UDB Format Tips for ISCC Exports from the Netherlands

How Dutch exporters can align with RED III, avoid rejections, and streamline compliance.

The Netherlands has long been ahead of the curve in biofuel compliance and digital reporting. So if you’re an ISCC-certified trader, converter, or collector based here, you’re already part of a mature ecosystem.

But even the most experienced operators are now facing a new layer of scrutiny from the Union Database (UDB).

Buyers across the EU want their transactions ready for UDB uploads. The NEa is progressively aligning its checks with RED III and UDB reporting requirements, starting with biofuels and biogas used for transport energy. And suddenly, having an ISCC certificate isn’t enough. Your declarations need to be UDB-ready, down to every data field.

Here’s what that actually means.

What Makes the Netherlands Unique in UDB Submissions?

The Dutch Emissions Authority (NEa) has aligned early with the RED III framework and Union Database requirements. Unlike some other Member States, the Netherlands has:

• Tight buyer-side controls for RED III materials
• Early implementation of UDB-aligned reporting
• More common use of automated software for declaration handling

If you’re exporting from the Netherlands, especially to France, Germany, Spain, or Belgium, your declarations are often the first point of failure if formats, fields, or GHG values are missing.

What Does “UDB-Ready” Really Mean?

A UDB-ready Sustainability Declaration (SD) or Proof of Sustainability (PoS) means:

• Fields align with ISCC HUB structure (e.g., batch ID, country of origin, GHG value, emission savings)
• Material names match UDB-recognized terms
• Double-counting or feedstock eligibility is clearly tagged
• Declarations are digitally structured (not scanned PDFs)

You initiate the transaction in UDB through ISCC HUB; your buyer then confirms it. If your SD is incomplete or misformatted, the buyer’s confirmation will fail.

Dutch Exporters: Common Mistakes to Avoid

Mistake	Why It Matters
Using local material terms (e.g., “frituurvet”)	UDB requires harmonized feedstock names — use ISCC terms
GHG value left blank or marked “default”	UDB fields often need actual values, especially under RED III
Supplier SD not in ISCC format	Causes traceability gaps — buyer cannot validate upstream data
Site not registered on ISCC HUB	Makes it impossible to complete UDB chain-of-custody
Using static PDFs	Cannot be parsed by digital upload tools — leads to rework

How to Get It Right from the Start

If you’re based in the Netherlands and preparing ISCC-certified exports:

1. Register your site on ISCC HUB, this is where all transaction data flows into UDB.
2. Align your SD format with the latest ISCC templates, including batch-level data.
3. Use audit-ready software like Carboledger to pre-validate your exports and ensure clean UDB formatting.
4. Double-check cross-border rules, some Member States (like France and Spain) require that UDB confirmations are completed before delivery or crediting. So, plan uploads accordingly.
   

Quick Tip: It’s Not Just About Germany

When exporting to Germany, you’ll still work through UDB via ISCC HUB; your German buyer later generates their Nabisy PoS based on your UDB record.

Countries like France, Spain, Belgium, and others now require UDB uploads for cross-border compliance. And your role as an upstream operator is to enable that process, not delay it.

Final Thought

Being ISCC-certified in the Netherlands is a strong foundation, but it’s not enough.

The future of biofuel trade is digital, field-validated, and cross-border. Whether you’re shipping used cooking oil, tallow, or biomethane, your compliance edge comes from data structure and audit readiness.

Get your declarations UDB-ready, align with ISCC HUB workflows, and make life easier for your buyers, because friction-free trade starts with clean, traceable exports.