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Everything you need to know about QWTN — from creating your first waste transfer note to managing a fleet of vehicles.
91 guides, 14 topics
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Getting Started
Welcome to QWTN
Your complete waste management platform — from digital notes to fleet and invoicing.
Read guideAccount Onboarding
Complete the five-step setup wizard to pre-fill your details on every note you create.
Read guideCreating Your First Note
Walk through the five-section PreviewEditor to build a legally valid Waste Transfer Note.
Read guideUnderstanding the Dashboard
Stat cards, alerts, activity feed, and quick actions — everything you need at a glance.
Read guideOptional Modules
Enable or disable Health & Safety, Fleet, Invoicing, and Permits to tailor QWTN to your business.
Read guideSearch & Command Palette
Find notes, clients, sites, and more instantly with the Cmd+K command palette.
Read guideFavourites
Star clients, sites, notes, and vehicles for quick access from the sidebar.
Read guideNotifications
Stay on top of signatures, payments, expiring permits, and overdue collections with in-app notifications.
Read guideMap View
See all your sites and client locations on an interactive map with collection stats and filtering.
Read guideWaste Transfer Notes — OverviewUnderstand the three note types available in QWTN and when to use each one.Creating a NoteUse the PreviewEditor to build a complete, legally valid Waste Transfer Note section by section.Transfer TypesChoose between Collection (Stored) and Deposit (Direct) to control which section gets auto-filled with your company details.Section A — Waste DescriptionDescribe the waste, pick EWC codes, select containment types, and enter the quantity.Section B — Transferor (Current Holder)Record the details of the party handing over the waste, including their legal status and registration.Section C — Transferee (Person Collecting)Record who is receiving or collecting the waste and confirm the driver or destination site.Section D — Transfer DetailsRecord the address, date, time, optional broker details, and waste hierarchy declaration.SignaturesCollect transferor and transferee signatures in person on-screen, or send email signing links.Note TemplatesSave any note as a reusable template to pre-fill future notes of the same type.Waste Load LibrarySave and reuse waste descriptions, EWC codes, and quantities as named "loads" across multiple notes.Waste Transfer Chains & Held WasteUnderstand chain gaps, held waste alerts, and how to close open chains with a follow-on transfer note.Season Ticket NotesCover multiple transfers of the same waste type between the same parties for up to 12 months.Note History & Audit LogView your complete history of waste transfer notes with status indicators, chain flags, and CSV export.Free Note GeneratorCreate a single Waste Transfer Note for free without an account — no sign-up required.Download & Print PDFGenerate a professionally formatted PDF of any waste transfer note for download or printing.Cancelling a Season TicketEnd a season ticket early by recording a cancellation reason and date.
Clients OverviewSave transferors and transferees to auto-fill their details on future waste transfer notes.Adding a ClientCreate a client record with contact details, registrations, and SIC codes so notes auto-fill with accurate information.Client Detail PageView a client's full profile, active season ticket, transfer statistics, and linked waste notes.EA Register LookupSearch the Environment Agency public register to verify carriers and permit holders, and auto-fill client details.Companies House LookupSearch Companies House to verify a client's company number and auto-fill their registered name and address.Portal AccessSend clients a secure link so they can view their waste transfer notes and sign documents from the client portal.Client AnalyticsUnderstand waste transfer history, total weights, destinations, and EWC codes for any client at a glance.Client LocationsAdd multiple site locations per client with addresses, map coordinates, and site-specific contacts.
Containers OverviewTrack the location and status of every skip, RoRo, wheelie bin, IBC, and other container in your fleet.Adding ContainersRegister a skip, RoRo, IBC, or other container with its reference, type, size, status, and current location.Container DetailView and edit all details for a single container, update its status, and review its movement history.Hiring Out a ContainerRecord a container deployment to a customer site, set the drop date, and update the status to On Site.Returning a ContainerRecord a container collection, set the collected date, and return the status to Available.Container HistoryView a chronological audit log of every status change, location update, and hire event for a container.
Scheduling OverviewPlan and manage waste collections, transfer runs, and recurring pickups for your drivers.Creating CollectionsSchedule a one-off collection or a season-ticket-covered collection, assign a driver, and pick waste types from the load library.Transfer RunsSchedule a driver run to a licensed waste transfer site — only available when the driver has held waste on their truck from prior collections.Season Ticket CollectionsSchedule collections covered by existing season tickets — no new note or signature needed per collection.Recurring SchedulesSet up weekly, fortnightly, or monthly collection templates that automatically generate scheduled jobs.Driver AssignmentAssign drivers to scheduled collections so jobs appear in their driver app and are correctly attributed.
Fleet Management OverviewUnderstand the Fleet hub: vehicles, compliance, walkarounds, maintenance, expenses, and weighbridge tickets in one place.Adding & Managing VehiclesRegister vehicles in your fleet with full compliance dates, insurance details, and technical specifications.Daily Walkaround ChecksConduct DVSA-compliant daily vehicle checks, log defects with severity ratings, and capture a driver signature.Maintenance RecordsLog PMIs, services, repairs, MOTs, and tyre replacements. Track parts used, workshop details, and schedule the next service.Expenses & FuelLog vehicle costs across all categories. Fuel entries unlock additional fields for litres, cost-per-litre, and efficiency tracking.Weighbridge TicketsRecord weighbridge data for incoming and outgoing loads. Capture gross, tare, and net weights, link to vehicles and waste loads, and generate printable tickets.Operator Licence (O-Licence)Record your Operator Licence details, set expiry dates, and track renewal deadlines. Required for vehicles over 3.5 tonnes used in commercial goods transport.
Invoicing & Quotes
Create quotes and invoices, add line items, send to clients, and track payments.
7 guidesInvoicing OverviewCreate, send, and track invoices for your clients. Monitor draft, sent, overdue, and paid statuses from the Invoices list.Creating InvoicesSet the recipient, dates, VAT status, line items, and notes. Save as a draft or send directly to the client in one step.Invoice Line ItemsAdd descriptions, quantities, and unit prices. Line totals, subtotal, VAT, and grand total are calculated automatically.Sending Invoices & RemindersSend invoices directly from the platform by email and follow up on overdue payments with reminder emails. Track open rates to know when a client has seen the invoice.Payment TrackingTrack invoice payments from sent to paid. Understand how overdue detection works and how to mark payments received.Job QuotesCreate professional quotes with job details, waste types, and itemised pricing. Send to clients and track responses.Creating a QuoteBuild an itemised quote with recipient details, job information, line items, and VAT, then save or send it.
Team OverviewManage your team of drivers and staff members. Invite people, assign roles, and control who can create waste transfer notes.Inviting Team MembersSend email invitations to drivers and staff members. Choose their role before sending — it determines what they can access.Roles & PermissionsUnderstand what each role can and cannot do. Owner has full access; Staff manages day-to-day operations; Drivers focus on mobile job completion.Managing Team MembersView active members, filter by role, search by email, and understand how to handle members who leave or change roles.
Health & Safety OverviewReport near misses, record accidents with RIDDOR checks, and create Risk Assessments and Method Statements (RAMS) for your operations.Near Miss ReportsSubmit near miss and hazard reports quickly. Attach photos, capture your GPS location, and optionally report anonymously.Accident ReportsRecord workplace accidents using a guided six-step wizard. Capture injuries, treatment, and witnesses. Automatic RIDDOR check determines reporting obligations.Risk Assessment & Method Statements (RAMS)Create professional RAMS documents using the five-step wizard. Build from a hazard library, write a method statement, collect signatures, and download a PDF.Health & Safety AnalyticsView incident trends, severity breakdowns, RAMS completion rates, and safety KPIs at a glance.
Permits & Licences OverviewCentralise your environmental permits, waste carrier licences, and expiry tracking in one place.Adding PermitsRecord a new permit or licence with its reference, issuing authority, and validity dates.Expiry TrackingUnderstand how QWTN calculates permit status and how to act on expiry alerts.
Client Portal
Send portal invites so clients can view notes, sign digitally, and track waste.
4 guidesClient Portal OverviewGive clients a secure self-service view of their waste records, notes, invoices, and upcoming collections.Portal DashboardNavigate the client-facing portal tabs: Overview, Collections, Notes, Invoices, and Containers.Signing Notes via the PortalHow clients view and review waste transfer notes through the Client Portal.PIN Access & SecurityHow the 4-digit PIN system works, including lockouts, sessions, and revoking access.
Driver App OverviewA mobile-optimised interface for drivers to view jobs, confirm waste details, and sign WTNs on-site.Job List (Schedule)Browse and navigate your daily job schedule with date controls and time-of-day grouping.Job DetailView full job information, start and complete collections, and track whether a job is covered by a one-off note or a season ticket.Waste Details EditorEdit EWC codes and quantity on-site while a job is in progress.WTN Sign FlowCapture both the customer (transferor) and driver (transferee) signatures — required for UK Duty of Care compliance on every one-off collection.Default SignatureSet a saved signature on your driver profile so it auto-fills when you sign waste transfer notes.Transfer RunsDeliver held waste to a licensed transfer site, capture evidence, and generate the deposit note — closing the collection chains for all included waste.
Settings OverviewConfigure your personal profile, signature, company details, BACS, and appearance in one place.Profile SettingsUpdate your full name, company name, and view your email address.Signature PadDraw and save your hand-written signature for use on waste transfer notes.Company Details & BACSSet up your BACS payment details, invoice branding, and EA carrier registration.AppearanceSwitch between dark and light mode to suit your working environment.WTN BrandingCustomise the look of your waste transfer notes with your logo, colours, fonts, and layout options.