Digital CITES Management: How Temera Streamlines Washington Convention Compliance

When exotic leathers or precious woods are involved, a single paperwork error can halt an entire collection and jeopardise a brand’s reputation. The Washington Convention (CITES) enforces strict controls on the trade of more than 38,000 protected species, grouped into three appendices that safeguard flora and fauna at risk of extinction.

For many brands, managing permits manually means weeks of waiting, Excel sheets and rubber-stamped documents circulating among suppliers, customs offices and retail stores. In this context, Temera — the global leader in product traceability and serialisation for the fashion and luxury markets — has developed a digital CITES management platform that centralises and digitises all issued customs certificates, maintaining end-to-end traceability across the entire supply chain.

Chain of Custody and Supply-Chain Protection

Maintaining an unbroken chain of custody means being able to prove—at any moment—the legal origin of every batch of exotic leather or other regulated material.

With Temera, every CITES certificate is:

• Linked to its production batch, work order and final serial number

• Tracked through every hand-off (supplier → tannery → warehouse → boutique)

• Shown to the customer via a QR code or RFID tag that points to the archived document

This end-to-end traceability safeguards the brand’s supply chain, simplifies external audits and minimises the risk of customs disputes or reputational damage.

What Is CITES and Why Does It Require a Digital Approach Today?

The Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES), signed in Washington on 3 March 1973 and in force since 1 July 1975, now has 184 member states and protects more than 38,000 species.

Its primary goal is to prevent the over-exploitation of vulnerable animals and plants by regulating their export, import and re-export through an international permit system.

Every CITES transaction involves three mandatory steps:

1. Certificate of Origin — issued by the competent authority in the exporting country, confirming the legal source of the specimen or material (e.g., leather, timber or animal parts).

2. Non-Detriment Finding (NDF) — a technical assessment ensuring that harvesting or capture does not endanger the species’ survival in the wild.

3. Re-export Permit — required when the goods cross multiple customs borders, certifying compliance at each stage of the journey.

More than one million permits are issued each year. On paper, processing times can exceed 60 days, and human error often leads to delays, fines or seizures. 

For this reason, the European Commission and many non-EU countries are promoting e-permitting: digital platforms that replace paper forms, provide real-time traceability, automate data checks and maintain a complete audit trail, drastically reducing fraud risk and turnaround times.

What are the three CITES categories?

The Washington Convention (or Washington Treaty) groups regulated species into three Appendices, each with its own level of protection and permitting requirements.

1. Appendix I – Threatened species - Includes species at a high risk of extinction; international trade is generally prohibited except for rare exemptions (e.g., scientific or conservation purposes).
2. Appendix II – Controlled species - Covers most of the species relevant to the fashion and luxury sectors. Trade is allowed but requires specific export permits and a Non-Detriment Finding (NDF) to ensure that use does not endanger the species in the wild.
3. Appendix III – Nationally protected species - Lists species for which a single country has requested international assistance in controlling trade. Documentation requirements vary depending on the species’ country of origin.

CITES and the European Union

Beyond the Washington Convention itself, the European Union enforces Regulation (EC) 338/97 and the newer Implementing Regulation (EU) 2024/966, which set out specific controls, forms and tariff codes for goods of animal origin. These are complemented by:

• Implementing Regulation (EC) 865/2006 – detailed catalogue of protected species

• Regulation (EU) 792/2021 – official CITES certificate templates and documentation requirements

• Implementing Regulation (EC) 1587/2019 – list of specimens prohibited from entering the EU market, from exotic leathers to various protected plants

In Italy, customs authorities verify the accuracy of CITES certificates in boxes 2 and 3 of the Single Administrative Document (DAU) on the basis of these regulations.

This EU regulatory framework and the resulting uniform customs checks provide a single standard for all Member States, streamlining e-permitting, real-time traceability and automated border controls.

CITES in Italy: competent offices and authorities

Italy transposed CITES through Law 150 of 7 February 1992, establishing a framework for monitoring and managing trade in protected species. The key national authorities are:

• Ministry for the Ecological Transition – acts as the Management Authority, setting guidelines for enforcement.

• Ministry of Agriculture, Food and Forestry Policies – issues CITES certificates for exports and re-exports, operating through the CUFA (Carabinieri Command for Forestry, Environmental and Agri-food Units).

• Ministry of Foreign Affairs and International Cooperation – responsible for import and export licences for non-EU countries.

• CITES Carabinieri Task Force and the Guardia di Finanza – conduct inspections on the ground and at customs, ensuring permit compliance and intervening in case of violations.

How Digital CITES Transforms Fashion & Luxury Operations

Brands that use premium hides—crocodile, python, other exotic reptiles—or furs from protected species must guarantee full traceability for every single item.

Paper-based management entails:

• Risk of certificates being lost between suppliers, tanneries and custom
• Shipments held in warehouses until documentation is clarified
• High administrative costs for manual checks, archiving and historical searches

Digital management delivers:

1. A single dashboard that captures and centralises all certificates and permits
2. Dramatically faster document retrieval, eliminating bureaucratic bottlenecks
3. Real-time reporting on batches in transit, smoothing collection launches and pre-order planning

End-to-End Supply-Chain Mapping: From Tanneries to the Final Customer

Traceability doesn’t stop at customs—you must follow every internal and external step:

• Breeders & suppliers: automatic upload of CITES documents upon receipt of raw materials

• Tanneries & subcontractors: batch-by-batch tracking linked to the original certificate

• Logistics & warehouses: HS-code checks and alerts on potential discrepancies before dispatch

• Retail & customer service: a unique QR/URL for each item, allowing customers to verify the permit independently

Even internal transfers (e.g., movements to non-customs EU warehouses) are logged as “Selling Declarations”, keeping an unbroken digital thread from supplier to consumer.

Supply-Chain Impact for Fashion & Luxury

+18 % e-commerce conversion rate on “exotic leather” collections

Brands that digitise their permits see higher online sales thanks to faster shipping and full document transparency.

-12 % dormant stock due to quicker customs clearance

Shorter clearance times keep batches from sitting idle in the warehouse while waiting for paper certificates.

How to Obtain CITES Certification Step by Step

Step 1: Confirm species classification

Check which Appendix (I, II or III) the species belongs to in the official CITES database.

Step 2: Request the export permit

Submit an application to the competent authority in the country of origin to obtain the export permit.

Step 3: Complete the CITES form (Form A65-IT)

Attach the invoice, the Non-Detriment Finding (NDF) and any other data required on the official form.

Step 4: Obtain the holographic seal

Collect the hologram sticker from the Italian CITES Office to authenticate the certificate.

Step 5: Link the ID code to the product

Assign the certificate’s unique ID to the batch or to the product’s serial number.

Limits of Traditional Management

• Lead times: issuing paper certificates can take 30–90 days.

• Human error: missing fields or inconsistencies often result in customs rejections.

• Limited visibility: data are fragmented across ERPs, emails and local warehouses.

• Legal risk: fines—or even seizure of goods—if a certificate is invalid.

Why Digitise CITES Permits?

Single, always-up-to-date repository

All CITES certificates, DAUs, customs attachments and batch questionnaires sit in one searchable archive.

End-to-end traceability

Every document is linked to its batch, work order and final serial number, giving CSR, logistics and retail the same single source of truth.

Lower operational risk

No more PDFs lost in emails or local folders: the platform flags missing documents before the goods leave the warehouse.

Faster verification times

Although it doesn’t issue permits, the system speeds up the process because suppliers, customs and legal teams find everything ready-to-go.

Seamless ERP / WMS / PLM integration

APIs or flat files synchronise HS codes, batches and movements—no more manual copies or data mismatches.

Customer-facing transparency

NFC and QR/RFID tags in store point directly to the archived certificate, boosting trust and brand reputation.

Centralised regulatory updates

When EU or extra-EU requirements change, IT no longer has to chase every department: simply update the upload templates once.

Temera’s Answer: End-to-End CITES Platform in the Stylewhere Suite

Temera embeds CITES management into its Stylewhere Suite via the T.care module, dedicated to raw-material sourcing and traceability. In one platform you can:

• Map suppliers and batches – guided uploads of CITES certificates, DAUs and customs paperwork for every incoming leather or material lot.

• Consolidate certifications – a central archive of all CITES documents, complete with version history and direct links to orders, batches and serial numbers.

• Digitise processes to cut manual error

  • Guided workflows and mandatory fields remove repetitive spreadsheet or paper entries.

  • System logs and version tracking recreate every step without scattered emails or files, slashing verification time and risk.

Important note: the platform focuses on collecting and instantly surfacing reliable data; when scoring is required, it can be integrated via partnerships with specialised platforms, delivering a complete yet flexible pathway.

This approach reduces manual workload, speeds up external checks and keeps a single source of truth across the entire supply chain.

Enabling Technologies

• Intelligent OCR: extracts data from suppliers’ original PDFs, auto-populates the management system and flags missing fields.

• Blockchain-ready: capability to notarise certificates on a public ledger for proof of integrity (feature on the roadmap)

How the Temera Platform Works — at a Glance

1. Smart data entry

• Upload—or let suppliers upload—PDFs of CITES certificates, DAUs and customs attachments.
• OCR automatically extracts species, volume, country and permit number, cutting manual input.

2. Document checks (no permit issuance)

 Instantly flags omissions or discrepancies so issues can be fixed before the shipment leaves.

3. Chain of custody & approval workflow

Every action—from the initial upload to approvals by CSR, Legal and Logistics—is time-stamped with user, date and time. The brand-defined workflow records each step, creating a digital chain of custody that streamlines customs clearance and strengthens legal protection.

4. Each uploaded document goes through the brand's approval workflow (CSR → Legal → Logistics). Native integration

• REST API or flat-file to synchronize data with major management systems such as ERP, PLM, WMS
• RFID/QR in-store: the customer scans and views the stored certificate, increasing transparency.

5. Reporting & analytics

• KPI dashboards highlight missing documents and verification lead times.
• One-click export to third parties (ESG scoring platforms, customs, auditors).

Competitive Advantages for Brands — A Closer Look

Speed‐to‐market

With every CITES certificate already available, validated and linked to production batches, shipments no longer sit in customs awaiting document checks or add-ons. Collections that use exotic leathers or other regulated materials reach boutiques in time for the target season, hitting launch windows and marketing campaigns. A smoother logistics flow also cuts safety stock, freeing up cash and warehouse space.

Brand integrity

The platform lets you attach a QR code or RFID tag to each item. In seconds, shoppers can scan and view the CITES certificate and the material’s legal provenance. This tangible transparency boosts the brand’s reputation for sustainability and legality—factors increasingly influential for consumers, investors and institutional stakeholders.

Cost reduction

A centralised digital workflow removes repetitive data entry, document hunts and paper archiving. Less manual work means lower staffing costs and, above all, far fewer fines or shipment holds caused by documentation errors.

Future‐proof

CITES rules, EU regulations (e.g., 2024/966) and initiatives like the Digital Product Passport are constantly evolving. Temera keeps the platform current with new certificate formats, mandatory fields and HS/TARIC datasets, so the brand stays compliant without extra IT effort—ready for upcoming rules on semi-exotic leathers or future EU digital standards.

+22 % back-office productivity thanks to OCR

OCR technology automatically extracts species, country, permit number and dates from uploaded PDFs, populating the system in seconds. Back-office staff gain valuable time, cut transcription errors and rework, and can focus on higher-value tasks such as supplier management or performance analysis.

Chain of custody

Every document is tied to its batch, work order and final serial number, creating a complete digital chain of custody. The brand can prove—at a click—the legal origin and intermediate steps of regulated materials, easing internal audits, ESG due-diligence and regulatory requests. This end-to-end control reduces non-compliance risk and strengthens trust with customers and business partners.

Why Choose T.care?

Digitising CITES permits is no longer optional—it’s a competitive edge. With Temera’s solution, brands turn a regulatory obligation into a lever for reputation and speed-to-market.

Ready to centralise and digitise all your CITES documentation, from exotic leathers to rare woods?

Contact us for a demo and see how Temera safeguards your reputation by ensuring a complete chain of custody.

Washington Convention FAQ

Which animals are protected under the Washington Convention (CITES)?

See the full list of protected species (Appendices I-III) on the official CITES website (cites.org). .

Does CITES apply to finished products such as bags or shoes?

Yes. A CITES certificate must accompany every finished item that contains parts of a listed species.

Where can I find the CITES PDF form for Italy?

You can download it from the Italian Ministry of the Environment’s portal, under “Autorizzazioni CITES.” With Temera, however, the form is generated and filled in automatically within the platform.