urrently, many European companies are focusing intensely on the requirements of the PPWR regulation, searching for technical solutions that will allow them to optimize their packaging processes efficiently and in a structured manner. The minimum standard was published as a transitional measure at the beginning of September. Since the PPWR will be mandatory from August 12, 2026, companies should start preparing now and take appropriate measures.
This article provides a comprehensive guide to selecting PPWR software, including practical tips and in-depth market insights.
In addition, we share our expertise from over 700 software matchings for medium-sized companies and corporations. We identify suitable solutions for your specific needs, saving you the time-consuming task of finding the right provider.
Would you like to learn more about the PPWR? You can find all the relevant information here. Alternatively, you can start using our free matching service right away to find PPWR providers that best suit your needs.
The new EU packaging regulation affects a wide range of actors along the entire value chain – from packaging manufacturers to retailers (including e-commerce). Therefore, the basic rule is: All companies that place packaging on the market or import it into the EU are subject to the requirements and obligations. This impacts the entire value or supply chain.
Thus, packaging manufacturers have to fundamentally rethink their materials. In the future, packaging must be recyclable, easily separable, and as free of pollutants as possible. For manufacturers who use packaged products, digitalization of packaging management is an entirely new discipline. Importers must ensure that packaging from third countries meets EU standards. They have to specifically select packaging manufacturers that comply with applicable guidelines.
Retailers and online merchants must use easily recyclable packaging and rethink their design and material usage. Anyone selling or shipping goods within the EU must pay close attention to packaging in the future. This is not only about sustainability, but also about clearly defined requirements:
Less is more
Packaging should be as light and compact as possible, without the use of unnecessary materials. The principle is to make it as large and heavy as is absolutely necessary. This includes prohibiting artificial enlargements, such as double walls, excessive padding, or false bottoms.
Recycling-oriented design
In line with a functioning collection, sorting, and recycling system, packaging components must be separable and individually recyclable.
Maximum 50% empty space
Shipping packages must not contain more than 50% empty space or packaging filler, such as air cushions or foam.
Reduction of chemicals
The use of certain printing inks and other chemical additives should be minimized. Ideally, one would avoid potentially problematic substances entirely.
Additionally, the PPWR includes some industry-specific requirements. For example, the food industry, particularly the gastronomy sector, is required to use reusable packaging to reduce single-use solutions and optimize waste management.
The new packaging regulation brings profound changes, and businesses must adapt to these changes in order to remain competitive in the market. Anyone selling or shipping within the EU must rethink their packaging strategy, from material selection to volume management.
By August 2026, processes must be established for retrieving the conformity declaration for each package. A software solution that centrally collects all relevant data is critical for developing strategies and securing competitive advantages.
In the DACH region, a diverse market for digital solutions to implement the EU packaging regulation has developed in recent months. In our continuous market screenings for our matchings, we currently identify about 30 providers in the German-speaking area that offer various tools and services related to PPWR and packaging compliance. Even in the focus areas, the software solutions differ in their range of functions. This makes the search for the right provider often difficult and opaque.
For an initial overview, we have divided the most important PPWR tool types into three segments:
Product data and packaging management
Many PPWR tools originated from traditional packaging management. This is an obvious approach, given that PPWR is based on detailed and consistent packaging and material data, especially regarding material types, weights (individual and total), layer structures, recyclability, recycled content, and country-specific packaging configurations.
Structured management of all packaging-related master data; high transparency regarding materials, weight, and recycling parameters; database for evaluations, reports, and regulatory documentation; reduction in manual data maintenance; good scalability for growing product and packaging data.
Compliance tools and EPR management
Companies that place packaging on the market are subject to various legal obligations at the national and international levels. Compliance and EPR management tools help companies systematically record, control, and verify these requirements.
These tools offer a variety of functions, including registration and licensing management, structured recording and aggregation of packaging quantities, and standardized EPR reporting. These solutions also take into account country-specific regulations, deadlines, and reporting formats, helping to map regulatory changes in a traceable manner.
Centralized mapping of EPR and compliance obligations across multiple countries; structured volume reporting and standardized reporting; consideration of country-specific requirements, deadlines, and formats; reduction of regulatory risks through systematic tracking; support with audits and internal controls.
Companies that distribute packaging in multiple countries or markets; organizations with complex EPR and reporting obligations; compliance, legal, sustainability, and finance teams; companies that want to minimize regulatory risks and standardize reporting processes; organizations that require transparency and traceability for internal and external audits.
Analysis and optimization solutions
At PPWR Tools, our analysis and optimization solutions focus on the evaluative and strategic consideration of packaging. They analyze the recyclability of packaging, identify design weaknesses, and highlight optimization potential.
These software solutions can simulate various scenarios, such as replacing materials, changing weights, or adjusting packaging structures. This allows you to evaluate the effects of design decisions at an early stage.
CO2 analyses are often integrated at the packaging level or linked to company-wide CO2 accounting.
Companies in the DACH region now have access to a wide range of software solutions and support services for implementing PPWR requirements. No matter if you are a manufacturing company, online retailer, or logistics service provider, there are digital tools available to help you efficiently comply with current and future legal requirements relating to packaging.
However, finding the right solution requires careful consideration of your starting point. What requirements does the regulation place on your company? How digital are your processes? What interfaces with existing systems are necessary?
A careful analysis of these points by quality management is key to long-term benefits from the chosen PPWR software solution — not only in terms of legal certainty, but also with regard to process optimization and resource conservation. Different approaches are required depending on the company’s size, industry, and degree of digitization.
Your advantage: You’ve come to the right place to find a specific provider and take the first step toward a solution that meets your company’s requirements and goals. We support you in selecting the right PPWR software provider based on your needs.
The PPWR requires companies to rethink their packaging to be more sustainable, efficient, and transparent. This must be documented through annual declarations of conformity, both by law and by customer demand (especially from large retailers).
Without digital support, efficiently implementing data management alone will be difficult. A specialized PPWR tool helps companies meet these requirements in a structured manner and manage them efficiently — from packaging design to reporting.
The most important functions and advantages of PPWR software are:
Efficient packaging design solutions
One of the PPWR’s core requirements is recycling-friendly packaging design. The software assists in this area in several ways:
Targeted optimization of weight, volume, and empty space
The PPWR requires the minimization of packaging volume and weight, as well as the reduction of unnecessary empty space. PPWR software automatically determines suitable packaging sizes, reducing empty space and ensuring compliance with the 50% limit. Detecting and avoiding empty space violations, which could otherwise become problematic, is particularly helpful. Additionally, customized packaging solutions can be configured using integrated CAD tools or by connecting to automatic packaging systems and supply chain management. This automation is a key advantage, especially in online retail where many items of varying sizes are shipped daily and it is easy to lose track of them.
Automated compliance and labeling management
The PPWR requires that packaging contain certain labels and information, such as that related to recyclability, the mix of materials used, or reusability. A qualified PPWR tool collects and manages essential product and packaging data, automatically generating relevant labels (e.g., recycling symbols and material labels). Additionally, a compliance report focusing on packaging can be generated in just a few clicks and used for authorities, partners, or internal audits. Alternatively, the collected data can be stored and transferred to qualified compliance software to create a comprehensive report.
An international food company uses PPWR software to label packaging according to country-specific requirements, such as recycling information, reusable packaging requirements, and material codes. The software automatically generates the appropriate symbols and verifies that all legal requirements for each target market are met, even for products with many components.
Integration into existing ESG systems
Many PPWR software solutions can be directly integrated into and linked with existing ESG software. This allows collected data to be used across platforms, improving the quality of reports and documents required, such as the ESPR and digital product passport. Waste management is also central to this. Companies can use this to build central interfaces for sustainability reporting and secure key competitive advantages in the market by demonstrating their environmental responsibility.
A medium-sized service provider produces monthly sustainability reports for its customers and business partners. The reports show, among other things, how the provider’s operations impact the environment. Using PPWR software, the provider includes information in regular ESG reports on how much packaging material is being saved and how recyclability is improving.
The new EU Packaging Regulation will bring noticeable changes to many companies, including those in mail order, production, and packaging design. Although it may sound complicated, the right software can help you tackle it in a targeted and structured manner. As a side effect, it will ensure that your packaging management is continuously optimized. This means that complying with the regulation will not be a burden, but rather the basis for more efficient processes, cost savings, and real competitive advantages.
In other words, PPWR software makes complex requirements easy to implement. It supports designing recyclable packaging, helps comply with requirements for empty space and material use, and automates central tasks, such as labeling and documentation.
Investing in suitable solutions early on reduces risks, saves resources, and creates planning security. In dynamic industries such as online retail and logistics, a qualified PPWR tool helps businesses consistently implement sustainable packaging strategies and meet legal requirements.
Pricing for PPWR software solutions that implement legal requirements varies greatly. Based on our previous matchings, the range is from €4,800 to €60,000 per year.
How high you need to set your budget for a PPWR tool largely depends on the following factors:
Packaging types and variety to be mapped Number of EU countries to which deliveries are made (particularly relevant for additional country-specific requirements) Connection to existing systems (e.g., ERP, merchandise management, or specialized reporting tools) Regulatory costs, such as those associated with compliance with extended producer responsibility (EPR)
As a rough guide, you can expect the following costs:
At first glance, investing in a PPWR tool may seem expensive because there are no immediate cost reductions or increases in sales. However, even a rough ROI calculation shows that the investment pays for itself quickly.
Consider the following scenario:
| Initial Situation / Company Profile | |
|---|---|
| Employees | 200 |
| Shipping volume | Ø 5,000 shipments per month, across Europe |
| Current status | Manual data entry, Excel-based reporting, high error risk |
| Risk exposure | Increased (EPR misreporting, PPWR violations, risk of fines) |
| Objectives | Legal compliance, packaging optimization, process automation, cost reduction |
| Investment in PPWR Software (one-time) | |
| Setup / implementation | €12,000 |
| Data migration & integrations (shop, ERP, shipping) | €8,000 |
| Training / onboarding | €5,000 |
| Total one-time costs | €25,000 |
| Annual Costs (recurring) | |
| PPWR software license | €18,000 |
| Regulatory updates & support | Included |
| Total annual costs | €18,000 |
| Savings & Benefits per Year | |
| Packaging optimization (materials, carton sizes) | up to €20,000 |
| Reduction of incorrect packaging & returns | €10,000–€15,000 |
| Reduced manual effort (reporting, documentation) | €8,000–€12,000 |
| Avoidance of fines & sanctions | €5,000–€10,000 |
| Total savings (realistic) | €40,000–€60,000 |
| ROI | |
| Investment year 1 | €43,000 (€25,000 one-time + €18,000 annually) |
| Investment from year 2 onwards | €18,000 / year |
| Savings | €40,000–€60,000 / year |
| ROI / break-even | after approx. 9–12 months |
| Net savings from year 2 onwards | €22,000–€42,000 / year |
Although this calculation is only an estimate, it clearly shows that PPWR software is a strategic investment that brings considerable benefits, not just cost savings.
Our recommendation: Fill out our Match Assistant below to see how your company can benefit from a qualified PPWR software solution. During the matching process, you will receive a non-binding budget estimate from the software providers that best suit your company’s needs.
The market for software related to the new EU Packaging Regulation is growing quickly, making it harder to find the right provider. This is precisely where we come in. Our database contains the most relevant tools to support companies in implementing PPWR requirements and managing packaging.
We have over 700 ESG and compliance software matchings for medium-sized companies and corporations from a wide range of industries, giving us extensive market knowledge. Our unique matching process takes into account technical aspects, such as functions, modules, interfaces, and compatibility with existing EPR systems, as well as references, pricing models, and consulting services.
The best part? This personalized PPWR software comparison is free, non-binding, and anonymous to the providers.
Would you like to find out which PPWR tool can best help you optimize your supply chain? Take a few minutes to fill out our PPWR Match Assistant or register on the Matchilla platform.
We look forward to match with you!
Anbieter im Matching: 29
To choose the right service provider including software solution, Matchilla offered us the perfect support – from outlining the challenges to the initial suggestions and the final decision. Particularly impressive was the quick understanding of our specific situation!
We were very impressed by the extensive selection of partners – and how they were selected to closely match our specific requirements for our Matchboard. The methodology of the matching process and the quick response from Matchilla after an individual adjustment request led us to an excellent result.
The search for suitable ESG service providers is simple and super fast with Matchilla. Contact was made, specifications were formulated, and within a few days, the results were there. Through this method, we obtained information on providers that we had not heard of before. A real added value.
We have explained in detail what to consider in an appropriate PPWR software solution in this article: the research of provider options and the selection process are complex and time-consuming.
The structured matching process that you go through with us has already been successfully carried out for many companies (medium-sized businesses and corporations), and therefore we are familiar with almost every constellation in the search for suitable tool providers in the packaging sector. We screened the PPWR software market across Europe in June 2025 and identified all relevant providers. Due to the many successful matchings, our internal data base is unique and not available in any AI.
With this market overview combined with our personal competence in the software area, you gain an immense knowledge advantage that not only saves you cumbersome research work but also leads to the right provider in a structured selection process via the Matchilla platform. And this as an individual result according to your criteria.
The service from Matchilla is free of charge, non-binding, and anonymized towards the providers. The individual determination to choose the best software for you, as well as the provision of extensive background information, is financed through the platform fees of the providers. Generally, we are not in a paid contractual relationship with you. The selection management is always in your hands, as is the termination of the matching process at any time.
Simply start by filling out the Match Assistant. This gives us an initial insight into your requirements. We will get in touch with you personally if further specifications are needed, where further exchange is usually necessary for PPWR matchings. So, feel free to block 15 minutes for a specification call with Matchilla 😉
This way, we refine the selection criteria and add further individual decision factors to the matching besides the standard data. From the aggregated information, we create a matchboard on our platform with the most relevant tool providers for you.
The Matchilla platform can be used for an official tendering of a packaging management software. Alongside the existing information about the providers, you collect the corresponding offers directly on the matchboard. With the invite function, you then share all the information not only with purchasing but optionally with all process participants in the company.
Matchilla creates an individual provider competition for your single match request with this system, making the prices more comparable and negotiable for you. This will please not only procurement but also the boss and your own budget!
The selection process is based on an efficient interaction of data, algorithms, and a decent portion of personal expertise. No matchboard is released without one of our experts adding their own input.
Understand Matchilla as a neutral sparring partner in this software selection process. We want your company to continue using the services of the Matchilla platform in many future searches for service providers. Therefore, we are very interested in ensuring that you not only access an excellent procurement process but also ALWAYS find the best possible providers through us.
Rubina Brunst is the specialist for ESG matchings at Matchilla. She supports companies in finding the right software solutions and regularly shares her experiences from the many personal conversations in articles in the MatchZINE.
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