Summary
- The PPWR has applied since 12 August 2026: from 2030, at least 40% of your transport packaging must be reusable, with a target of 70% in 2040.
- A reuse system manages your returnable transport packaging, such as pallets, crates and containers, from issue to return. That is how you comply with the PPWR.
- A good system pays off straight away: less manual work, lower replacement costs and fewer disputes with partners about balances.
What is a reuse system for returnable transport packaging?
Do you work with pallets, crates, roll containers or other returnable transport items that you use again and again? Then you need a reuse system. It is the combination of organisational, technical and financial arrangements that keeps your returnable packaging circulating: issuing it, tracking it between locations, keeping balances with your partners, processing returns and making sure it actually comes back. The goal: as little loss as possible and as little new transport packaging to buy as possible.
This has become more urgent because of the European PPWR (Packaging and Packaging Waste Regulation, formally Regulation (EU) 2025/40). The regulation entered into force in February 2025 and has applied since 12 August 2026. The rules are clear: from 2030, at least 40% of your transport packaging must be reusable within a reuse system. For 2040, the target is 70%. Do you move packaging between your own sites or affiliated companies, or to another company in the same EU country? Then 100% must be reusable by 2030. Only pallet wrapping film and strapping bands have been exempted from that 100% requirement since May 2026; the 40% requirement applies to them instead. If you fail to comply, you risk a fine.
The PPWR itself calls this a “re-use system”: arrangements that make re-use possible in a closed loop, an open loop or a combination of both. Packaging only counts towards the reuse targets if it circulates within such a system.
In short: a reuse system is no longer a “nice to have”. It is an obligation. The reuse targets apply from 1 January 2030, and setting up a reuse system takes time. If you only start then, you are too late. With a well-designed system you stay in control of the administrative burden and operational complexity this legislation brings. Read all you need to know about the PPWR.
The three building blocks of a good reuse system
Building a successful reuse system for returnable transport packaging calls for an approach on several levels: technology, process and collaboration come together. You build a digital foundation that connects all physical and financial activities around your reusable assets.
Technology: centralised tracking
The basis of every modern reuse system is one central digital platform. Many companies still work with spreadsheets. That is error-prone, takes a lot of time and gives you no real-time insight. Software such as TrackOnline solves this: you get one reliable source of truth. In practice, that means up to 80% less manual work and 50% lower replacement costs. You track your assets in real time and dashboards give you an instant overview. Compared with a spreadsheet, it is simply more efficient and more accurate.
Process: encouraging returns
To encourage partners to return packaging on time, a financial incentive such as a deposit works best. Without one, packaging does not always come back. It gets lost, stays with partners or gets damaged, and replacing it costs you money. With TrackOnline you therefore build a financial framework: you draw up rental contracts, charge daily rent or storage fees and manage deposits. The system calculates these amounts for you automatically. This encourages partners to return assets quickly and turns your packaging pool from a cost centre into an efficiently managed operation.
Collaboration: creating one source of truth
Reusable packaging travels through a network of suppliers, carriers and customers. Without shared data, disputes about balances and responsibilities soon arise. With a shared customer portal, you automatically share real-time balance information with your supply chain partners. Everyone works with the same figures, “who is right” discussions disappear and you collaborate more efficiently across the entire chain.
How to set up a reuse system in 5 steps
With the building blocks in place, the next question is: where do you start? These five steps take you from scattered spreadsheets to a working reuse system.
- Map your returnable packaging. Which types of transport packaging do you have, how many, made of what material, and where are they now? Without a baseline, you do not know what you are losing.
- Draw your loop. Which sites, customers and carriers does your packaging visit, and who brings it back? Also check which flows stay within your own company or within one EU country, because the 100% requirement will apply there.
- Choose how you register. Scanning with an app, digital consignment notes (e-CMR) or automatically with RFID and IoT trackers. Start where most movements happen.
- Make financial agreements. Record deposits, daily rent and late-return fees in contracts, and let the system calculate them automatically.
- Connect and measure. Link the reuse system to your ERP and track your balances, rotations and losses in a dashboard. You will also need these figures to show that you comply with the PPWR.
With TrackOnline, onboarding takes a few weeks, depending on the number of sites and integrations.
What does a digital returnable packaging system need?
A truly effective digital reuse system brings a number of key functions together in one platform. That way you keep overview and control over your entire process, and those functions work together for you automatically.
The core components are:
- Real-time balance management: you see immediately who has what, where, and for how long. Dashboards show at a glance how your balances stand per site, customer or supplier.
- Mobile app for registration in the field: drivers and warehouse staff register movements on the spot via an app (iOS/Android), including digital signatures and photos as proof of delivery. Paperwork disappears, and so do disputes afterwards.
- Automated workflows and process rules: you set up automatic triggers and actions based on events. Think of a transaction status that updates itself after a number of days, or an alert as soon as a balance deviates from the norm.
- API integrations: you connect your reuse system directly to your existing ERP, WMS or TMS, such as SAP, Microsoft Dynamics or AFAS. Your data stays consistent across all your systems and order information flows through automatically.
- Advanced tracking technology: by adding IoT sensors and RFID tags, you see exactly where your assets are. You monitor conditions such as temperature and automatically check assets in and out at your depots.
Reuse systems in practice: pooling, retail and food
Theory only really comes to life when you see how companies use it in practice. With more than 25 years of experience, TrackOnline has helped front-runners in several sectors build their circular model.
Pooling
Pallet pooling company Foresco moved from error-prone spreadsheets to a fully digital platform with TrackOnline. They now have real-time insight, an ERP integration and a customer portal, which makes them fully ready for the PPWR.
Retail
Together with Paardekooper, Mr. Flexx® set a new standard for reusable in-store displays. TrackOnline provides the pooling engine that manages the entire logistics and financial process, so these valuable assets are tracked efficiently and retrieved from major retailers.
Food industry
To tackle single-use polystyrene in Norwegian fisheries, Circmar developed a circular model with reusable fish boxes. They chose TrackOnline as the core software to register and manage their entire pool from day one, building a sustainable system for a growing market.
Conclusion: start building your reuse system now
In 2026, a reuse system for returnable transport packaging is no longer an extra. It is the core of a strong, compliant and profitable supply chain. Now that the PPWR applies, the market is moving rapidly towards circularity. Build a solid system now and you will not only be compliant, you will also gain a real competitive edge: less waste, lower costs and more control.
The move from linear to circular calls for a strong digital foundation. TrackOnline offers that platform: proven, scalable and connected, with all the tools to manage your physical, administrative and financial flows in one place.
Ready to build your reuse system and turn your reusable packaging into a strategic asset? Request a TrackOnline demo today and discover how we help you shape the future of your supply chain.
Request a demoPrefer to get the full picture first? Download the whitepaper on returnable packaging management.
Frequently asked questions
A reuse system is the set of organisational, technical and financial arrangements that makes it possible to reuse packaging, in a closed loop, an open loop or a combination of both. Under the PPWR, transport packaging only counts towards the reuse targets if it circulates within such a system. In practice, that means you register every issue and return, keep balances with your partners and can show how often your packaging is reused.
The PPWR (Packaging and Packaging Waste Regulation, formally Regulation (EU) 2025/40) is European legislation designed to reduce packaging waste and promote the circular economy. It entered into force in February 2025 and has actually applied since 12 August 2026. The regulation sets binding targets for reuse and recycling: at least 40% of your transport packaging must be reusable by 2030 (100% for transport within your own company or to another company in the same EU country), with a target of 70% in 2040. That makes a reuse system for returnable transport packaging essential for compliance.
For very small operations it is technically possible, but Excel is not a scalable or reliable solution for a reuse system. It offers no real-time updates, is prone to human error, lacks collaboration features for partners and cannot handle complex financial calculations or automation. As you grow, an Excel-based system quickly becomes a bottleneck and you risk losing assets and administrative overload.
The first step is collecting data. Before you can manage your assets, you need to know what you have. Map all your reusable packaging types, including material, weight and current location. Once you have a clear picture of your asset pool, you can design processes and choose technology such as TrackOnline to manage everything effectively. You will find the next steps in the step-by-step plan above.
Specialised software such as TrackOnline automates the complete financial lifecycle of reusable assets. You set rules for deposits, rental fees per day or per item, and penalties for late returns. The system calculates these costs automatically based on transaction data and generates reports or invoices. Manual work disappears, everything stays accurate and partners have a clear financial incentive to return assets quickly.
No, a reuse system for returnable transport packaging is scalable and useful for companies of any size. Large organisations often need extensive integrations and automation, but smaller companies can start perfectly well with a more compact setup. With TrackOnline, smaller companies can also digitise their returnable packaging management, get a grip on their assets and prepare for growth and future regulation, without a large upfront investment.
It covers packaging used to transport goods: pallets, plastic crates and foldable crates, trays, IBCs, drums, pails and jerrycans. Pallet wrapping film and strapping bands also count towards the 40% requirement. Cardboard is largely excluded. In doubt about a specific type? Check Article 29 of the PPWR.
You must be able to show how much of your transport packaging is reusable and that it actually circulates in a reuse system. That is only possible if you register every issue and return. The European Commission is still working out the exact calculation method, so it is wise to start tracking your quantities, rotations and losses per packaging type now.