Supplier onboarding

Onboard suppliers
in days, not weeks

Food Trace is supplier onboarding software that replaces paper forms, email chains and spreadsheet chasing with a single structured workflow getting your suppliers approved, documented and audit-ready from day one.

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Trusted by Selfridges, Itsu, Fortnum & Mason, Harvey & Brockless and more

Supplier onboarding

12 suppliers pending · 3 approved today
HB

Harvey & Brockless

Fine food distributor
Approved
FM

Fresh Meadows Ltd

Dairy supplier
In review
AG

Artisan Grains Co.

Dry goods supplier
Doc Pending
48
Active Suppliers
2d
Avg. onboard time
100%
Doc compliance

How it works

How our supplier onboarding software works

Food Trace handles every step so your team spends less time chasing suppliers and more time managing risk.

Step 1 — Invite

Invite suppliers and collect everything digitally

Send a branded onboarding invite directly from Food Trace. Suppliers complete their profile, upload certifications and sign off compliance requirements through a structured digital form no emails, no spreadsheets, no chasing.

  • Automated invite emails with your branding
  • Custom checklists per supplier type e.g. allergen declarations for food suppliers, GFSI-aligned certifications for manufacturers
  • Real-time progress tracking for your team
Supplier onboarding software bulk upload screen
Step 2 — Review & approve

Review submissions and approve suppliers with confidence

Once a supplier submits their profile and documents, your team reviews everything in one place certifications, specifications and BRCGS, SQF or GFSI-aligned compliance sign-offs. Approve, request corrections, or flag issues directly in Food Trace, with a full audit trail of every decision.

  • Suppliers upload certifications and sign off requirements digitally
  • Real-time progress tracking so your team always knows status
  • Full auditable workflow from invite to approval
Supplier Approval

The results

What Food Trace delivers for your
team

2

d

Average onboarding time

From invite sent to supplier approved
Food Trace customers onboard new suppliers in an average of two working days.

100

%

Document compliance

Automatic expiry alerts mean no certificates
slip through the cracks every supplier stays compliant between audits.

60

%

Less time on admin

Quality managers report spending significantly less time on supplier admin after switching to Food Trace freeing them for higher value work.

FAQs

Supplier onboarding software FAQs

How long does supplier onboarding take with Food Trace?

Food Trace customers onboard new suppliers in an average of two working days, from invite sent to supplier approved  compared to the weeks it can take with paper forms and email chains.

Do onboarding checklists change depending on the type of supplier?

Yes. Checklists are configurable per supplier type  for example, food suppliers can be asked for allergen declarations and GFSI-aligned certifications, while other supplier categories follow their own requirements.

Can our team review and approve suppliers before they're fully onboarded?

Yes. Your team reviews submitted profiles, certifications and compliance sign-offs in one place, then approves, requests corrections, or flags issues with a full audit trail of every decision.

Does supplier onboarding software replace paper forms and email chains?

Yes. Suppliers complete their profile, upload certifications and sign off compliance requirements through a structured digital form, so there's no more chasing documents by email or spreadsheet.

Explore the platform

Related platform features

Supplier document control

Centralise certificates, specifications and compliance documents. Get instant alerts when docs are expired or missing.

Learn more →

Supplier audit management

Schedule, conduct and track supplier audits end to end. Capture findings on-site and log corrective actions immediately.

Learn more →

Compliance monitoring against BRCGS and SQF

Stay ahead of BRCGS, SQF and retailer standards. Real-time dashboards surface compliance gaps before they become risks.

Learn more →

Get started today

Ready to take control of your supplier onboarding?

Book a free demo of Food Trace, the food supplier management software built for UK food brands.

Book a Free Demo
View all features

sales@traceallglobal.com

0333 2020311

Paisley, Scotland, UK

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Platform

Supplier onboarding Document control Audit management Allergen & specs Corrective actions Compliance monitoring Corporate Social Responsibility Recipe Builder Supplier Audit App Nutrition Calculator
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