Rushed orders, last-minute reformulations, and compliance surprises—behind every successful F&B product lies a race against unseen obstacles. The industry thrives on speed, precision, and compliance, yet supply chain bottlenecks quietly erode progress, often going unnoticed until it’s too late. The problem? These bottlenecks aren’t always obvious. They hide in outdated processes, fragmented supplier communication, and manual documentation systems that can’t keep up with the industry’s rapid pace.

Imagine finalizing a product formula only to discover a critical ingredient is out of spec—or worse, non-compliant. Or chasing down supplier documentation when you should be scaling production. These are the invisible barriers that slow innovation, drain resources, and create unnecessary risk.

To stay competitive, brands need to rethink how they manage documentation, collaborate with suppliers, and track specifications. Drawing from Black Rifle Coffee Company’s (BRCC) journey, we’ll explore the most common bottlenecks holding F&B companies back—and, more importantly, how to eliminate them with smarter, digital-first solutions.

Where bottlenecks hide in F&B operations

1. Outdated documentation practices

Think about the last time you needed a supplier’s certificate of analysis (COA) or an updated spec sheet. Was it instantly available, or did it take days—maybe even weeks—to track down? 

Many F&B companies still rely on spreadsheets, PDFs, and even paper documents, leading to misplaced files, version control nightmares, and compliance risks. Without real-time access to critical data, teams spend more time hunting for documents than making strategic decisions. 

• Paper-based or siloed systems cause delays and errors. 

• Manual compliance tracking increases the risk of missing regulatory updates. 

• Slow document retrieval hampers product development timelines.

2. Disconnected supplier communication

Supplier relationships are the backbone of any F&B brand, but without seamless communication, even the best partnerships can falter. Misaligned expectations, inconsistent data, and slow approvals create unnecessary bottlenecks that hinder product innovation. 

• Slow onboarding and approval cycles delay sourcing and production. 

• Lack of real-time visibility into supplier data increases risk. 

• Disorganized communication leads to conflicting specs and compliance gaps. 

When suppliers and manufacturers aren’t aligned, last-minute surprises—like a key ingredient suddenly becoming non-compliant—can throw an entire launch off schedule. 

3. Inefficient specification management

A single spec change can have ripple effects across sourcing, manufacturing, packaging, and labeling. Yet, many brands still manage specifications through disconnected systems, making it nearly impossible to keep everything in sync. 

• Inconsistent ingredient specs lead to reformulation challenges.

• Packaging approvals often drag out time-to-market.

• Lack of a single source of truth for specs causes costly errors.

Without a centralized, automated way to manage specs, brands risk producing non-compliant or inconsistent products, which can lead to recalls, reputational damage, and lost revenue.

How to fix supply chain bottlenecks

1. Modernize documentation workflows

Documentation inefficiencies can feel like quicksand—dragging teams down with endless back-and-forth requests, lost files, and slow approvals. The key to breaking free is digitization. 

• Automate document collection and compliance tracking 

Tracking down supplier documentation shouldn’t be a scavenger hunt. With TraceGains’ Supplier Compliance, brands can automate COA collection, ingredient declarations, and compliance verification. Instead of chasing suppliers for missing documents, teams can focus on innovation, knowing that compliance is handled automatically. 

• Centralize data with a supplier collaboration platform 

Traditional documentation practices create silos, where teams work from outdated PDFs or scattered email threads. TraceGains unifies data into a single, cloud-based platform where R&D, procurement, and compliance teams can access the latest information instantly. No more version control headaches—everyone operates from the same playbook. 

• Standardize Specification Management for accuracy and speed 

Specs constantly evolve as brands tweak formulas, swap ingredients, or adapt to regulatory changes. Managing these updates manually leads to confusion and errors. With TraceGains’ Specification Management, companies can standardize spec data with sophisticated version control, ensuring that every update is reflected across sourcing, formulation, and packaging—seamlessly.

2. Improve partner connectivity

Disconnected communication leads to delays, misaligned expectations, and compliance risks—common causes of supply chain bottlenecks. Strengthening connectivity between brands and suppliers ensures faster decision-making, better risk management, and more agile operations. 

• Enhance supplier onboarding for faster collaboration 

Lengthy onboarding cycles slow down innovation. With TraceGains, brands can streamline the process by automating supplier qualification, document collection, and compliance verification. This ensures suppliers are onboarded quickly with all necessary approvals in place—eliminating costly delays. 

• Stronger supplier relationships through real-time engagement 

Traditional supplier negotiations often involve endless email chains and slow response times. TraceGains’ digital platform fosters direct, real-time engagement, allowing brands and suppliers to negotiate terms, update agreements, and ensure compliance within a single system. This transparency builds stronger, more reliable partnerships. 

• Automate performance monitoring with supplier scorecarding 

Manually tracking supplier performance is inefficient and prone to errors. With TraceGains’ automated scorecarding, brands can assess supplier reliability, compliance history, and responsiveness in real-time. This data-driven approach helps teams proactively address potential risks and identify top-performing partners.

3. Accelerate product development with digital tools

Speed is everything in the F&B industry, and the ability to quickly move from concept to market can be the difference between leading the competition or lagging behind. Digital tools streamline collaboration, sourcing, and compliance, making it easier to develop products faster without sacrificing quality or regulatory requirements. 

• Networked collaboration: Align R&D, sourcing, and packaging teams

Siloed workflows slow down innovation. With TraceGains, teams can work within a unified platform where formulation, procurement, and compliance stay in sync. This real-time collaboration reduces delays caused by miscommunication and ensures that regulatory requirements are met from the start. 

• Streamline procurement efficiency with AI-driven tools

Comparing supplier bids manually is time-consuming and inefficient. TraceGains’ AI-powered procurement tools automate bid analysis, helping brands quickly identify the best supplier matches based on cost, quality, and compliance. This speeds up decision-making and eliminates guesswork. 

• Integrated labeling and reformulation tools for compliance adaptation

Regulations evolve constantly, and brands must adapt packaging and formulas accordingly. TraceGains simplifies this process by integrating labeling and reformulation management directly into the platform. If an ingredient becomes restricted, teams can swiftly identify alternatives and update labels without derailing timelines.

A more agile and efficient F&B supply chain

F&B brands can no longer afford inefficient documentation, supplier miscommunication, and slow product development. BRCC’s journey shows that tackling supply chain bottlenecks head-on with digital solutions not only improves efficiency but also ensures long-term compliance and success. 

Learn how leading brands streamline supply chains for efficiency and compliance. Request a demo today.