There is no responsible single price for every site. Cost depends on whether you keep or replace existing software, the number of sites and users, data quality, weighbridge hardware, integrations, training and support.
Four different buying routes
A carrier may need a focused phone product; an established receiving site may only need to connect its current system; a yard replacing spreadsheets may need a core operating platform; and a multi-site operator may need wider workflows and reporting.
Merlinium separates those routes as Carrier, Connect, Lite and Pro. Carrier has a published price of GBP 20 per month. Connect, Lite and Pro require an operational review because implementation scope can vary materially.
What changes the implementation price
The largest variables are the condition of existing data, the current software and database, weighbridge hardware, the number of sites, required migration, accounts connections, reporting requirements, user training and the amount of testing needed before launch.
A low subscription price can be misleading if the business must rebuild every movement in a separate portal. Compare total workload as well as licence cost.
Calculate the administration already being paid for
Multiply tickets per day by the minutes spent re-keying or checking each ticket, then by working days and loaded staff cost. Add time spent finding documents, correcting invoices and reconciling rejected records.
This creates a more useful business case than counting software features. Merlinium's savings calculator uses the same principle and gives an indicative annual administration cost based on your own assumptions.
Questions to ask every supplier
Ask what is included in setup, data preparation, hardware connection, testing, training, updates and support. Confirm which Defra service phase the product supports today and which functions depend on a future rollout.
Request a demonstration using a recognisable workflow, a written implementation plan and clear ownership of data, testing and support. The cheapest route is the smallest product that performs the job reliably without creating another disconnected process.
Practical checklist
Actions to take
- Separate subscription cost from implementation cost
- Confirm sites, users, data and integrations in scope
- Measure current duplicate-entry time
- Ask what is live today and what depends on Defra rollout
- Request a realistic implementation timetable
- Compare total operational cost, not feature count alone
Common questions
What operators ask
Why is there no fixed Connect, Lite or Pro price?
The connection, hardware, data, sites and implementation workload differ between operations, so those products are scoped after review.
What does Carrier cost?
Merlinium Carrier is published at GBP 20 per month.
Can software pay for itself through admin savings?
It can where repeated entry and reconciliation are material, but the business case should use the operator's own ticket volumes, time and staff cost.
Official sources and review note
This guide was last reviewed on 12 August 2026. Official guidance remains the source of truth and may change as the service develops.
Defra: Digital Waste Tracking service