October 2026: the administrative transport control document goes digital. Law 9/2025 requires the administrative control document for applicable public road freight transport operations to become digital ten months after the law entered into force. HARDMAN helps companies use this requirement as the starting point for a more connected loading and unloading operation.
Paper will no longer be enough for the relevant administrative control document.
The document must be digital, available, protected, traceable, and accessible when required.
This requirement applies to the administrative control document for public road freight transport, regulated by Order FOM/2861/2012. It does not automatically mean that every document used in every transport operation is part of the legal minimum.
However, HARDMAN can connect additional operational documents to the same load, including delivery notes, invoices, certificates, photographs, temperature records, purchase requests, and customer mentions.
Law 9/2025 · BOE-A-2025-24545 · Administrative control document for public road freight transport.
Who should review this requirement?
Shippers and companies managing freight transport
Carriers and logistics companies
Logistics operators and distributors
Any agent in the chain that generates or receives the relevant transport documentation
This is not a temporary recommendation. It is a state-level legal change with a fixed implementation timeline.
From obligation to opportunity.
HARDMAN's model has three levels:
Comply — move the required document from paper to digital.
Save Time — add mobile signatures and a complete document flow.
Transform — connect documentation with the full entry and exit process of trucks.
The deeper the level, the more operational value the company can recover.
Three ways to respond
Choose the level that fits your operation today, and see how far you want to go beyond compliance.
This is the minimum response to the law. It allows the company to meet the legal requirement without transforming the full operation yet.
How it works with HARDMAN
After loading, the responsible person attaches the document in HARDMAN.
The document can be uploaded as a PDF, photo, JSON, or another accepted digital format.
The driver receives a mobile link.
The driver opens the document without installing an app.
At destination, the final signed, confirmed, or validated version can be uploaded.
The record remains traceable and is not deleted.
What it includes
Integration with logistics operators that can digitalize the carta de porte themselves.
Support for occasional operators or operators without their own platform.
Signature-status feedback, whether the signature happens through their system or through HARDMAN.
Support when carriers rotate often, because HARDMAN handles the digitalization process instead of forcing the plant to adapt to each operator.
A first step toward digital communication between transport providers, exworks operations, the plant, and the driver.
What you gain
Basic legal compliance
Digital record
Traceability
Minimal operational friction
The limitation
Level 1 solves the legal need, but it does not transform the operation. In practice, paper may still remain in the process for safety or internal habits, and the team does not recover much time.
You comply, but your operation stays almost the same.
Level 4 is an additional managed service for companies that want HARDMAN to support the daily operation more directly. It complements Level 3 by adding operational and administrative support around bookings, KPIs, communications, documentation, and daily coordination.
Administrative and operational support
Booking and slot coordination support
KPI follow-up
Communication support with suppliers, carriers, and customers
Digital documentation follow-up
Extra help when the company wants HARDMAN to manage more of the daily process
According to the HARDMAN model, the cost of implementation rises quickly to reach Level 1 and then flattens. From Level 1 to Level 3, cost grows only around 50%, while operational value grows much more strongly.
Level 3 impact
Waiting time per truck: from 3.5 hours to under 15 minutes
Logistics team availability: +33%
Reduction in unpunctuality: −90%
Incremental cost over Level 2: around +50%
Estimated return: more than €12 saved for every €1 invested at Level 3
Every minute of waiting is a minute lost forever.
KPI Evolution
The change is not linear. Some KPIs may get worse at the beginning because the company starts registering and controlling more information. But when the company reaches Level 3, the operational value becomes much stronger.
KPI
Level 1
Level 2
Level 3
Truck stay time
May increase
May increase
Drops sharply
Punctuality
No major change
No major change
Improves strongly
Administrative task time
May increase
Decreases
Decreases further
Average waiting time
No major change
Partial reduction
3.5h → under 15 min
Team availability
No major change
Slight improvement
+33%
Level 4 is an optional managed service layer that complements any of the levels above — it is not measured as a separate technical or compliance level.
The document is only the beginning.
The digitalization of the administrative control document is the small lever that can transform the whole organization. This is not only about complying with a law. It is about using the legal obligation as the starting point for a plant that works like a timed operation.
Do not just digitalize the document. Digitalize the operation.
This page provides general information and does not constitute legal advice. Each company should confirm how the requirement applies to its operations.