Specification management: what's involved?

19 May 2025

All food companies have to deal with it: requesting raw material specifications, processing them and creating your own product specifications and label texts based on a recipe. Often you also have to fill customer systems with all this information. Nowadays you don't "just do this on the side". You have to be well informed about legislation and have to implement changes in all systems. How do you do this properly and efficiently?

Specification management

In specification management, it is important to have the whole picture in mind. If there are changes in a raw material it affects all recipes in which this raw material is processed and also all finished products in which it is processed. All customers and also all customer systems of these customers must then be changed.

Raw material specifications

Raw material specifications are the source for preparing the final product specification. When a new raw material specification is provided, it must first be approved. For example, it must be checked that all data are present, that they comply with legislation and with customer requirements.

Tip: make clear agreements with suppliers about the requirements that the product and the specification must meet. That way you avoid having to request additional information each time.

Draw up product specifications and packaging texts

Based on the raw material specifications and recipe, a final product specification and packaging text can be prepared. By using specification software, this process can be completely digitized. Entered data such as nutritional values and ingredients are automatically calculated and transferred to a declaration and final product specification. Moreover, you then only have to keep track of changes in one place.

Whether or not you work with a specification management program, everything depends on entering the right information in the right place and consistently tracking changes. Are you unaware of legislation, correct ingredient and additive designations? Then you will never get a legally correct declaration.

Recipe management

Are there changes in raw materials and or recipes? If so, you must carry them through to the finished product specifications. Ask proactively if there are any changes in raw materials. Clear version control is very important here.

Customer information systems

Retailers and wholesalers use different systems to manage their specifications. They ask their suppliers to provide all data in this system. Here each retailer has its own requirements and protocols. Time and knowledge are needed to correctly enter and maintain the information in the systems. Make sure you have all the information needed to populate these systems by product, so you don't have to get information from everywhere.

Do you have questions or run into problems?

Ask a Specification Management specialist for help. Our specialists have extensive experience with various specification systems and customer information systems and know what you need to pay attention to in order to meet customer requirements. We can assist and think along with you in setting up a specification management system, but also take the entire management of all your recipes, raw material and finished product specifications off your hands.

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