Document control

Never let a supplier document expire
unnoticed again

Food Trace centralises every supplier certificate, compliance declaration and food safety document in a single, searchable library with automatic expiry alerts so your team is always audit ready and never caught out by a lapsed document.
Trusted by Selfridges, Itsu, Fortnum & Mason, Harvey & Brockless and more

Document library

48 active documents · 2 expiring soon
HB
Harvey & Brockless - BRCGS Certificate
Expires 14 Mar 2026
Valid
FM
Fresh Meadows Ltd - Public Liability Insurance
Expires 01 Nov 2025
Expiring soon
AG
Artisan Grains Co. - Allergen Declaration
Updated 02 Jan 2025
Valid
PL
Peak Larder Ltd- Food Safety Policy
Expired 30 Jun 2024
Expired
48
Active docs
2
Expiring soon
100%
Centralised
How Food Trace works

One centralised library for every supplier document

Food Trace eliminates scattered spreadsheets, email attachments and shared
drives replacing them with a single, structured document management system
built for food industry compliance.
Centralise

Every supplier certificate and compliance document in one place

Food Trace creates a structured document library for your entire supplier base. BRCGS certificates, SQF audits, insurance documents, allergen declarations, food safety policies every document is categorised, searchable and accessible to your quality team in seconds. No more hunting through email threads or shared drives before an audit.
  • Supports BRCGS, SQF, SALSA, ISO 22000 and retailer certificates
  • Searchable by supplier, document type or expiry date
  • Full version history retained for every document
Alert & renew

Automatic expiry alerts before documents
lapse

Food Trace tracks the expiry date of every document across your entire supplier base and automatically alerts your team before anything lapses. Set custom lead times per document type 30, 60 or 90 days so your team has enough time to chase renewal without a last-minute scramble before a BRC or retailer audit.
  • Configurable alert lead times per document category
  • Automatic supplier notification to upload renewed documents
  • Dashboard view of all upcoming expirations across your supply base
The results

What a structured supplier
approval process delivers

0

*

Expired docs missed

With automatic expiry tracking across
every supplier document, Food Trace
customers report zero instances of
expired certificates being discovered
during audits.

80

%

Reduction in admin time

Quality managers report spending
significantly less time locating and
chasing supplier documents after
centralising to Food Trace freeing them
for higher value work.

100

%

Audit-ready at all times

Every document is permanently stored,
version-controlled and instantly
accessible so your team can pull any
supplier's full compliance history in
seconds during a BRC or retailer audit.

* Based on Food Trace customer data.
Explore the platform

Related platform features

Supplier onboarding

Collect supplier documents and certifications at the point of onboarding before approval is granted.

Supplier approval

Review submitted documents against your approval criteria and build a fully verified approved supplier list.

Audit management

Schedule and conduct supplier audits with full access to the document library during every assessment.

Get started today

Ready to take control of your supplier documentation?

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