Logistics and eFTI: Own Platform or Certified Service

Cloud · 4 min

From 9 July 2027, EU authorities will have to accept regulatory transport information in electronic format through certified eFTI platforms. Learn how to choose the right solution.

Logistics and eFTI: Own Platform or Certified Service

TL;DR

From 9 July 2027, competent authorities will have to accept regulatory transport information made available electronically through certified eFTI platforms.
For carriers and logistics operators, using eFTI remains optional, but choosing a solution requires architecture and integration decisions.
The options include developing a certified in-house platform, integrating the TMS with an eFTI platform, or contracting a suitable external service.
The choice should take into account costs, integration, data quality, certification requirements, availability and the ability to evolve.
The technical and certification rules are still being developed, so it is advisable to follow their publication and implement in phases.

In 2027, transport data gains an accepted electronic channel

In the logistics and transport sector, the regulatory documentation that accompanies goods often still circulates on paper, even when the data already exists in transport management systems (TMS). Regulation (EU) 2020/1056 on electronic freight transport information (eFTI) establishes a harmonised legal framework for the electronic communication of this information to competent authorities in road, rail, inland waterway and air transport. From 9 July 2027, the competent authorities of the Member States will have to accept regulatory information made available electronically through certified eFTI platforms, under the applicable terms. For economic operators, using this channel remains optional, but those who choose it will have to meet the established requirements. For carriers and logistics operators, the decision is above all technological and operational: how can this data be made available without duplicating processes or compromising its quality?

Certification turns compliance into an architecture matter

Regulatory acceptance of electronic information depends on it being made available through certified eFTI platforms and, where applicable, on the involvement of certified eFTI service providers. This does not mean that every transport management system has to be certified: a TMS can continue to manage operations and integrate with a certified eFTI platform. Implementing Regulation (EU) 2025/2243 lays down functional requirements for these platforms, including mechanisms for identification, authentication, authorisation and data access control. The European Commission expects to complete the technical and certification framework by the end of 2026. These requirements should be considered from the very start of solution design, especially in identity management, interoperability and the secure provision of information to the competent authorities.

Three paths with different costs and levels of control

A company can develop and operate its own eFTI platform, subjecting it to the applicable certification process, which offers greater control over the architecture and the data but means bearing the costs of development, operation, maintenance and compliance. A second option is to integrate the existing transport management system (TMS) with a certified eFTI platform, keeping operational processes in the TMS and using the platform to make the regulatory information available. The third possibility is to contract an eFTI service provider, ensuring that the solution used meets the applicable certification requirements. The choice depends on the volume of operations, the complexity of integrations, the number of partners and subcontractors, and in-house development capacity. Hybrid cloud infrastructure can be part of the architecture, but it does not replace the specific requirements of eFTI platforms. For many companies, integrating with an external service can reduce the initial effort, while operators with more complex needs may justify a dedicated platform.

Data quality and availability are decided before the inspection

The data needed to make regulatory transport information available can originate in different systems, such as the ERP, the warehouse management system (WMS) and the TMS, and may show inconsistencies between consignors, consignees, goods and operations. Mapping the source of each data element, defining responsibilities for its quality and validating the data before integration helps avoid errors and duplication. Availability should also be considered in light of operational reality: an inspection may take place on the road, at a terminal or at another location, so it is necessary to ensure that the information can be made available by the means provided for in the eFTI framework. It is good practice to define service levels, monitoring and contingency procedures with technology providers, just as is done for other SaaS vendor dependencies.

With an external service, certification becomes part of the contract

The eFTI framework provides for certification mechanisms and rules on the maintenance, suspension and withdrawal of certification for platforms and, where applicable, service providers. When contracting an external solution, it is important to verify the scope and status of the certification and to establish contractually the responsibilities of each party. The contract should also provide for mechanisms to communicate relevant changes, data access and export conditions, service continuity and procedures for transitioning to another solution. The possible loss or suspension of certification may compromise the use of the platform to make regulatory information available under eFTI, so it should be considered in the planned exit strategy. It is also advisable to define the access rights of authorities and authorised parties, traceability mechanisms and record retention periods, in accordance with the applicable requirements and with a log retention policy.

Plan in phases while the rules are being finalised

eFTI creates a European framework to progressively replace the presentation of paper regulatory documentation with the electronic provision of data, but the benefit for each organisation depends on architecture choices, information quality and integration with existing processes. Although full application is scheduled for 9 July 2027, some of the complementary specifications and certification rules are still being developed. A prudent approach is to identify the applicable information requirements, map data sources, assess integration options and follow regulatory developments before making technology commitments that are hard to reverse. The decision between an own platform, integration with a certified solution or an external service should take into account the operational profile, the partner network, maintenance costs and the applicable national obligations.