How to Implement EUDR Compliance for Producer Companies

EUDR compliance for producer companies can be enabled by digitally onboarding farmers, capturing farm-level geolocation (point or polygon), verifying post-2020 deforestation-free status, and ensuring legal land use through documented proof. They must compile this data into a Due Diligence Statement (DDS) and submit it via the EU TRACES portal before placing products on the EU market. Compliance also requires ongoing risk assessment and 5-year data retention. According to the European Commission, failure to meet these obligations can result in rejection of shipments or legal penalties 

Non-compliance isn’t just a bureaucratic issue—it carries serious consequences, including market bans, shipment detentions, and financial penalties. For producers, especially those working with fragmented, smallholder-based supply chains, meeting EUDR requirements is a high-stakes challenge. To comply, companies must submit a Due Diligence Statement (DDS) through the EU TRACES Portal, which includes verified geolocation data, risk assessments, and documentation proving legal land tenure and deforestation-free status post–31 December 2020. 

Navigating this complexity requires digital traceability tools that can map farms, assess deforestation risk, and maintain audit-ready records—especially in regions where smallholder farmers are difficult to digitize without purpose-built field apps. In short, for producers to stay competitive and compliant, embracing end-to-end traceability is no longer optional—it’s a regulatory necessity. 

Key Takeaways 

• Producer companies must implement end-to-end traceability to comply with the EU Deforestation Regulation (EUDR). This includes identifying in-scope commodities, digitally onboarding farmers, and mapping farm plots with accurate geolocation data (points or polygons).  

• They must assess each plot for post-2020 deforestation and verify legal land use through documented proof. 

• All evidence must be compiled into a Due Diligence Statement (DDS) and submitted via the EU TRACES portal per shipment or batch.  

• Compliance also requires secure documentation storage for 5+ years and readiness for EU audits. 

• Platforms like TraceX streamline this process by automating GPS validation, risk scoring, DDS generation, and audit tracking—ensuring speed, accuracy, and full supply chain visibility. 

EUDR Compliance for Producer Companies: What You Need to Know First

Producer companies must first identify if their commodities are in-scope under EUDR using HS codes, determine their legal role (operator or trader), and understand submission deadlines. Operators must prepare and submit a Due Diligence Statement (DDS) via the EU TRACES portal.  

Identify In-Scope Commodities 

EUDR applies to seven key commodities: cattle, cocoa, coffee, oil palm, soy, wood, and rubber—along with many products derived from them. Use Harmonized System (HS) codes to determine if your goods fall within scope. For example, HS 0901 for coffee or 1801 for cocoa beans. Full product lists are available through official EU guidance. 

Know Your Role 

EUDR assigns responsibilities based on your position in the supply chain: 

• Operator: The first to place the product on the EU market or export from the EU 

• Trader: Anyone selling or distributing after the operator 
  Understanding your role defines whether you’re responsible for submitting a Due Diligence Statement (DDS) or just for maintaining traceability records. 

Follow Deadlines and Product-Specific Rules 

The EUDR entered into force in June 2023, with a compliance deadline of 30 December 2025 for large companies, and 30 June 2026 for SMEs. Each commodity may have additional nuances—such as harvest season, deforestation cutoff date, or traceability depth 

Who are the most impacted producing countries under the EUDR? 

The EU’s demand for certain products is linked to deforestation around the world.  

• Palm Oil: Indonesia dominates the palm oil market, producing a whopping 59% of the global total in 2023/2024. Malaysia follows closely behind with 24%. 

• Soybeans: Brazil is the world’s leading soybean producer, responsible for 39% of the global crop in 2023/2024. The United States and Argentina follow in second and third place with 29% and 13% of the global production, respectively. 

• Cocoa: Ivory Coast reigns supreme in cocoa production, generating an estimated 1.8 million metric tons in 2023/2024. Ghana, Ecuador, Cameroon, Nigeria, and Brazil are other significant producers. 

• Coffee: Brazil takes the top spot for coffee production, contributing 39% of the global market share in 2023/2024. Vietnam comes in second with 16%, followed by Colombia, Indonesia, and Ethiopia. 

• Beef: The United States leads the way in beef production with a 20% global share in 2023/2024. Brazil (18%) and China (13%) are close contenders, with Europe contributing 11% of the global total. 

• Natural Rubber: Thailand is the world’s largest producer of natural rubber, generating 4.5 to 5 million metric tons annually. Indonesia and Vietnam hold the second and third positions, respectively. India, China, and several African and Southeast Asian countries are also significant producers. 

• Wood: China is the undisputed leader in wood production, followed by the United States, Brazil, India, and Russia. 

Explore More on EUDR Compliance 

Want to understand what products fall under the EUDR?
Read the Blog: Which Commodities Are in Scope Under EUDR?

Unsure about your role as an Operator or Trader? 
Explore: EUDR Requirements for Operators vs. Traders—What You Need to Know 

These resources break down regulation scope, due diligence obligations, and how your business can stay compliant across the EU supply chain. 

How Can Producer Companies Onboard Suppliers and Collect Key Data for EUDR? 

To comply with EUDR, producer companies must create a digital registry of all suppliers, including farmer KYC (Know Your Customer) data, land ownership or usage rights, and plot-specific information. This data forms the foundation of traceability and legal verification required for each Due Diligence Statement (DDS). 

Because many suppliers are smallholders in remote areas, onboarding should support offline data capture and local languages, enabling field agents to register farmers using mobile apps even without internet. Each farmer ID should be digitally linked to mapped plots and harvest batches to ensure full traceability from farm to shipment. 

Recommended tools include: 

• Mobile data collection apps for field-based registration 

• Cooperative-level dashboards for aggregation and management 

• Digital supplier profiles for linking documents, certifications, and plot-level data 

This step is critical to proving legal sourcing and deforestation-free status as required under the EUDR. 

How Do Producer Companies Capture and Validate Geolocation Data for EUDR? 

To meet EUDR requirements, producer companies must collect accurate farm-level geolocation data for each plot linked to a commodity. This geodata proves the origin of the product and is critical for verifying deforestation-free status. 

Point vs. Polygon: 

• Use point coordinates (latitude & longitude) for farms under 4 hectares 

• Use polygons to map the full boundaries of larger or high-risk farms 

• Both must be submitted in GeoJSON format with valid geometry (no gaps, overlaps, or broken shapes) 

Satellite-Based Validation: 

To confirm no deforestation occurred after 31 December 2020, companies should run each plot through satellite-based checks: 

• Sentinel-2 for high-resolution imagery 

• Hansen Global Forest Change (TCL) for tree cover loss 

• WDPA overlays to flag proximity to protected areas 

Buffer Logic & Pseudo-Polygons: 

If only point data is available, apply a buffer radius (e.g. 50–113 meters) to create a pseudo-polygon, allowing satellite and risk layer analysis to still be performed. This is common for smallholders where boundary mapping is limited. 

Properly validated geolocation ensures the plot is traceable, legally registered, and demonstrably deforestation-free—core pillars of EUDR compliance. 

How to Assess Deforestation and Legal Risk Under EUDR? 

To comply with the EU Deforestation Regulation (EUDR), producer companies must evaluate each farm plot for both deforestation risk and legal land use. This assessment ensures that all products are sourced from plots that are legally cultivated and free from deforestation since 31 December 2020. 

1. Compare Land Use with Post-2020 Forest Change 

• Use satellite data (e.g. Hansen TCL, Sentinel-2) to detect any tree cover loss after 2020. 

• If a plot shows forest removal during this period, it may trigger a “not negligible risk” status, making it non-compliant. 

2. Check Proximity to Protected or Sensitive Areas 

• Overlay the farm plot against databases like: 

• WDPA (World Database on Protected Areas) 

• Key Biodiversity Areas (KBA) 

• Plots near or within these zones may face stricter scrutiny or automatic risk flags. 

3. Verify Legal Land Use 

• Collect and validate documentation such as: 

• Land ownership certificates 

• Land use permits 

• Tenure agreements or cooperative records 

• These prove that the plot is legally used for agricultural production, a core EUDR requirement. 

4. Assign Risk Scores Per Plot 

• Use traceability tools to calculate a plot-level risk score based on: 

• Deforestation history 

• Location risk (e.g., near forests or protected areas) 

• Documentation quality 

• Plot size and mapping accuracy 

• Categorize as Low, Medium, or High Risk, informing mitigation or exclusion decisions. 

Performing these checks ensures that each plot in your supply chain meets EUDR’s definition of “negligible risk”, and can be confidently included in a compliant Due Diligence Statement (DDS). 

What Documentation Must Be Compiled for EUDR Compliance? 

Under the EU Deforestation Regulation (EUDR), producer companies are required to compile and maintain detailed documentation and metadata that prove the legality and traceability of each product batch. This documentation forms the backbone of your Due Diligence Statement (DDS) and must be retained for at least five years, as outlined in EUDR Article 11. 

1. Core Legal and Land Documents 

• Land titles or tenure agreements confirming ownership or usage rights 

• Land use permits or legal authorization for agricultural activity 

• Relevant certifications (e.g., organic, fair trade, sustainability schemes if used) 

2. GPS and Geolocation Records 

• GeoJSON files with valid point or polygon data 

• Metadata on each plot: size, coordinates, mapping date 

• Geometry must match the parcel referenced in documentation 

3. Crop Harvest and Transport Records 

• Time-stamped harvest logs linked to mapped plots 

• Transport documentation showing movement from farm to aggregator or processor 

• Batches must be traceable from origin to export 

4. Record Retention Requirements 

• Store all documentation, including digital logs and satellite checks, for 5+ years 

• Must be auditable and provided upon request to EU competent authorities 

• Applies to operators and traders within the EUDR supply chain 

Maintaining complete, verifiable records ensures not only legal compliance, but also readiness for audits, shipment inspections, and buyer transparency requests under EUDR. 

How Do Producer Companies Generate and Submit a DDS Under EUDR? 

The Due Diligence Statement (DDS) is the core submission required by the EU Deforestation Regulation (EUDR) for all regulated commodities entering the EU market. Producer companies must ensure each DDS is complete, traceable, and correctly formatted before uploading it to the official TRACES portal. 

1. Auto-Generate the DDS with Batch-Level Traceability 

Use a traceability platform to compile: 

• Verified geolocation data (point or polygon) 

• Legal documentation 

• Crop and transport records 
  The DDS should represent a single product batch, clearly linked to mapped farm plots and producer identities. 

2. Validate All Required Fields 

Ensure your DDS includes: 

• Operator ID (first placer on EU market) 

• Commodity details (HS code, volume, species where relevant) 

• Country of production 

• Geolocation files (GeoJSON format) 

• Plot-level metadata (size, producer, mapping date) 

• Declaration of legal production and no deforestation after Dec 31, 2020 

3. Submit via the EU TRACES Portal 

• Upload the DDS using your TRACES login 

• The system checks formatting, completeness, and uploads geolocation files 

• Only compliant submissions are accepted and logged

4. Receive Confirmation & Archive for Audits 

• Upon successful submission, you receive a confirmation receipt 

• Store the receipt, DDS file, and supporting documents in your system 

• Keep all records for a minimum of 5 years (per EUDR Article 11) 

Submitting a complete and accurate DDS ensures your goods can legally enter the EU market and withstand regulatory checks. Using automated platforms reduces errors and helps meet tight shipment deadlines. 

How Can Producer Companies Maintain EUDR Compliance and Stay Audit-Ready? 

EUDR compliance doesn’t end at DDS submission. Ongoing monitoring, documentation updates, and audit readiness are essential for long-term market access and regulatory assurance. Producer companies must establish robust internal systems to ensure continuous alignment with EUDR requirements. 

1. Create a Digital Dashboard for Real-Time Monitoring 

Use a traceability platform to: 

• Track DDS submissions, batches, and supplier data in real time 

• Flag non-compliant or missing information (e.g., GPS gaps, outdated documents) 

• Centralize data for easier reporting and response to inspections 

2. Schedule Regular Internal Audits 

• Conduct annual or bi-annual compliance reviews 

• Validate active supplier geolocation, document status, and risk scores 

• Simulate EU audit scenarios to test response readiness 

• Helps identify and fix weak links before enforcement bodies do 

3. Keep Documentation Updated 

• Monitor expiration dates on land permits, certifications, and transport records 

• Replace outdated or incorrect files promptly 

• Log all updates with timestamps for traceability 

4. Be Prepared to Respond to EU Authority Inquiries 

• EU regulators may request documentation at any time 

• Response timelines are strict—typically within 30 days or less 

• Maintain a clean, accessible archive of all DDS-related data, including satellite checks, legal docs, and supplier KYC 

Maintaining audit readiness not only ensures legal compliance but also builds credibility with buyers and positions your company as a trusted, proactive supply chain partner under EUDR.

How Does the TraceX EUDR Compliance Platform Help Producer Companies Comply with EUDR?

The TraceX EUDR Compliance Platform is purpose-built to help producer companies—especially those managing fragmented, smallholder-driven supply chains—meet the EU Deforestation Regulation (EUDR) requirements efficiently, accurately, and at scale. 

Here’s how TraceX helps at every critical step of EUDR compliance: 

Digital Farmer Onboarding & KYC Collection 

• Onboards smallholder farmers via a mobile app—offline-ready and multilingual 

• Captures essential KYC data, land tenure documents, and certifications 

• Links each farmer to specific plots and harvest records 

Benefit: Ensures every supplier is registered and traceable from day one. 

Geolocation Mapping and Validation 

• Captures farm-level GPS coordinates (points for <4ha, polygons for larger farms) 

• Validates geolocation using EU-compliant GeoJSON format 

• Applies satellite overlays (Sentinel-2, Hansen, WDPA) for deforestation checks 

Benefit: Automates one of the most complex aspects of EUDR—accurate and verified mapping. 

See Traceability in Action 

Discover how digital farm mapping enabled deforestation-free cocoa sourcing in Nigeria. 
Read the Full Case Study: Ensuring EUDR-Ready Cocoa Supply Chains 

Deforestation & Legal Risk Assessment 

• Compares mapped plots with post-2020 land cover to flag deforestation 

• Checks proximity to protected areas and assigns risk scores per plot 

• Collects and links land use permits or ownership proofs 

Benefit: Helps ensure all plots meet the “negligible risk” threshold required for DDS. 

Automated DDS Generation & TRACES Integration

• Compiles all compliant plots into a batch-level DDS 

• Auto-fills required fields (operator ID, product, coordinates, documents) 

• Generates DDS in a format ready for submission to the EU TRACES portal 

Benefit: Reduces manual effort and risk of error in regulatory submission. 

Audit-Ready Recordkeeping & Dashboards 

• Stores all compliance data (geo, legal, harvest, transport) in one platform 

• Offers real-time dashboards to track DDS status, documentation, and expiry alerts 

• Maintains data archives for 5+ years, as per EUDR Article 11 

Benefit: Enables quick responses to EU audits and buyer traceability requests. 

Final Steps Toward EUDR Readiness 

For producer companies, implementing EUDR compliance is no longer optional—it’s a strategic necessity. From onboarding farmers and mapping plots to validating deforestation-free status and generating Due Diligence Statements, success depends on adopting digital tools that streamline traceability, risk assessment, and regulatory reporting. A proactive, data-driven approach not only ensures market access in the EU but also builds trust with buyers and future-proofs your supply chain.

Deepen Your EUDR Know-How 

Need clarity on due diligence obligations? 
Read: EUDR Due Diligence Explained—Steps, Documents & Timelines 

Unsure how to assess deforestation and legal risk? 
Explore: How to Conduct EUDR-Compliant Risk Assessments 

New to EU TRACES? 
Guide: Submitting Your EUDR DDS via the EU TRACES Portal 

Frequently Asked Questions (FAQ’s)

---