Food Specification Management & Supplier Compliance Software

Food specification management software is a centralized digital system that helps food manufacturers, processors, and importers create, manage, and approve product specifications. It handles ingredient lists, allergen information, nutritional data, recipes, formulations, and supplier compliance documentation in one platform.

SoftSpec is a cloud-based specification management solution that streamlines product development (NPD), supplier approvals, and ensures food safety compliance. It replaces manual spreadsheets and scattered documents with automated workflows, version control, and audit trails.

Key features include: digital specification database, allergen risk assessments, nutritional calculations, certificate tracking, HACCP compliance support, and export capabilities for UK retailer portals.

Without a specification management system, food businesses face significant risks including:

• Specification errors leading to allergen incidents and product recalls
• Compliance failures with BRCGS, GFSI, HACCP, and FSMA requirements
• Lost specification history and poor version control
• Inefficient supplier communication and approval delays
• Manual data entry errors in allergen and nutritional information
• Difficulty meeting retailer specification requirements

A specification management system like SoftSpec eliminates these risks by automating workflows, maintaining audit trails, ensuring accuracy, and providing a single source of truth for all product data. This reduces recall risk, speeds up product development, and ensures regulatory compliance.

UK retailers require suppliers to submit product specifications through their specific portals such as Tesco Technical Library, Sainsbury's Inspire, Morrisons MCreate, Waitrose WRSpec, ASDA Hive, and M&S Find. Each system has unique requirements and data formats.

SoftSpec helps manage retailer specifications by:

• Maintaining a centralized specification database that can be exported to multiple formats
• Ensuring data accuracy and consistency across all retailer portals
• Tracking version changes and maintaining audit trails required by retailers
• Automating allergen declarations and nutritional information calculations
• Managing supplier certificates and compliance documents needed for retailer approval

This reduces manual data entry, minimizes errors, and speeds up retailer onboarding processes.

SoftSpec offers several key advantages over other food specification management platforms:

• 40% Lower Cost — with More Features Than Any Competitor: We’re not just more affordable; we deliver a richer, more powerful platform at a fraction of the price. We’re confident you’ll love the value.
• Fully Customisable: Use your own specification templates and forms — not locked into vendor formats.
• AI-Assisted: Upcoming AI features for auto-completing specification fields and supplier data entry.
• Scalable: Handles thousands of products without performance degradation.
• Version Control: Built-in specification versioning with side-by-side comparison tools.
• 6-Month Free Trial: Risk-free evaluation period with full functionality.
• Migration Support: If you are switching from another provider, we may be able to migrate your data into SoftSpec depending on the format and availability of exported data from your current system.

Unlike generic quality management systems, SoftSpec is purpose-built for food specification management, combining recipe management, allergen assessments, supplier compliance, and NPD workflows in one platform.

Yes, absolutely! The 6-month trial is completely free with full platform access. No payment details are required, no hidden fees, and no commitments. We offer this to genuine businesses so you can experience the full power of SoftSpec before making any financial commitment.

Our pricing is approximately 40% less than comparable products currently available in the market, while offering the same or better features. We'll discuss specific pricing during your trial based on your requirements and usage. We also offer customisation services tailored to your specific business needs.

Yes! Every business is unique, and we understand that. We can customise SoftSpec to match your specific requirements, workflows, and business processes. Whether you need custom fields, unique reporting, or specific integrations, we work with you to create the perfect solution for your business.

Your data security is our top priority. We use industry-leading security measures:

• Hosted on UK-based AWS servers with enterprise-grade security
• Daily automated backups (3 copies) to prevent data loss
• 99.98% uptime guarantee with redundant infrastructure
• Encrypted data transmission (TLS/SSL) and storage (AES-256)
• Full UK GDPR compliance with data protection certification
• Regular security audits and penetration testing

You own your data completely. If you decide not to continue after the trial, you can export all your data at any time. We provide a 30-day grace period for data export after your trial ends. Your data will then be securely deleted from our servers. There are no lock-ins or barriers to accessing your information.

SoftSpec is designed to be intuitive and easy to use. Most users require no training — however, if you'd like one, we'll provide it free of charge.

Support Response Times:

• We aim to respond to all queries within 4 hours
• Resolve minor issues within 4 hours
• Deliver new feature requests within 1 week

You'll also have direct WhatsApp or Microsoft Teams access to your Account Manager during office hours for immediate support. As an early adopter, you get priority support with direct access to our development team, and your feedback helps shape future development.

SoftSpec is a comprehensive food safety and quality management platform that includes:

• New Product Development (recipe management, trials, cost analysis)
• Food Specifications (parameters, allergens, recipes, packaging)
• Supplier & Certification Management (approvals, documents)
• Non-Conformance Management (complaints, investigations)
• Supply Chain Mapping (traceability, chain of custody)
• Customisable dashboards and reporting
• Multi-user access with role-based permissions

Yes! We offer a 100% money-back guarantee for the first 30 days of any paid subscription. If you're not completely satisfied after your trial period, we'll provide a full refund, no questions asked. We're confident you'll love SoftSpec, but we want you to feel completely secure in your decision.