6 Things to Include in an RFP for Food, Meat, and Beverage Manufacturing Software

When food and beverage processors begin exploring new software, the first step often involves creating a Request for Proposal (RFP). While many start with generic templates, those documents rarely reflect the complexities of food production—especially when it comes to traceability, yield management, and compliance.

To find the right technology partner, your RFP should help vendors demonstrate how their systems support the unique realities of food manufacturing: batch production, variable yields, ingredient traceability, and increasingly, AI-driven data management.

Below are key focus areas and example questions to include in a modern RFP for food, meat, and beverage manufacturing software.

1. Support for Multi-Input, Multi-Output Manufacturing

Food production isn’t one-to-one. A single batch often produces multiple SKUs in different sizes or formats. Your RFP should ask how the system manages:

• Recipes or formulas that yield multiple finished goods
• Waste, rework, and yield tracking
• Real-time cost calculations across multiple outputs

For example, a juice manufacturer may create one vat of product, then package it into individual servings for foodservice and larger containers for retail. Your software should connect every input lot to every output for full traceability and accurate costing.

2. Recall and Traceability Capabilities Across Multi-Day Production

Many food manufacturers produce on one day and package on another. Your RFP should ensure the system can link production and packaging runs for complete recall traceability.

Ask how the software tracks:

• Intermediate or in-process batches used in final products
• Packaging dates versus production dates
• Root-cause recall reporting that spans multiple production days

Modern systems should make it easy to trace issues like failed QC checks or allergen contamination back through all connected lots—without manual reconciliation.

3. Advanced Barcode and Scanning Support

Efficient traceability depends on data accuracy. Increasingly, processors are adopting GS1 and Code 128 barcodes to capture multiple data points in a single scan. Your RFP should confirm that your software can:

• Generate and read Code 128 or GS1-compliant barcodes
• Track lot numbers, expiration dates, and variable weights from one scan
• Integrate barcode data directly into inventory, shipping, and recall workflows

This reduces manual entry and improves traceability—especially for variable-weight products such as meat, cheese, and produce.

4. Real-Time Integration Across the Plant, Warehouse, and Office

Speed and visibility are critical in food production. Your RFP should ask how the system synchronizes real-time data from the plant floor to inventory, quality, and sales operations.

Key questions to include:

• Can production data be captured live as batches are made?
• How does the system handle inventory visibility when batches are only partially complete?
• Can the software manage shipments released before final QC approval—without breaking lot traceability?

The goal is a connected operation where data flows automatically—no more waiting for paperwork or spreadsheets to be updated before you can ship product or confirm availability.

5. Data Consolidation and System Connectivity

Before food manufacturers can take advantage of AI or automation, they need a complete and connected foundation. Many processors still rely on multiple disconnected systems for production, inventory, quality, and finance. This fragmentation limits visibility, slows reporting, and makes it nearly impossible to get accurate, real-time insights.

Your RFP should evaluate how potential software providers approach system consolidation and data flow. Key questions to include:

• Can the software centralize production, inventory, quality, and financial data in one place?
• How easily does it integrate with existing tools such as labeling, maintenance, or logistics systems?
• Does it eliminate manual data entry or the need for multiple spreadsheets?
• How does it prepare your data to support future automation and AI capabilities?

When data lives in a single, structured environment, teams can access a unified view of operations—laying the groundwork for smarter forecasting, traceability, and compliance. System consolidation isn’t just an IT project; it’s the prerequisite for meaningful automation and future-ready intelligence.

6. Compliance and Data Security

With increasingly strict regulations, your RFP should also address compliance and data management:

• Is the system FDA, CFIA, or SQF-compliant?
• How does it handle audit trails and digital recordkeeping?
• What security protocols are in place to protect production and supplier data?

Look for systems that simplify compliance reporting and provide clear, automated traceability records for every ingredient and batch.

Final Thoughts

A well-designed RFP goes beyond checking boxes—it helps you find a partner who understands how food manufacturing actually works. The right software should connect your plant, people, and processes, while adapting to future technology like AI and predictive analytics.

By asking the right questions upfront, food and beverage processors can confidently choose tools that drive visibility, compliance, and long-term growth.