, compliance and cost.
Invite the carriers you send the most paper to; backfill legacy paper notes.
Accept a producer's invite to join — or simply scan stamps to sign, no account needed.
Scan the stamp at collection, check the load and sign.
Once linked, the transfers naming you appear in your own list.
Ask producers who name you on paper to link, so you can see those records too.
If you also handle your own waste, claim stamps and raise your own WTNs.
Join via a producer's invite, or scan stamps to confirm receipt anonymously.
Scan on delivery, confirm what arrived and record the weighbridge figure.
Linked transfers show in your list; reconcile against your gate records.
Your confirmation closes the chain of custody for each load.
Your producers share the transfers they tag with you — no set-up needed.
View every transfer across your projects in one register.
Use the dashboard for duty-of-care, recovery rates and carbon.
See which producers are still on paper and which carriers to bring on.
Create, complete and browse every WTN. The Register is your duty-of-care record, exportable to CSV and PDF.
Claim packs, see remaining stamps, and reprint labels.
Org-wide analytics across three tabs — ESG / sustainability, compliance / duty of care, and cost — with date and party filters.
A live map of your supply chain, partner sharing, invitations, and the "grow your network" funnel to convert paper carriers.
Photograph legacy paper notes; OCR drafts them for review and confirmation into your register.
Your address book of the parties and sites you work with, reused across every transfer.
Submit evidenced native transfers to DEFRA where required.
Branding, team members and roles, and API keys for syncing with your own systems.
No. Anyone can scan a stamp and sign from their phone with no app and no login. An account is only needed if a party wants to see their transfers in one place or raise their own.
Captures and sign-offs queue on the device and sync automatically when you're back online — with safeguards so nothing is duplicated or lost.
Yes — that's the point. Stamp what you can, photograph the paper notes you still receive, and gradually bring your carriers onto the platform.
A completed native transfer captures the duty-of-care information and a verified chain of custody, and exports to a WTN / consignment note. Keep following your local regulator's record-keeping rules.
Only you, and the specific parties you share with — a carrier or destination sees only transfers where they're named; a sponsor sees only what you tag to them.
Log in to create your first transfer, or explore the app to see how it all fits together.
Open the Wastestamp app →