In the near future, digitalization will impact nearly every industry—and logistics is no exception. Paper-based administration, which is still commonly used in freight transport today, has long been a source of inefficiency, errors, and unnecessary costs. Digitalization could offer a solution by enabling faster processing, lower operating expenses, and greater transparency in logistics operations.
Transport documentation includes a wide range of documents, such as consignment notes, customs documents, and invoicing records, which represent a significant administrative burden. While it is of course necessary for companies and authorities to keep detailed records, there are increasing efforts within the European Union to shift as much of this documentation as possible into digital form.
In recent years, the European Union has taken major steps to support digitalization in transport. In April 2020, the EU Council adopted the new eFTI regulation (Electronic Freight Transport Information), aimed at facilitating the provision of transport information to authorities in digital form. This should ultimately reduce administrative costs and improve the efficiency of transport processes.
From January 9, 2025, implementing and delegated acts for this regulation have entered into force, allowing member states to begin building the IT infrastructure for electronic documentation. The obligation for public authorities to accept digital transport documents will take effect in July 2027. Companies thus have several years to prepare and gradually adopt digital solutions.
The Czech Republic is actively preparing for the transition to digital documentation. The Ministry of Transport, along with other institutions, is working on introducing an electronic system that will allow companies easier management of transport documentation.
Full digitalization is not yet mandatory, and its adoption will depend on the implementation of technical and legislative measures. It is expected that by 2027, there will be a gradual shift to electronic solutions, with paper documents being phased out.
The shift to digital transport documents brings numerous complications and changes that must be implemented at both the company and international levels. But above all, it offers many advantages, including increased efficiency, cost reduction, and the elimination of errors caused by manual data processing.
Automated generation of transport information eliminates the need for manual data entry, reducing administrative workload and the risk of errors. Companies that adopt electronic solutions can save 20–50% of documentation processing costs, depending on their situation and level of digitalization.
Digital documentation also accelerates customs clearance. For instance, using electronic consignment notes can reduce border wait times by 20–30%, positively impacting overall transport efficiency.
Manual data entry is a common source of errors, which can result in discrepancies in transport records, delivery delays, or even fines due to incorrect reporting.
Electronic systems eliminate human error through automatic data validation. Encrypted digital documentation also ensures that information is not altered, misused, or lost during transmission — a risk inherent in paper-based systems.
Digital documents facilitate sharing among all involved parties — carriers, customers, and regulatory bodies. Cloud storage enables secure archiving of documentation without the need for physical archives. This not only greatly simplifies and speeds up the process but also saves considerable costs.
Modern technological tools are essential for the digitalization of transport documents. Several key solutions are available today to help companies transition to fully digital management of transport documentation.
There are advanced software platforms that allow digitalization of transport documents directly in the field. For example, drivers can use mobile apps to scan documents immediately upon delivery and send them directly to the central system. This minimizes the time drivers spend on administrative tasks and improves cargo tracking efficiency.
Systems like LORI by OLTIS Group combine transport operations management with document digitalization. They enable not only automated generation of transport records but also integration with customs and invoicing systems — significantly simplifying administration.
While digitalization offers clear advantages, it also introduces several key challenges that companies and authorities must address and adapt to.
Successful digitalization requires investments in software, employee training, and IT system modernization. For some smaller businesses, this may represent a significant financial burden that affects their competitiveness.
For digitalization to function across various transport sectors and countries, document formats must be harmonized. The eFTI regulation introduces a common European standard, though full implementation will take several more years.
Ensuring the legal validity of electronic documents is another challenge companies must tackle. Businesses must ensure that their electronic documentation complies with legal requirements regarding security, data protection, and legal enforceability. This includes, for example, electronic signatures, document encryption, and compliance with personal data protection regulations (e.g., GDPR).
The digitalization of transport documents is unquestionably a necessary step in modernizing freight transport. If implementation follows the approved plan, by 2027 public authorities will be required to accept electronic documents, gradually reducing the administrative burden on companies.
Companies that prepare for this transition in advance will gain a significant competitive advantage. Investments in digital solutions will help reduce costs, eliminate errors, and enable more flexible logistics management. Moving to fully digital document management is no longer just a matter of efficiency — it’s becoming a necessity.