- Signed 18 Mar 2026You declare
- Reference in secondsThe EU responds
- Any time afterAn authority may ask
- Answerable to 2031You stay on the hook
Before it reaches you
Onboard your suppliers, and the chain fills itself in.
Five steps, and only two of them are yours.
The two marked YOU. Everything between them is your chain doing its own work.
- 01YouYou onboard your suppliersInvite the exporters and traders you buy from. Nothing for them to buy, and nothing to install.
- 02ThemThey onboard their producersCooperatives, mills and facilities bring their own farms, in their own language.
- 03ThemEvidence is collected at the sourcePlots walked, papers photographed, consent recorded, offline on the farm.
- 04ThemYour exporter seals the shipmentCleared lots only. Anything unexplained is held back rather than loaded.
- 05YouYou receive exactly what you needThe pack lands on your desk in the shape the statement asks for. You check it and file.
- Farm01
- ✓Plot polygon · 0.42 ha
Mapped once, offline, by the producer.
- Cooperative02
- ✓Plot polygon · 0.42 ha
- ✓+ Delivery receipt · 240 kg cherry
Weighed in against the plot it came from.
- Mill03
- ✓Plot polygon · 0.42 ha
- ✓Delivery receipt · 240 kg cherry
- ✓+ Conversion · washed 5.0 : 1
Kilos in, kilos out, loss explained.
- Exporter04
- ✓Plot polygon · 0.42 ha
- ✓Delivery receipt · 240 kg cherry
- ✓Conversion · washed 5.0 : 1
- ✓+ Lot LOT-2026-041 · sealed
Identity preserved into the shipment.
- EU border05
- ✓Plot polygon · 0.42 ha
- ✓Delivery receipt · 240 kg cherry
- ✓Conversion · washed 5.0 : 1
- ✓Lot LOT-2026-041 · sealed
- ✓+ DDS EUDR-2026-0004821
Filed with everything above inside it.
Nothing is retyped at a handoff. Each actor adds one record, and everything before it travels along — which is why the answer to “show the chain of custody” is a lookup, not a project.
If you already collected data
Years of supplier data? None of it is wasted.
Questionnaire answers, polygons your suppliers mapped for another platform, certificates in a shared drive — import them in bulk. The readiness view then shows what is genuinely missing, so you chase gaps rather than re-collect the chain.
CSV · 480 KB · one upload
48suppliers onboarded
- Readiness scored — complete, partial and missing, per supplier
- Only gaps are asked for — nobody re-answers what you already hold
- Polygons kept — boundaries from past questionnaires land on the map
GeoJSON, KML, CSV or a full package — templates for every format. Errors show before anything is saved.
Where the file comes from
Captured by the person standing in the field.
Your statement is only as good as its source. None of this was typed by an intermediary reading a spreadsheet, and none of it was bought from a database.
- On the farmBoundaries walked, not drawn from a deskThe producer or a field agent walks the plot edge on a phone. Under canopy the app waits and averages rather than recording a bad point.
- With no signalPhotographs and papers, stamped in placeGround photos and land documents are captured where they are, saved on the device, and sent when a connection returns.
- In their languageConsent recorded by the producerFifteen languages, on the cheap Android phone they already own, and a field agent can capture for anyone without one.
The record belongs to the producer, not to you and not to their cooperative. They grant access and can withdraw it, which is exactly why they are willing to capture it in the first place.
01 · Due diligence
Do the three things the law asks, in one place.
Information, risk assessment, risk mitigation.
That is the whole obligation. Each one is a step here rather than a document you assemble by hand.
- EthiopiaComplete172,000 kg2 suppliers · standard country risk
- ColombiaGaps92,000 kg1 supplier · 14 plots to map
- VietnamNo data18,000 kg1 supplier · nothing mapped yet
- PeruComplete46,000 kg1 supplier · standard country risk
Open any shipment and the same three steps are there. This one is from Ethiopia.
02 · File
File it, and get the reference back.
The statement goes to the EU Information System from here. The reference returns, attaches to the shipment, and travels on to whoever buys from you.
Due diligence statement
The operator declares that due diligence was carried out and that the risk of non-compliance is negligible.
- OperatorKaffa Imports BV
- ShipmentSHP-2026-018
- Commodity and quantityCoffee · 42,000 kg
- Country of productionEthiopia · 34 plots
M. van DijkSigned for the operator
Reference back · passes downstream
DDS-2026-NL-88412
It attaches to the shipment and to every lot inside it, and travels on to the retail customers who need it to place the goods.
Where to put your effort
See which relationships are worth investing in.
Dropping a supplier is the expensive answer. Ranked by how complete their data is, you can tell who needs a request, who needs funding, and who needs nothing at all.
03 · Stand behind it
Answer an authority in an afternoon.
A competent authority can ask, years later, for the basis of a statement you signed. These are the questions, and where each answer already sits.
- What information did you hold when you signed?The statement, with every plot, paper and consent behind it, exactly as it stood on the filing date.
- How did you assess the risk?Each check, its result, the source it used and the date it ran.
- What did you do about what you found?Every flag, how it was closed, and the person who decided.
- Where did this crop actually come from?Boundaries on a map, back to the farms that filled each lot.
- Can you show the chain of custody?Deliveries, processing and handoffs, kilo by kilo, farm to your warehouse.
Evidence is retained for the periods the regulation requires, so a shipment from two seasons ago can still be explained.
The move only you can make
Comply without dropping your smallholders.
The cheapest way to satisfy the regulation is to stop buying from anyone hard to document.
That costs you your origin story, your differentiated supply and, when somebody writes about it, your name. The alternative is to make being ready affordable for the people at the far end of your chain.
- Who paysYou do, on your own planPick the producers or the whole region you source from, and their coverage sits on your bill instead of theirs.
- Who runs itThem, or youDelegate administration to their cooperative if they have the capacity, or run outreach and readiness yourself.
- What you getData, earlierA funded cooperative maps sooner, so the plots and papers behind your shipments exist before you need them.
Sponsored producers count on your plan rather than their cooperative's, and the coverage travels with the producer if they later sell to somebody else. The app itself is free for every producer, always, whether you sponsor them or not.
What it costs
One meter, and a flat Import desk.
No setup fee, and nothing your suppliers pay. One meter on the farmers behind your suppliers plus a flat Import module, with filed declarations included in step with that coverage — no tonnage, no bands.
- €79The Import module a month, on top of your network meter — pause it out of season
- ~€500A worked month: 3,250 producers of declared coverage, with filings included
- €20Per filed declaration beyond your included allowance — never per tonne, whatever the consignment is worth
- €0For the sealing step, which is your exporter’s and their cost, not yours
- €0To set up, and for every producer and supplier in your chain
What your teams will ask
- LegalCan we evidence diligence for any statement we signed?
- LegalHow long is the file kept, and who can alter it?
- ProcurementWhich suppliers put our market access at risk?
- ProcurementWhat does it cost to bring the weak ones up?
Questions from importers
The things we get asked most.
Our suppliers cannot give us plot data. Where does that leave us?+
It is the normal starting point. Invite them, and the ask travels down the chain until it reaches whoever holds the missing piece. The supplier scorecard shows you who is close and who has nothing, so you can decide where to put pressure, and you can sponsor coverage for the producers you care most about.
We import from several origins and dozens of suppliers. Does this scale?+
Statements can be prepared and submitted in batches, and the scorecard ranks your whole book by how complete their data is. The work concentrates on the suppliers below par rather than being spread evenly across all of them.
If a supplier gave us wrong data, are we still liable?+
The declaration is yours, so the liability does not transfer. What changes is that you can show exactly what you held, what you checked, when you checked it and what you did about what you found. That evidenced diligence is what you are judged on.
Do we have to keep everything ourselves?+
Evidence is retained for the periods the regulation requires and stays queryable, so a shipment from two seasons ago can still be explained without your team keeping a parallel archive.
