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PPWR Software: How to find the right PPWR tools

Are you facing the challenge of implementing the new EU packaging regulation and looking for the right software to digitize your packaging management? In our PPWR software guide, we show you the most important factors to consider when choosing a tool, including vendor matching, and provide practical tips for your PPWR strategy!

  • ESG
  • Last update on September 3, 2025
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urrently, many European companies are dealing with the requirements of the PPWR regulation and searching for technical solutions to efficiently structure their packaging management processes.

This article provides a comprehensive guide for selecting PPWR software, offering practical tips and market insights. It ensures you start with the right tool and build smooth processes around data collection, analysis, and conformity declarations..

Additionally, we have expertise in over 700 software matchings for midsized companies and corporations. We identify tailored solutions for your individual requirements, saving you from excessively long research for the most relevant providers.

Matchilla - die drei Schritte im Matching

Which PPWR software is the best fit for you?

If you are well-versed in EU packaging regulations and management systems and have heard of our free matching service, you can start the selection process directly using this shortcut.

👉 Directly to PPWR tool matching

PPWR software 2025

PPWR tools 2025

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Which companies are affected by the PPWR packaging regulation?

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:

Matchilla - Matching Platform and Marketplace 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.

Matchilla - Matching SRM Functions Recycling-oriented design
In line with a functioning collection, sorting, and recycling system, packaging components must be separable and individually recyclable.

Matchilla - Matching Platform and Marketplace Maximum 50% empty space
Shipping packages must not contain more than 50% empty space or packaging filler, such as air cushions or foam.

Matchilla - Matching Platform and Marketplace 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.

Timeline ppwr requirements

In what ways does PPWR software help to meet compliance requirements?

The PPWR requires companies to rethink their packaging to make it more sustainable, efficient, and transparent. Documentation of this practice is required by law through the submission of annual conformity declarations. Additionally, suppliers are under pressure from their customers, particularly major retailers, to adhere to these standards.

Without digital support, efficiently implementing data management alone will be difficult. A specialized PPWR tool helps meet and manage requirements efficiently, from packaging design to reporting.

Key features and benefits of PPWR software include:

Matchilla - Listing of PPWR Tool Functions Efficient solutions for packaging design
One of the core requirements of the PPWR is a design that is friendly to recycling. The software assists on multiple levels here:

  • It creates material databases with central information on recyclability and the environmental impact of materials. It also shows legal limits, enabling an informed selection.
  • Design tools aid in the development of packaging that is separable, sortable, and resource-saving – based on the requirements defined by the packaging regulation.
  • Analysis of different packaging variants in practical use. The software shows how newly designed packaging behaves in testing and what ecological impacts can be expected (e.g., CO2 balance, recycling rate, material savings).
Practical example:
A cosmetics manufacturer uses the software to design new packaging so that plastic and cardboard can be easily separated. The software shows which material combinations achieve the best recycling rates – and which would be problematic. This reduces development errors and saves time in product development.

Matchilla - PPWR-Tool Features Targeted optimization of weight, volume, and empty space
An important requirement of the PPWR is minimizing packaging volume and weight as well as reducing unnecessary empty spaces. PPWR software can automatically determine appropriate packaging sizes to reduce empty space and comply with the 50% limit. Particularly helpful is the detection and targeted avoidance of violations related to empty space, which could otherwise become problematic. In addition, tailored packaging solutions can be configured, for example with the help of integrated CAD tools or through connection to automated packaging systems. Especially in online retail, this automation is a key advantage because many items in varying sizes are shipped daily, making it easy to lose track.

Practical Example:
An online electronics retailer uses PPWR software to automatically select the appropriate shipping package for each product. The system checks if the empty space is below 50%, generates alerts for deviations, and recommends alternatives—such as smaller boxes or new packing patterns. This reduces material usage, decreases transportation costs, and ensures compliance with new legal regulations.
Matchilla - Listing PPWR-Tool Features Automated compliance and labeling management The PPWR requires packaging to include certain labels and proof—such as recyclability, material mix, or reusability. A qualified PPWR tool captures and manages key product and packaging data and automatically generates relevant labels (e.g., recycling symbols, material labels). Furthermore, a compliance report focusing on packaging can be created with just a few clicks, which can be used for authorities, partners, or internal audits. Alternatively, the collected data can be stored and transferred into a qualified compliance software to create a comprehensive report.

Practical Example:
An international food corporation uses PPWR software to label packaging according to country-specific requirements (e.g., recycling instructions, refill obligations, material codes). The tool automatically generates the appropriate and required symbols and checks if all legal requirements are met per target market—even for products with many individual components.

Matchilla - Listing PPWR-Tool Features Integration into existing ESG systems
Many PPWR software solutions can be directly integrated into existing ESG software and linked with them. This allows collected data to be used across platforms and improves the quality of further reportings and necessary documents—central to this are the ESPR and the Digital Product Passport, but also waste management. This way, companies build central interfaces in the field of sustainability reporting and can secure key competitive advantages in the market by showing responsibility for the environment.

Practical Example:
A medium-sized service provider creates monthly sustainability reports for its customers and business partners. The reports show, among other things, how its operations affect the environment. With PPWR software, it has the opportunity to additionally showcase regular ESG reports, highlighting how much packaging material has been saved and how recyclability has improved.

The fact is that the new EU packaging regulation brings noticeable changes for many companies—whether in shipping, production, or packaging design. What sounds laborious can be tackled in a targeted and structured manner with the right software, and as a side effect ensures that your packaging management is continuously optimized. This way, compliance with the regulation doesn’t become a burden, but a foundation for more efficient processes, cost savings, and genuine competitive advantages.

In other words: PPWR software makes complex requirements practically implementable. It assists in the design of recyclable packaging, helps comply with requirements for empty space and material usage, and automates key tasks like labeling and documentation. 

Because those who invest in suitable solutions early on, reduce risks, save resources, and create planning certainty. Especially in dynamic industries such as online retail or logistics, a qualified PPWR tool helps to consistently implement sustainable packaging strategies and meet legal requirements.

Market Overview: Which PPWR Software Providers are Available in the DACH Region?

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:

Many PPWR tools have their origin in packaging management, which is naturally fitting. They help to structure, manage, and update packaging information. Material types, weights, or recycling rates are managed structured. Especially for companies with many products that require different packaging, this is a central foundation for achieving PPWR goals.

Those who put packaging into circulation must fulfill numerous obligations— nationally and internationally. These software solutions help keep an overview: from licensing and quantity reporting to EPR reportings and meeting the extended producer responsibility on a country-specific basis. Tools in this area are particularly suitable for companies that operate internationally.

These PPWR tools clearly focus on sustainability. They assess how recyclable a packaging truly is, highlight optimization potentials, and simulate the effects of design changes. Many additionally offer CO2 analyses, which can be linked with a company’s entire CO2 accounting. Solutions of this kind are particularly suitable for businesses operating nationally and across Europe.

Companies in the DACH region benefit from a wide range of software solutions and supporting services when it comes to implementing PPWR requirements. Whether a manufacturing company, online retailer, or logistics service provider – there are suitable digital tools for almost every application scenario that help efficiently integrate legal requirements regarding packaging into everyday business operations.

However, finding the right solution requires a careful examination of one’s own starting situation: What demands does the regulation place on our company? How digitally are our processes already set up? And what interfaces to existing systems are needed?

A careful analysis of these points by Quality Management is the key to benefiting from the selected PPWR software solution in the long term – not only regarding legal certainty but also with a view to process optimization and resource conservation. Because depending on the company size, industry, and degree of digitalization, different approaches are needed.

Your advantage: You are already in the right place to specifically find a provider and thus take the first step towards a solution that fits the requirements and goals of your company. We support you in selecting the appropriate PPWR software provider based on your individual needs.

Costs and ROI: What is the investment in PPWR software?

The pricing for PPWR software solutions to comply with legal requirements varies greatly depending on company size, industry, and technical starting point. Therefore, it is not possible to establish a universally valid cost point.

How high you need to set the budget for a PPWR tool depends on the individual needs of your company. Other factors influencing the costs are:

Bullet point waste management costs Types and diversity of packaging to be represented
Bullet point waste management costs Number of EU countries to which deliveries are made (particularly relevant for country-specific requirements)
Bullet point waste management software - references Number of access rights
Bullet point waste management costs Integration with existing systems (e.g., ERP, merchandise management, or specialized reporting tools)
Bullet point waste management software - references Maintenance
Bullet point waste management - references Regulatory effort, for instance, to comply with Extended Producer Responsibility (EPR)

As a rough guide, you can expect the following costs:

Bullet point waste management software - references Simple tools for smaller retailers usually start at €400 per month.
Bullet point waste management - references Powerful systems, offering comprehensive functions, a wide range of interfaces, and additional compliance modules range from €1,500-€5,000 per month.

To illustrate everything with an example, we assume the following fictional scenario: A medium-sized online retailer has 200 employees and ships an average of 5,000 shipments per month across Europe. To meet the packaging regulation requirements, it implements PPWR software into its processes. As a result, it gains the following benefits and cost savings:

  • Packaging optimization:
    Less material usage and optimized box sizes lead to lower purchasing costs – estimated savings: up to €20,000 per year.
  • Reduce mispackaging:
    Automated inspections prevent violations (e.g., too much empty space or wrong material choice). Returns and unnecessary re-packaging can thus be reduced by several thousand euros annually – realistically €10,000–€15,000.
  • Less effort, less manual work, fewer errors:
    Automated data processing saves valuable work time – for example, for the creation of proofs and reports. Savings on personnel costs: approximately €8,000–€12,000 annually.
  • Legal certainty instead of fines:
    System-supported compliance with deadlines and reporting obligations significantly reduces the risk of sanctions, preventing penalty payments of an average of €5,000–€10,000 .



In summary, this means that a savings potential of €40,000 to €60,000 per year is realistic when using suitable packaging software. Even with moderate software use, the achieved savings quickly balance the investment – not to mention the gain in legal certainty and process clarity. In the long term, the company benefits not only financially but also in terms of sustainability and customer perception.

Tip at this point: If you want a better idea of the appropriate budget range, use our Match Assistant. This way, you get an initial, non-binding assessment from providers that fit your requirements!

PPWR Software Comparison: How to Find the Right Solution

The market for software related to the new EU packaging regulation is developing dynamically. In our database, we record the most relevant tools in the German-speaking area that support companies in implementing the PPWR requirements and packaging management. We consider both technical aspects (such as functions, modules, interfaces, or compatibility with existing systems) as well as references, pricing models, and consulting offers.

Our market knowledge is based on over 700 software matchings for medium-sized businesses and corporations from a wide range of industries. This know-how flows directly into our provider search: From the first criteria catalog to the concrete provider selection, we support you in orientation. In the end, you receive an individual shortlist – our so-called Matchboard – with three software solutions and providers that best suit your requirements.

The best part: Our matching service is free of charge, non-binding, and completely anonymous to the providers for you.

👉 If you want to find out which PPWR software solution really fits your processes, goals, and packaging types, fill out the Match Assistant now!

PPWR Tool: Match with the Right Provider Now!

Anbieter im Matching: 29

  • Letztes Update am 3. September 2025
To the PPWR Match Assistant
Dimitri herber bahlsen 100x100px
Dimitri Herber Global Media & Digital Lead, Bahlsen Group


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!

Andreas Neef Reuter.jpg
Andreas Neef CMO, reuter.de


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.

Heiko Stotzel.jpg
Heiko Stötzel Global Head Social Responsibility, SSI Schäfer


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.

Questions about PPWR software matching

Why should you use Matchilla to choose your PPWR software solution?

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.

What does it cost to create a matchboard comparing PPWR software providers?

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.

How do I start the matching? How do you find out which criteria are important for us?

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.

Can the results from the matching be used in procurement?

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!

How can I be sure that Matchilla selects the right tool?

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.

Try it non-bindingly – we look forward to matching with you!

To PPWR software matching
Picture of ESG and PPWR expert
ESG and PPWR expert

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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