⭐ Award-Winning Specification Management System

Complete Food Specification Management Features

Trusted by UK, Germany, Netherlands & EU manufacturers to manage digital specifications efficiently. Save 15 hours per week with automated allergen tracking, supplier approvals, and BRCGS/HACCP compliance. Used by 50+ food businesses across Europe. 40% more affordable than alternative solutions.

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Product Specification Database

Create, manage, and approve comprehensive product specifications for raw materials, ingredients, packaging, and finished products. Digital specification sheets replace manual spreadsheets.

  • Physical, Chemical & Microbiological Parameters

    Define tolerance ranges, test methods, and acceptance criteria for all product attributes

  • Recipe & Formulation Management

    Manage ingredient lists, Bill of Materials (BOM), and complex multi-level recipes

  • Allergen Risk Assessment

    Automatic allergen declarations with cross-contamination risk analysis

  • Nutritional Information

    Automated nutritional calculations and label generation for UK and EU requirements

  • Pack Copy & Labeling

    Generate accurate pack copy text and ingredient declarations automatically

Specification Types Supported:

Raw Materials
Ingredients
Packaging
Finished Products
Complex Ingredients
Semi-finished

Key Capabilities:

  • • Custom specification templates
  • • Multi-language support
  • • Advanced search & filtering
  • • Bulk import/export
  • • Specification cloning
  • • Conditional field logic

Supplier Approval Workflow

1

Supplier Questionnaire

Custom questionnaires for supplier qualification

2

Document Collection

Certificates, audits, specifications, test reports

3

Risk Assessment

Automated risk scoring based on criteria

4

Approval & Monitoring

Multi-level approvals with ongoing performance tracking

Supplier Management & Compliance Management

Streamline supplier approval from the very beginning, track certifications with expiry reminders, and maintain compliance documentation. Configure supplier grades based on country of origin, type of certifications, and non-conformances. Automated workflows and risk matrix reduce approval time by 60%.

  • Certificate Tracking with Expiry Reminders

    Track HACCP, organic, halal, kosher, BRC, IFS certificates with automatic expiry alerts

  • Audit Management & Non-Conformance

    Schedule audits, store reports, track supplier audit non-conformances and corrective actions (CAPA)

  • Supplier Portal & Collaboration

    Suppliers can update their information and upload documents directly. Collaborate with customers and auditors.

  • Automated Risk Matrix & Performance Monitoring

    Track KPIs, configure supplier grades by country, certifications, non-conformances, and delivery performance

Version Control & Change Management

Complete specification history with automatic version control and comprehensive audit trails for compliance

Automatic Versioning

Every specification change creates a new version automatically. Never lose history.

  • • Version stamping with date/time
  • • User attribution for all changes
  • • Reason for change capture
  • • Rollback to previous versions

Side-by-Side Comparison

Compare any two specification versions to see exactly what changed.

  • • Visual diff highlighting
  • • Field-by-field comparison
  • • Export comparison reports
  • • Track ingredient changes

Complete Audit Trail

Comprehensive logs of all system activity for compliance and traceability.

  • • Who changed what and when
  • • Login and access logs
  • • Export audit reports
  • • BRCGS/GFSI compliant

Built for Food Safety Compliance

SoftSpec supports all major food safety and quality standards with fast data retrieval and optimised performance

BRCGS

British Retail Consortium Global Standards for Food Safety

GFSI

Global Food Safety Initiative recognized schemes

HACCP

Hazard Analysis and Critical Control Points integration

FSMA

FDA Food Safety Modernization Act requirements

Specification Systems & Export Formats

SoftSpec can export specification data in formats compatible with common portal systems and exchange formats. Built-in validation and mapping ensure submissions meet buyer requirements prior to export.

Export-ready formats

CSV, XML, JSON, API

Validation & Mapping

Map fields and validate data before export

Ready to Transform Your Specification Management?

Start your 3-month free trial today (offer ends 31st January 2026). No credit card required.

Limited time offer • Intuitive and easy to use • Free training available • 4-hour query response time • Most efficient software, guaranteed to save significant time

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