Food Specification Management Software for UK & European Manufacturers

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 common specification systems.

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 customer and regulatory 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.

Some buyers require suppliers to submit product specifications through specific portal systems. Each system can have unique requirements and data formats.

SoftSpec helps manage specification submissions by:

• Maintaining a centralised specification database that can be exported to multiple formats
• Ensuring data accuracy and consistency across target systems
• Tracking version changes and maintaining audit trails
• Automating allergen declarations and nutritional information calculations
• Managing supplier certificates and compliance documents needed for buyer approval

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

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

• 40% Lower Cost: More affordable than competitors like Foods Connected, NSF TraQtion, or Smart Food Safe
• Most Features: SoftSpec has the most features compared to any other software, yet remains the most competitive on price
• Fully Customisable: Use your own specification templates and forms, not locked into vendor formats
• Replace Spreadsheets: Purpose-built to replace Excel and manual processes with automated workflows
• Track From Beginning: Track supplier approval right from the beginning of the relationship
• 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
• 3-Month Free Trial: Risk-free evaluation period (ends 31st January 2026) with full functionality

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. Pricing depends on number of suppliers and user accounts.

Yes, absolutely! The 3-month trial (offer ends 31st January 2026) 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 most features. Pricing depends on the number of suppliers and user accounts you need. 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. You receive priority support with direct access to our development team, and we welcome feedback that helps us continually improve the product.

SoftSpec is a comprehensive food safety and quality management platform with the most features compared to any other software. It includes:

• New Product Development (recipe management, trials, cost analysis)
• Food Specifications (parameters, allergens, recipes, packaging) - Replace spreadsheets
• Supplier & Certification Management (track from beginning, expiry reminders, grading by country/certifications/non-conformances)
• Non-Conformance Management (complaints, automated trends, supplier audit non-conformances)
• Supply Chain Mapping (traceability, chain of custody)
• Automated Supplier Risk Matrix
• Collaboration with suppliers, customers, and auditors
• Customisable dashboards and reporting
• Multi-user access with role-based permissions

Yes! SoftSpec is specifically designed to support UK and European food safety standards. We have 50+ customers across UK, Germany, Netherlands, Spain, and other EU countries.

Supported Standards:

• UK BRCGS Food Safety: Complete specification management, supplier approval workflows, document control, and traceability requirements
• HACCP: Critical control point documentation, hazard analysis, and monitoring records
• IFS Food (Germany & EU): Product specifications, supplier evaluations, and quality management
• UK & EU Allergen Regulations: Automated allergen declarations compliant with UK Natasha's Law and EU FIC Regulation 1169/2011
• UK & EU Nutritional Labeling: Automated calculations following UK and EU requirements

Our system is hosted on UK AWS servers, ensuring GDPR compliance and data sovereignty for UK and EU customers. We maintain 100% BRCGS audit pass rate for our customers.

SoftSpec is the best food specification software for UK and European manufacturers because:

• 40% Cheaper: More affordable than competitors like Foods Connected, NSF TraQtion, or other specification management systems
• UK-Based Support: Local support team that understands UK and EU food safety regulations
• 100% BRCGS Pass Rate: All our customers pass audits first time
• Save 15 Hours/Week: Automated workflows eliminate manual spreadsheet management
• Trusted by 50+ UK & EU Businesses: Proven track record across United Kingdom, Germany, Netherlands, Spain, and other EU countries
• UK Data Hosting: Your data stays in UK AWS servers - GDPR compliant
• Free 3-Month Trial: Try before you buy with no credit card required

Whether you're a small UK food manufacturer or a large European importer, SoftSpec scales with your business and provides the best value for money in the market.

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.