Custom WPM reporting tool development
Employers with 250 or more employees must report to RVO each year, by 30 June, how many kilometres their staff travelled for commuting and business travel, broken down by mode of transport and fuel type. Appfront builds the tool that collects those kilometres throughout the year from your own systems, so the report becomes an export rather than a six-week project.
What the reporting obligation requires of you
The Decree on CO2 Reduction for Work-Related Passenger Mobility has applied since 1 July 2024. For a calendar year, you report the total kilometres travelled, split between commuting and business travel, and within each of those per combination of mode of transport and fuel type: petrol car, diesel car, electric car, train, bicycle, and so on. That breakdown is not bureaucracy for its own sake; it is analytically necessary, because emissions differ markedly between combinations.
The threshold has since been raised from 100 to 250 employees, with retroactive effect to 1 January 2026. For employers below that threshold, 2025 was the last reporting year. If you count employees, the reference date is 1 January and the relevant contracts are those guaranteeing twenty or more paid hours per month; temporary agency workers, hired-in staff and self-employed people do not count.
What makes the obligation difficult in practice is not the form but where the figures come from. Commuting kilometres sit in your payroll administration as travel allowances, business trips appear in expense claims or in the vehicle logbook of your fleet, train journeys are recorded with a mobility card, and cycling kilometres usually are not recorded anywhere. Anyone who starts gathering this in May does it by hand and may have to start again the following year.
How we build your WPM tool
We start with the sources, not with the reporting form. If the kilometres are captured in the right place throughout the year, the submission in June is a task of half an hour.
We go through where kilometres are generated today: payroll administration, expense system, fleet management, mobility card, lease supplier and any shared mobility. For each source we establish which category it covers, how complete it is and which employees fall outside it. The last point is usually the largest gap.
For kilometres you do not measure, you are permitted to make a justified estimate. We document that method explicitly: which assumption, based on which data, and who approved it. That is exactly what you need if a query ever arises, and it prevents someone else from using a different assumption next year.
We work in sprints and start with the source that carries the highest volume, usually the travel allowance from payroll. Each sprint delivers a working integration you can check against real figures, because a total that adds up on test data says nothing about your actual population.
Before it goes live, we have the tool calculate a year whose outcome you already know. Differences between the tool and your own count are then instructive rather than frustrating, and they almost always point to a group of employees that wasn't in any source.
What a WPM tool actually does
Six components that come up in almost every project. Which ones you need depends mainly on how much of your mobility is already recorded somewhere.
Integrations with your source systems
Travel allowances from payroll, expense claims from your expense system, trips from fleet management and usage from the mobility card. We build these integrations so that trips from fleet management and usage from the mobility card can be combined. Each integration yields kilometres with a date, an employee and a category, so that the totals remain traceable to the source.
Breakdown by vehicle type and fuel
The reporting requires kilometres per combination of vehicle type and fuel type. This means a lease car must carry its fuel type, and a change partway through the year remains visible. We model this at vehicle level rather than employee level.
Headcount on the reference date
The tool determines for itself whether you exceed the threshold of 250, based on the reference date of 1 January and the criterion of twenty or more paid hours per month. Temporary agency workers and self-employed contractors are flagged separately, so they stay outside the count but remain visible.
Documented estimates with clear provenance
For what you cannot measure, the tool records the calculation method: the assumption, the underlying data, the period and who approved it. When questions arise, you can show how you arrived at a figure, rather than someone having to reconstruct it.
Checks before submission
Employees with no kilometres at all, trips with implausible distances, and double counting between expense claims and the fleet. The tool flags these throughout the year rather than in the week before the deadline, when there is little left to be done.
Submission and archive per year
RVO accepts reporting through a form on Mijn RVO, not through an integration. The tool therefore produces an overview that you transfer there, and keeps the underlying figures and the method used for each year, so you can still explain years later what was submitted.
Who we build for
Four types of organisation this obligation affects. The difference lies mainly in how fragmented the mobility is and how much is already recorded.
Office-based organisations
Much commuting, a mobility card and some homeworking. The kilometres are mainly in the travel allowance, but homeworking and cycling are often missing, even though they reduce emissions.
Construction, technical and installation work
Staff drive from home to changing project sites, often in company vans. The line between commuting and business travel is the hardest question here, and you need to decide it once and then apply it consistently.
Healthcare and education
Large workforces with many part-time contracts, so the headcount calculation itself is already a task. Add to that mobile employees who travel between locations and rarely appear in any trip log.
Manufacturing, wholesale and logistics
Shift work with fixed commuting patterns, alongside business travel by sales representatives and service engineers. Note that goods transport falls outside this reporting, whereas passenger transport falls within it.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
What we deploy depends on which source systems you run. Important to know: RVO accepts reporting through an online form and does not offer an integration, so the tool prepares the submission but does not file it itself.
Why Appfront
All year round, not just in June
The reason WPM feels like a burden is that it gets treated as a one-off task. We set up the data collection so the figures are generated where they belong, and the submission becomes an export.
Traceable to the source
Every mileage figure can be traced back to a source, a period and a method. That is not only useful when questions come up; it also makes it possible to have an internal conversation about where emissions actually come from.
We tell you what you don't need to build
Some of what organisations want to automate isn't worth the effort because it accounts for a negligible share. We say so during the discovery phase, even when that makes our assignment smaller.
Useful alongside your other reporting
The same mobility data often also feeds a sustainability report. We set up the storage so you can use those figures a second time without collecting them again.
Security and privacy
Mobility data is personal data. Commuting mileage can reveal where someone lives, and a trip log can show when someone was where. The RVO submission concerns totals, so anything the tool stores at individual level is kept for substantiation rather than submission. We set a retention period for it and aggregate as soon as that is possible.
In practice this means: access to individual trips only for those who need it, reports at total level by default, and a separate role for whoever handles the submission. If you import trip data from fleet management, that is a processing activity that should appear in your register; we supply the description for it. Our own approach to security is set out in our information security policy, and reports from outside come through our vulnerability disclosure policy.
Frequently asked questions about the WPM report
From 250. That threshold was raised from the original 100, with retroactive effect to 1 January 2026, because the administration of smaller employers was in practice not set up for it. For employers below 250, 2025 was therefore the last reporting year. If you are just under the threshold, do keep an eye on growth: the count is taken on a reference date, not as an average over the year.
Anyone with a contract that guarantees twenty or more paid hours per month, counted on the reference date of 1 January. Temporary agency workers, hired-in staff and self-employed people do not count towards the threshold. That makes the count a calculation in its own right for organisations with many small part-time contracts or heavy use of hired-in labour, and it is one of the first things we build into the tool.
Before 30 June, covering the previous calendar year. Submission is made through a form on Mijn RVO; there is no integration through which software can file directly. Our tool therefore prepares the figures in exactly the layout the form requires, so transferring them takes minutes rather than research.
The total number of kilometres over the calendar year, split into commuting and business travel, and within those two by combination of vehicle type and fuel type. RVO calculates the emissions itself on that basis; you therefore supply kilometres, not CO2 figures. This is a common misunderstanding that leads organisations to do unnecessary calculation work.
You may give an estimate, provided it is well-founded. This is common for cycling kilometres and for employees' commuting where no travel allowance is paid. What matters is that you document the method and apply it consistently, so the figures remain comparable from year to year. We build that method into the tool, including who established it and when.
Not individually at present. There is a collective target of a 1.5 megaton reduction by 2030 for all reporting employers combined. Only if the reported data shows that emissions are not falling sufficiently would a standard per employer come into consideration. That makes it sensible to know now where your emissions come from, not just what the total is.
No. The reporting covers work-related passenger mobility: your employees' travel. Freight and goods transport fall outside it. For businesses with a mixed vehicle fleet, that distinction is one of the first things we record, because a van that carries both engineers and materials sits right on that boundary.
For a single year, you can, and many organisations have done so. The problem comes the following year: the person who did it has left, the assumptions are recorded nowhere, and there is nothing to build on. A tool becomes worthwhile when you treat the obligation as recurring and want to use the figures internally too. If that isn't the case, we will tell you so honestly.
Building a WPM reporting tool?
Tell us which systems record mileage for you and where you got stuck last year, and we will say which sources will yield the most and what you would be better off estimating. We build this as a standalone tool and as part of a broader custom software development project.