WasteBolt Gatehouse is a free Windows desktop app that sits on your yard office PC. It bridges your weighbridge and WasteBolt, so every load gets staged for a digital waste transfer note (DWT-ready) without anyone re-typing tickets by hand.

Gatehouse supports three ways to get data in: logging a job directly in the app, watching a CSV export folder, or syncing a SQL Server weighbridge database. This guide covers the general setup, sign-in, CSV Watch Folder mode, and everything you do once records are staged. If your site uses a SQL Server-based weighbridge system (Globeweigh, Avery Weigh-Tronix, and similar), see the dedicated SQL Server Sync setup guide for that mode’s developer-assisted setup. See also the WasteBolt Gatehouse feature page for an overview of the product.

Gatehouse is currently Windows 10/11, 64-bit only, and does not require admin rights on most systems.

How Gatehouse Works

All three data sources feed into the same place — the Import Staging Queue — which is visible both inside Gatehouse and on the WasteBolt website’s Import Review page.

Source How it gets data in
CSV Watch Folder Gatehouse monitors a folder. When your weighbridge drops a CSV file, every row is read and staged automatically.
Log Job You enter loads directly inside Gatehouse — the full DWT field set — without touching WasteBolt on the web.
SQL Server Sync Gatehouse polls your Globeweigh, Avery, or other SQL Server weighbridge database on a configurable interval. See the SQL Server Sync guide for setup.

Once a record is staged, the same two steps turn it into a usable document:

  1. Template matching — an Import Template fills in producer, carrier, consignee, waste EWC code, and the rest of the DWT fields automatically.
  2. WTN / docket created — a complete digital Waste Transfer Note appears in your WasteBolt account, ready for DWT submission.

Step 1 — Download & Sign In

Setup takes around 10 minutes. You’ll need your WasteBolt login details and, for CSV mode, a sample CSV file from your weighbridge software.

1. Download WasteBolt Gatehouse

Download the app from this page or from Settings → Integrations inside WasteBolt, then run the installer on your yard office Windows PC.

Note: Windows SmartScreen may show a warning because Gatehouse is a new app. Click More info → Run anyway to continue — this is normal for unsigned software.

2. Sign in with your WasteBolt account

Open Gatehouse and sign in with the same email and password you use on WasteBolt. No separate API key is needed. Tick Remember me if this is a dedicated yard PC.

Step 2 — Choose Your Data Source

Go to Settings → Data Source inside Gatehouse and pick a mode. You can switch at any time.

Option A — CSV Watch Folder

Best for any weighbridge that can export CSV files.

Point Gatehouse at the folder your weighbridge software exports CSVs into. Gatehouse polls the folder on a configurable interval (default: 1 minute). When a new file arrives, every row is read, mapped to WasteBolt fields, and staged automatically. Processed files are moved to a processed/ subfolder, so nothing is ever submitted twice.

  1. In Settings → Data Source, select CSV Watch Folder.
  2. Set the Watch Folder path to the folder your weighbridge exports into.
  3. Click Load Sample CSV to auto-populate the column mapping from your actual CSV headers.
  4. Review the mapping, set any “Fixed for all” values (e.g. Means of Transport), then click Save.
  5. Return to the Sync tab and click Start Sync. The status indicator turns green when running.

Option B — Log Job (direct entry)

Best for sites without a weighbridge, or when you want desktop-first entry.

Log Job is a full-screen data entry form inside Gatehouse. Fill in vehicle, producer, waste type, weights, and all DWT fields, then submit. The record is staged immediately and appears in Staged Records for processing — no CSV and no browser needed.

  1. Click Log Job in the Gatehouse sidebar.
  2. Select the vehicle from your pick list (this auto-fills carrier details).
  3. Choose producer, waste type, weights, and any DWT-specific fields (HP codes, POPs, etc.).
  4. Click Submit — the record is staged and visible in Staged Records instantly.

Tip: Enable Job Planning in Settings to let drivers plan jobs in advance. Gatehouse then shows an Active Jobs list — click Complete when the vehicle arrives to log the actual weights.

Option C — SQL Server Sync

Best for Globeweigh, Avery Weigh-Tronix, and other SQL Server weighbridge systems.

Gatehouse can connect directly to your weighbridge’s SQL Server database and stage new records automatically without a CSV export. This mode is developer-assisted — see the SQL Server Sync setup guide for prerequisites and step-by-step configuration.

CSV Column Mapping

Column mapping tells Gatehouse which column in your CSV corresponds to which WasteBolt field. You only need to do this once — Gatehouse saves your mapping. The fastest way is Load Sample CSV, which reads your CSV headers and pre-populates all the dropdowns below.

WTN Field Sample Values Your CSV Column Required
Net Weight 1420 · 880 · 2100 Net Weight Yes
Account Name Acme Ltd · City Council Company Name Yes
Vehicle Reg AB12 CDE · XY67 FGH Vehicle No
Product / Waste Mixed C&D · Green Waste Product No
Date In 13/06/2026 Date 2 No
Ticket ID 10042 · 10043 ID No

Fixed values (“Fixed for all”): Some fields are the same for every load through your gate — Means of Transport, Container Type, Receiver Site. Set these as fixed values in the mapping table and Gatehouse applies them to every row automatically, without needing a CSV column for them.

Import Templates — Filling in DWT Fields Automatically

Your weighbridge CSV probably doesn’t contain EWC codes, carrier addresses, or hazardous property codes. Import Templates fill in those gaps. Each template matches staged records by company name, vehicle, product, or ticket ID, then applies a full set of producer, carrier, consignee, and waste details from your pick lists.

What a template provides:

  • Producer company details (name, address, EA number)
  • Carrier details (registration number, address, means of transport)
  • Consignee / receiver site details
  • Waste type (EWC code, description, physical form)
  • Disposal / recovery code
  • Hazardous and POPs classification
  • Season ticket linking for repeat loads

Matching rules:

  • Company Name equals / contains / starts with…
  • Vehicle Reg equals…
  • Product / waste name equals / contains…
  • EWC code equals…
  • Multiple rules can be combined on one template
  • Priority order controls which template wins when more than one matches
  • Auto Match applies templates to all unmatched records in one click

Templates created or edited in Gatehouse are stored in the same table as the website, so they work identically on both — it’s the same template system as Quick-Fill Templates and Gate Hot Picks on the web app, just applied here by auto-matching a rule instead of a manual selection.

Staged Records — Review & Process

Every record from every source lands in Staged Records. This is where you review, match templates, edit any problems, and convert records into WTNs.

  • Auto Match — runs your Import Templates against all unmatched records, checking each template’s matching rules in priority order and assigning the best match. Auto Match never overwrites a manual assignment; it only touches records without a template. Afterwards a summary shows how many matched and how many still need attention.
  • Review and filter — filter records by status: Needs Attention (default), Matched, Processed, or All. Each row shows the company name, vehicle, waste, weight, date, and a DWT readiness badge indicating whether the record has everything Defra needs for submission.
  • Edit a record — click Edit on any unprocessed row to open the full edit form. Correct company name, vehicle reg, weights, dates, EWC code, hazardous classification, carrier details — everything. Save and it updates in the staging queue immediately.
  • Process / Create WTN — once a record is matched to a template and marked valid, click Process (or Process All Valid) to convert it into a WTN or season ticket docket. The record moves from Staged Records into your Waste Movements list, and also appears in the DWT Submit tab ready to send to Defra.

Duplicate detection: Gatehouse checks every incoming record against the staging queue before inserting. If a Ticket ID already exists, the row is flagged as a duplicate and skipped — you’ll see it in the activity log. Duplicate rows in the current view are also highlighted with a warning.

DWT Submit — Send to Defra from the Desktop

The Submit tab shows all your processed WTNs and dockets pending Digital Waste Tracking submission. Gatehouse triggers the same submission process the WasteBolt website uses, so submissions behave identically whether you press Submit Now here or on the web.

Feature What it does
Submit Now Triggers a one-off DWT run — picks up to 50 pending records, validates each against Defra requirements, and submits. Results appear in the log below.
Auto-submit schedule Set a schedule (every N hours, or daily at a set time) so Gatehouse submits automatically without anyone clicking. The schedule resets on restart.
Flag Resubmit Sets a record back to “pending” so the next Submit Now picks it up — useful when a submission failed due to a data error you’ve since corrected.
Credentials check A banner checks whether your Defra API Code is configured. If not, Submit Now is disabled — add your API Code under Business Settings. See the DWT setup guide.

Other Tabs at a Glance

Tab What it’s for
Waste Movements All completed WTNs and season-ticket dockets — the desktop equivalent of the WasteBolt website’s WTN hub. Filter by date preset, customer, product, or free text. Fetch up to 1,000 records; Load More goes further back.
Vehicles Manage your vehicle pick list — link vehicles to customer/carrier companies and drivers. Vehicles selected in Log Job auto-fill carrier details.
Customers Manage your business/customer pick list — producer, carrier, receiver, and broker roles. Same as the WasteBolt website’s Customers page.
Wastes Manage your waste types and EWC codes, including hazardous classification, HP codes, POPs status, and physical form defaults.
Import Templates Create, edit, duplicate, and delete Import Templates from the desktop — same step structure and matching logic as the website. Templates are shared between Gatehouse and the web app.
Settings Data source (CSV/SQL/Log Job), column mapping, watch folder, SQL connection details, receiver site details, job planning toggle, DWT submit schedule, and startup shortcut.

Frequently Asked Questions

Which weighbridge software does Gatehouse work with?

Gatehouse works with any weighbridge system that exports CSV files — including Globeweigh, Avery Weigh-Tronix, Mettler Toledo, Rice Lake, and others. See which weighbridge software works with WasteBolt for a fuller list. For direct SQL Server integration, see the SQL Server Sync guide.

What’s the difference between WasteBolt Gatehouse and the old WasteBolt Bridge?

Gatehouse is the full replacement for Bridge. Bridge was CSV folder-watch only. Gatehouse adds direct load logging (Log Job), SQL Server database sync, a full DWT Submit tab, a Waste Movements view, pick list management, and Import Template editing — all from the desktop. The CSV watch folder feature works identically to Bridge.

What happens if a CSV record fails to stage?

If a CSV row fails (for example due to a network issue or validation error), Gatehouse logs the error in the activity feed on the Sync tab. The CSV file is not moved to the processed folder, so it will be retried on the next sync cycle.

Can Gatehouse run when Windows starts?

Yes — go to Settings → General → Start with Windows and enable the toggle. This is recommended for production use so syncing resumes automatically after a restart or power cut. Auto-submit and watch-folder sync both restart automatically when the app starts.

Can I use Gatehouse alongside the WasteBolt website?

Absolutely. Gatehouse and the website share the same database. Records staged in Gatehouse appear on the website’s Import Review page instantly. WTNs created in Gatehouse appear in Waste Movements on the website. Templates created on the website are immediately available in Gatehouse. You can use both freely.

My Defra API Code is set up — why is the Submit Now button disabled?

Gatehouse checks for your API Code at startup and shows a banner if it’s missing. If it was added after Gatehouse opened, restart the app or navigate away from and back to the Submit tab to re-check. The API Code is set on the WasteBolt website under Business Settings — see the DWT setup guide.

What’s Next