A folder of crumpled tickets
On an average week a site might see several skip exchanges, a grab lorry for spoil and a couple of mixed waste collections. The driver hands a ticket to whoever signs. Some go in the cabin folder, some in a site manager's van, some in the bin. When the invoice from the waste company arrives, accounts cannot match half the lifts. When the client asks for waste figures for their sustainability report, somebody spends a day adding up tickets.
And when anyone asks whether each carrier was registered and each note complete, the honest answer is that nobody checked.
Why waste paperwork drifts
Waste collections happen at the gate, often early, and the paperwork is a by-product of getting the skip swapped. The people who sign for it have no reason to file it, and the people who need it, accounts, the environmental lead, the client, are not on site. Duty of care obligations are real, and your advisers can explain them, but the practical problem is simply that paper does not travel.
- Tickets are signed by whoever is at the gate.
- Notes are filed in cabins, vans or nowhere.
- Carrier registrations are not checked.
- Invoices are matched to lifts by guesswork.
- Waste and recycling figures for clients are totalled by hand.
What missing waste records cost
Invoices for lifts you cannot prove or disprove. A day or more of admin each time a client or framework asks for waste data. Difficulty showing your waste arrangements to auditors, accreditation bodies or clients who ask. And no clear view of how much waste each job produces, which is useful information for pricing and for reducing it.
The site waste record we build
- Each collection is logged on a phone at the gate: skip or lorry, waste type, photo of the ticket or transfer note.
- The ticket is read to capture the carrier, the destination, the waste description and code, and the weight where given. A person checks anything unclear.
- The carrier's registration number is checked against the public register of waste carriers, and a missing or expired registration is flagged.
- Tickets are filed by site and date, and kept for the retention period your policy sets.
- Waste company invoices are matched to logged lifts, and charges without a matching lift are queried.
- Where the waste company reports recycling rates or weights later, they are added to the lift.
- Monthly waste reports per site, by waste type and tonnage, are produced for your client, framework or accreditation returns.
| Record | Captured from | Used for |
|---|---|---|
| Collection and waste type | Gate log | Site waste history |
| Transfer note or ticket | Photo, read and checked | Filing and audit |
| Carrier registration | Public register check | Flag if missing |
| Weight and destination | Ticket or carrier report | Client waste reporting |
| Invoice | Waste company bill | Matched to lifts |
We record and check the paperwork. What your duty of care requires is for your own advisers; we do not give environmental compliance advice.
Waste records that are simply there
Every lift has a photographed, readable record against the right site, found in seconds. Invoices are checked against lifts before they are paid. Client and framework waste reports come out of the system in minutes. Carriers without a valid registration are flagged before the next collection rather than after an audit. And you finally see which jobs produce the most waste, and of what kind.
Is your waste paperwork like this?
- Waste tickets live in a cabin folder or a van.
- Nobody checks carrier registrations.
- Waste invoices are paid without matching to lifts.
- Client waste reports take a day to compile.
- You could not quickly produce a year's transfer notes for one site.