How to start calculating CO₂e emissions with the data you have

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Calculating emissions is often assumed to be a complex, labor-intensive project, with 42% of small and medium-sized enterprises saying lack of time is the reason for postponing the inevitable for as long as possible. But with over 60% of SMEs creating emissions reports in 2025 it’s clear that the time has come, and it’s easier to get started than you may think. 

In this article, we walk through the myths of emissions calculation, the data you need to calculate your emissions baseline, and how to move from no or limited calculations to using emissions insights to improve the efficiency and sustainability of your operations. 

Three common myths that delay measuring transport CO₂e emissions

Measuring your carbon emissions for the first time isn’t as complicated and expensive as you might think. Yet, many companies put their heads in the sand about it until it’s too late and they start losing customers due to not having the emissions reports they expect. Let’s break down the most common myths about emissions measurement. 

Myth 1: You need perfect data to start 

Most companies think they need complete, ‘perfect’ data for every activity they carry out, before they can begin calculating emissions. However, if every company took this approach then barely anyone would be tracking their emissions. 

Instead, companies can start with the data they have (think distance, shipment details, transport mode, fuel type) and a simple emissions calculator, and then improve the data quality they’re using over time. 

Myth 2: Emissions reporting is a future problem

Sustainability regulations in most regions have changed a lot in recent years, and most don’t directly mandate SMEs or even many larger companies to report emissions. But what companies often forget is that new requirements are constantly entering into force, and that many investors, funding programs, and tax incentives will require emissions reports. 

Myth 3: Customers don’t expect emissions data from SMEs

Similar to the above, many companies overlook the fact that even if they don’t need to report their emissions under a regulation or to qualify for funding or other programs, their customers will still expect emissions data from them. This applies to both companies who fall under mandatory reporting requirements as well as those who opt to report voluntarily. 

Data points you need to have to calculate emissions (and how to source them)

Now that you understand why measuring emissions matters, the next question is where you should start. The good news is that most companies already have the data they need. It may be spread across transport management systems or spreadsheets, and it may not be perfectly structured but it’s likely there. Here are the main types of data you’ll need. 

At its core, transport emissions calculation is based on activity data multiplied by emission factors. 

Journey data

At a minimum, you’ll need data for every journey you carried out for clients or for your own operations. The main data points you should collect are: 

• Origin and destination
• Distance traveled, either Greater Circle Distance (GCD) or Shortest Feasible Distance (SFD)
• Transport mode, road, sea, air, rail
• Weight or volume of goods transported

Where to find it: As this data is essential for the day-to-day running of your business, it’s usually easily accessible wherever you manage your transport and logistics operations. This may be your existing Transport Management System (TMS), ERP system, or internal spreadsheets.

Vehicle data

If you own or lease vehicles, then gathering data for each vehicle used to carry out transport will make your emissions calculations more accurate. However, if this data is not easily available then you can use industry standards. 

Vehicle data points include: 

• Vehicle type
• Fuel type e.g. diesel, LNG, electric

Where to find it: If you use a fleet management system then vehicle data will be available there, otherwise it’s generally found in each vehicle’s registration records or leasing agreements.  

Energy use data

You need to understand your energy use for both the vehicles you operate as well as the facilities you own, rent, or operate from. This includes buildings such as offices, warehouses, and storage facilities. 

Energy-related data points include: 

• Fuel consumption in liters
• Electricity use in kWh per building
• Electricity use in kWh per electric vehicle (from your own or external charging points)

Where to find it: Energy data is typically very easy to find since you likely pay a utility company or fuel supplier for the energy you use. Building-related energy data is available in your utility bills, portal, or smart meter, and vehicle-related data is available in bills or receipts from your fuel card provider (including electricity), charging point meter, or the vehicles’ telematics systems. 

How to calculate emissions using this data

Once you have collected the data you’ll use for your calculations, you’re ready to develop your first emissions baseline. There are three main ways you can do this (read more about these three emission calculation methods). 

1. Spreadsheets

For many companies, a spreadsheet is where their emissions calculation journey starts. You export and consolidate your data in a spreadsheet, apply emission factors manually, and calculate emissions using formulas. We walk through how to calculate emissions step-by-step in this guide. 

For small datasets or a limited number of shipments, this can work but it comes with a higher risk of errors, complexity, and requires a lot of time to maintain which is not feasible for larger operations or shipment-level emissions calculations.

2. External consultants

Another option is to work with an external consultant, where you provide your data, and the consultant applies the methodology and creates emissions reports on your behalf. This can be useful if you lack in-house expertise or time, however it tends to be quite expensive and still requires you to manually collect and validate the data they need for the calculations. 

3. Carbon accounting tools 

The third option is to use carbon accounting software to calculate, analyze, and report on your emissions. With this approach, data can be imported and automatically validated before it is used, and the calculation methodology is aligned with global standards and uses the latest emissions factors.

This reduces errors, saves time, and makes it possible to provide shipment-level emissions reports to clients with the click of a button. It also helps identify ways to reduce emissions and offer more sustainable options to clients, without days of spreadsheet analysis. 

What stage are you at in your emissions calculation journey?  4-stage maturity model

As you get started with emissions calculation, or even if you’re already calculating emissions, it’s helpful to know where you’re at compared to other companies. This 4-step maturity model is a simple guide to help you determine your starting point and track your progress. 

Stage 1: No emissions data 

You have not yet calculated emissions for your operations, but don’t worry, every company has to start somewhere. 

Stage 2: Basic emissions calculations 

You use spreadsheets, online emissions calculators, or a calculation API within your TMS to create high-level estimates of your total emissions or the emissions output of specific journeys. You likely do these calculations to get an understanding of your overall emissions or on a case-by-case basis for specific customers. 

Stage 3: Structured and accurate calculations 

You use dedicated carbon accounting tools to calculate emissions across your operations, at a journey or a shipment level. You likely use this output to create customer-specific emissions reports and for internal reporting.  

Stage 4: Emissions-driven decisions 

You use insights from your carbon accounting tools to make better decisions when it comes to optimizing routes, choosing between transport modes or fuel types, offering more sustainable options to customers, or initiatives that reduce your carbon footprint. You may also use these reports and insights to help you achieve awards or certifications like Lean & Green stars or EcoVadis medals or badges.

How Farm Trans moved from emissions estimates to meaningful carbon reduction in just a year

Back in 2024, Farm Trans, a European LSP, was committed to improving its sustainability but its emissions tracking relied on estimates in Excel spreadsheets and external consultants. To get more accurate emissions data, Farm Trans started using an Emissions API that integrated with its existing TMS.

This meant Farm Trans could easily calculate its emissions using primary data from its TMS, report shipment-level data to its clients, and get insights on emissions across its operations, including how they change over time.

Now, Farm Trans actively uses these insights to identify emissions hotspots and find ways to offer more sustainable transport options to clients e.g. providing accurate estimates of future costs of switching from diesel trucks to electric trucks. Read the full story of how Farm Trans uses emissions data in its business decisions.

How to get started with carbon accounting

Whatever stage you’re at in your carbon accounting journey, BigMile’s carbon accounting tools make the whole process simpler, faster, and more accurate.  

With our platform or Emissions API, you can accurately calculate CO₂e emissions in line with global standards, provide customized reports to clients, and get insights that help you reduce your carbon footprint over time. Read more about the benefits of carbon accounting. 

Ready to get started? Join 200+ logistics and transport companies like RICOH, Murata, and Vanguard Logistics who are using BigMile to calculate their emissions. Simply book a demo and we’ll give you a personalized tour of our platform and how it can help you.