Supplier approval

Approve food suppliers
with confidence, not guesswork

Food Trace gives your quality and technical teams a structured, evidence-based supplier approval process ensuring every supplier on your approved supplier list meets your food safety, compliance and quality standards before they ever enter your supply chain.

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

Approved supplier list

8 under review · 4 approved this week
HB
Harvey & Brockless
All documents verified · BRCGS Grade A
Approved
FM
Fresh Meadows Ltd
BRCGS cert under review
In review
AG
Artisan Grains Co.
Public liability insurance requested
Info requested
PL
Peak Larder Ltd
Failed food safety criteria
Rejected
94%
Approval rate
2d
Avg. review time
100%
Audit trail
How Food Trace works

A consistent, auditable supplier qualification process

Food Trace replaces inconsistent manual supplier vetting with a structured digital approval workflow aligned to BRCGS, SQF, SALSA and retailer supplier requirements.

Step 1 — Qualify

Assess every supplier against your food safety and compliance criteria

Set your own approval criteria per supplier category BRCGS grade, food safety certifications, public liability insurance, allergen controls and more. Food Trace scores each supplier against your standards and flags any gaps in documentation before approval is granted eliminating the risk of an unapproved or under-qualified
supplier entering your supply chain.

  • Custom qualification criteria per supplier category
  • Supports BRCGS, SQF, SALSA and retailer codes of practice
  • Compliance gaps flagged before approval is granted
Supplier Approval
Step 2 — Approve & log

Approve, reject or request further
documentation with every decision logged

Every supplier approval decision is made inside Food Trace. Approve, reject or request further documentation with a single action. All decisions are timestamped, attributed to the reviewer and permanently retained — giving you a complete, searchable supplier approval history that satisfies BRC, retailer and FSA audit requirements without any manual filing.

  • One-click approve, reject or request further information
  • Every decision timestamped, attributed and permanently retained
  • Instant supplier notification on approval outcome
Supplier Approval
The results

What a structured supplier
approval process delivers

94

%

First-time approval rate

When suppliers understand exactly
what's required upfront, the vast majority
pass first time reducing back-and-forth
for your quality team and speeding
up time to trade.

2

d

Average review time

With all supplier documents centralised
and approval criteria pre-configured,
your team can complete a full supplier
qualification review in an average of two
working days.

100

%

Audit-ready decisions

Every approval, rejection and information
request is permanently logged in FoodTrace
so you're always ready to
demonstrate supplier due diligence to
BRC, retail and FSA auditors.

* Based on Food Trace customer data.
Explore the platform

Related platform features

Supplier onboarding

Collect supplier information, certifications and compliance documents before the approval process begins.

Document control

Centralise BRCGS certificates, insurance
documents and compliance declarations with automatic expiry alerts.

Audit management

Schedule and conduct supplier audits, log
corrective actions and maintain a full audit
trail end to end.

Get started today

Ready to build a proper food supplier approval process?

Book a free 30 minute demo. We'll walk you through Food Trace using your own supplier scenarios no slides, no pressure.