The time to prepare for EUDR enforcement is running out, and businesses must act now to prove their supply chains are deforestation-free—or face market bans, penalties, and costly disruptions
The result? A surge of software providers promising to solve compliance challenges. But with so many tools on the market, how do you separate real solutions from overhyped offerings?
Some focus solely on data collection; others claim end-to-end coverage. Choosing the wrong one can expose your business to significant regulatory risk.
To help you make an informed decision, this guide eliminates confusion by highlighting the essential features your EUDR software needs to ensure compliance and includes a downloadable Request for Proposal (RFP) Template.
Armed with the right criteria and questions, your business can move forward with confidence and stay ahead of enforcement deadlines. Let's dig in:
Breaking Down EUDR Compliance Requirements
The EU Deforestation Regulation (EUDR) imposes legally binding obligations on operators and non-SME traders to ensure that products placed on or exported from the EU market are deforestation-free and legally produced. Compliance involves a three-step due diligence process: information collection, risk assessment, and risk mitigation—each of which must be completed before placing products on the market.
Specifically, companies must:
- Collect verifiable information about the product, including geolocation coordinates of all production plots and evidence of legality in the country of origin.
- Conduct a risk assessment that considers the sourcing area's deforestation history and legality of production.
- Where risk is not negligible, apply and document risk mitigation measures.
- Submit an electronic Due Diligence Statement (DDS) through Traces NT before the product enters the EU market.
EUDR compliance demands a level of traceability and data management that manual processes cannot reliably support at scale. For companies operating across multiple geographies or supplier networks, leveraging dedicated compliance software is crucial to ensure accuracy, consistency, and timely reporting.
Assessing Your Company’s Compliance Needs
Choosing the right EUDR software begins with a clear understanding of your company’s role and responsibilities under the regulation. Whether you are:
- an operator placing products on the EU market,
- a trader handling goods within the supply chain,
- or an exporter,
your compliance needs will differ. These vary significantly based on factors such as supply chain complexity, sourcing geographies, internal capabilities, and data management processes.
Some companies may require a comprehensive solution that spans the entire due diligence process—from supplier onboarding and geolocation data collection to risk assessment, DDS preparation, and communication with authorities.
Others may already manage parts of this internally and only need support at specific compliance stages.
Why Risk Assessment is Non-Negotiable
Regardless of scope, one critical capability to evaluate in any EUDR software is risk assessment. Article 10 of the EUDR requires companies to not only identify and evaluate risk—but also to demonstrate how that assessment was performed.
Effective solutions should:
- Use accurate and effective methodologies
- Adapt to jurisdiction-specific legal frameworks
- Output clear, auditable documentation showing how risks were determined
- Offer recommended mitigation measures aligned with EUDR expectations
- Be reviewed or validated by legal experts (where AI is involved) to ensure defensibility
Before choosing a provider, ensure the software delivers the level of analytical transparency and legal defensibility the regulation demands. Tools that rely on opaque or unexplained logic—so-called “black box” systems—may fail to satisfy the evidentiary burden required by authorities. Incomplete or unverifiable assessments not only undermine compliance but also expose your business to enforcement risks.
Ensuring Long-Term Fit
Beyond risk analysis, also consider long-term suitability—does the solution scale with your business, safeguard your data, integrate with existing systems, and offer the support your teams need? A well-aligned provider reduces the likelihood of costly replacements or workarounds down the line.
In the next section, we outline the 10 key features to look for in an EUDR compliance solution to ensure your organisation is fully equipped to meet regulatory requirements:
10 Key Features to Look for in an EUDR Compliance Solution
Here are the 10 must-have features to look for in your EUDR compliance solution to help you meet these requirements efficiently.
1. Automated Due Diligence Statement (DDS) Creation & Submission
Relevant to: Article 4(2), Article 33
To legally place or export products under EUDR, operators must submit a Due Diligence Statement (DDS) through the EU’s Information System (Traces NT). A compliant solution should:
- Automate DDS generation for shipments, reducing manual entry and error rates
- Enable bulk DDS submissions to the TRACES platform, without batch size limits
- Integrate DDS reference numbers directly into ERP systems for traceability
- Perform automated legal compliance checks to ensure completeness of every record
Why it matters: Manual submission increases the risk of delays and compliance failures. Automation ensures speed, traceability, and readiness for customs checks.
2. AI-Powered Supplier Data Management
Relevant to: Article 9(1)(a–c), Article 10(1)
Effective due diligence starts with reliable supplier data. Your compliance platform should:
- Automate supplier onboarding and collect essential information, including product origin, commodity type, and geolocation coordinates
- Enable structured communication and document exchange to request legality documentation and sourcing declarations
- Support traceability through multi-tier supplier engagement—extending visibility down to the plot or farm level
- Streamline the collection, formatting, and validation of geolocation data for all production areas
Why it matters:
Article 9(1) requires companies to collect precise and verifiable information for each product, including geolocation coordinates and supplier details. Without a centralized system to manage this data, maintaining consistency and completeness across large or fragmented supply chains becomes nearly impossible. An EUDR-ready platform should simplify supplier coordination, standardize inputs, and build a strong foundation for subsequent risk analysis and due diligence statement submission.
3. High-Accuracy Legal Verification for Compliance
Relevant to: Article 9(1)(b), Article 3(b)
Operators must demonstrate that commodities comply with all applicable laws in the country of production. Your compliance solution should:
- Streamline legal document collection from suppliers and sub-suppliers
- Automate requests and tracking of legal declarations and licenses
- Support expert legal review to validate key documents where needed
Why it matters: Legal verification is a central pillar of EUDR compliance. Automation accelerates the process, while expert oversight ensures defensibility.
4. Seamless ERP Integration with Bi-Directional Data Sync
Relevant to: Article 11(2)
Ongoing compliance depends on accurate and accessible data across all business systems. The software should:
- Natively integrate with ERP platforms
- Synchronize DDS and compliance data in both directions
- Enable automated alerts and workflow triggers based on compliance status
Why it matters: Siloed systems create risk. Integrated data ensures operational teams always work with the most up-to-date compliance information.
5. Deforestation Risk Assessment & Continuous Monitoring
Relevant to: Article 10(2)(a-e), Article 9(1)(d)
Operators must assess the likelihood that products are linked to deforestation. A robust tool must:
- Provide global deforestation risk assessments based on verifiable land-use data and other credible sources, e.g. satellite data
- Perform initial deforestation checks for supplier plots and continuously monitor newly added sourcing areas
- Use systematic quality control to flag data issues and potential compliance risks
Why it matters: Failure to properly assess and document deforestation risk can lead to severe consequences under the EUDR, including shipment blocks, financial penalties, and reputational damage. Authorities require more than a compliance checkbox—they expect detailed, accurate evaluations that hold up to scrutiny. Without a robust deforestation risk assessment process, businesses risk non-compliance and enforcement actions that could disrupt operations and market access.
6. Robust API Framework for Compliance & Reporting
Relevant to: Article 11(2), Article 33
To ensure seamless communication between internal systems and regulatory authorities, a compliance solution should:
- Offer secure, well-documented API endpoints to support real-time data exchange
- Enable automated submission of compliance data and due diligence records
- Integrate with external compliance tools or data providers for broader interoperability
Why it matters:
The EUDR requires timely and traceable communication of compliance data. A robust API infrastructure ensures accurate, efficient reporting across platforms, reduces manual errors, and future-proofs your tech stack for evolving reporting standards.
7. End-to-End Data Security & GDPR Compliance
Relevant to: Article 9(1), GDPR Regulation (EU) 2016/679
Handling supplier and sourcing data under EUDR involves sensitive and regulated information. A secure solution should:
- Apply end-to-end encryption for data in transit and at rest
- Comply fully with GDPR, ensuring lawful data handling and user rights protection
- Offer anonymisation or pseudonymisation options for sub-supplier identities where appropriate
- Maintain certifications such as SOC 2 Type II or ISO 27001 to guarantee security best practices
Why it matters:
Data integrity is fundamental not only to EUDR compliance but to legal and reputational risk management. Strong security safeguards protect both the business and its supply chain partners.
8. Multi-Device Accessibility & Cloud-Based Deployment
Relevant to: Operational efficiency under Article 9(1)(a-d), Article 11(1)
A modern compliance platform should be accessible wherever work happens. Key capabilities include:
- Cloud-native deployment for real-time access and scalability
- Multi-device functionality with consistent performance across desktop and tablet
- Intuitive UX/UI and documentation to support adoption across cross-functional teams
Why it matters:
Compliance doesn’t happen in a single location. Multi-device, cloud-based platforms empower teams to manage EUDR requirements seamlessly across borders and time zones.
9. Scalability for Evolving Regulatory Requirements
Relevant to: Article 11, Article 33(3)
To remain compliant as EUDR evolves, your solution must be designed for flexibility. It should:
- Automatically update to reflect changes in legislation and Traces NT integration
- Handle increased supplier volumes and data loads without performance degradation
- Support modular feature expansion as due diligence requirements grow
Why it matters:
EUDR is just one part of a broader sustainability shift. Businesses need scalable platforms that adapt to changing legal landscapes and future supply chain disclosure demands.
10. Vendor Expertise & End-to-End Implementation Support
Relevant to: Article 9, Article 11, practical enforcement of compliance systems
EUDR software is only as effective as its implementation. A qualified vendor should provide:
- End-to-end onboarding, from requirements gathering to system rollout
- Tailored configuration and integration with existing workflows
- Dedicated support during testing, go-live, and post-deployment
- Ongoing user training and regulatory updates to maintain compliance
Why it matters:
A technically strong tool without implementation expertise often fails in practice. Comprehensive support ensures faster ROI, reduced compliance risk, and lasting operational value.
Evaluating Potential Solution Providers: Download our RFP Guide
Once you've identified the core capabilities your EUDR compliance solution must deliver, the next challenge is selecting the right provider.
With a growing number of vendors offering everything from point solutions to end-to-end platforms, comparing them can be complex—especially when offerings sound similar on the surface.
To streamline your evaluation process and ensure you make a well-informed decision, we’ve created a structured Request for Proposal (RFP) Template tailored to EUDR compliance.
What’s Inside the RFP Template?
- A structured Request for Proposal (RFP) document designed to help you efficiently solicit proposals from EUDR compliance software vendors.
- Pre-written sections covering key evaluation criteria, including essential vs. optional features, AI-driven risk assessments, and vendor reliability.
- Customizable placeholders (highlighted in green) where you can add company-specific details, ensuring vendors receive the necessary context to tailor their proposals.
Why Use This Template?
- Prioritize the right features – Clearly distinguish between essential and optional functionalities to avoid unnecessary expenses.
- Assess AI capabilities with confidence – Understand how AI is applied in risk assessments and separate genuine value from marketing buzz.
- Ensure vendor reliability – Choose a provider that offers long-term compliance support and adapts to evolving EUDR regulations.
EUDR compliance isn’t a one-time project—it’s an ongoing responsibility. Selecting the right software ensures your business remains compliant today while adapting to future regulatory changes.
Download the RFP Template or use our RFP-Bot below to instantly generate a tailored EUDR Request for Proposal based on your company’s details.
Final Thoughts: The Path to EUDR Compliance Success
Successfully navigating EUDR starts with selecting the right compliance partner—one that aligns with your business needs, regulatory obligations, and operational scale.
From due diligence automation to risk assessment transparency, each capability covered in this guide is essential for building a resilient and audit-ready compliance process.
If you’re unsure where to begin, download our free RFP Template to structure your software evaluation and confidently compare vendors.
Still have questions?
Our dedicated EUDR team is here to help you assess your needs and find the right solution—whether you're just getting started or scaling up your compliance operations. Reach out to our experts today and take the next step toward confident, future-proof EUDR compliance.
