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The Right Tool for Manufacturing Traceability

Spreadsheets weren't built for traceability. ERP systems weren't built for small manufacturers. Trace Swift was built for both.

Choosing the Right Traceability Solution

When it comes to manufacturing traceability, most businesses face the same choice: continue struggling with spreadsheets, or invest in expensive ERP systems that take months to implement. Trace Swift offers a third option—purpose-built traceability software that's affordable, quick to deploy, and designed specifically for regulated manufacturers.

Whether you're producing food, cosmetics, pharmaceuticals, or chemicals, the right traceability system should help you pass audits, manage recalls efficiently, and run your production floor without drowning in paperwork.

📊 Spreadsheets

Common starting point

Familiar but fragile. Manual data entry, no validation, impossible to trace efficiently during recalls.

  • Error-prone manual entry
  • No audit trail
  • Hours to trace batches
  • Version control chaos

🏢 Generic ERP

Enterprise solution

Powerful but complex. Lengthy implementations, high costs, features you'll never use.

  • 6-18 month implementation
  • £50k+ total cost
  • Consultants required
  • Overwhelming complexity

✓ Trace Swift

Purpose-built

Right-sized for small to medium manufacturers. Quick to implement, affordable, compliance-focused.

  • Live in under a week
  • From £90/month
  • No consultants needed
  • Built for audits

Trace Swift vs Spreadsheets

Spreadsheets are where most manufacturers start. They're familiar, flexible, and free. But as production volumes grow and audit requirements tighten, the cracks begin to show. What worked for tracking a few batches becomes a liability when auditors expect instant traceability.

The Spreadsheet Problem

If you're managing traceability in Excel or Google Sheets, you've probably experienced these challenges:

✗ Manual Data Entry Errors

Every batch code, every quantity, every date—typed by hand. One transposed digit and your traceability chain breaks. Studies show manual data entry has a 1-4% error rate. Across thousands of entries per year, that's hundreds of potential traceability gaps.

✗ No Validation or Constraints

Spreadsheets accept anything you type. Invalid dates, negative quantities, duplicate batch codes—nothing stops bad data from entering your system. You only discover problems during audits or recalls when it's too late to fix them.

✗ Tracing Takes Hours or Days

When an auditor asks "which batches contain input lot X?", you're searching through multiple files, cross-referencing tabs, hoping the formulas still work. FDA requires traces in under 4 hours. BRC expects it faster. Spreadsheets can't deliver.

✗ Version Control Nightmare

"Batch_Log_FINAL_v3_NEW.xlsx" sound familiar? Multiple versions, conflicting data, no audit trail of who changed what. When certification bodies ask for records, which file do you trust?

✗ No Real-Time Inventory

Spreadsheet inventory is always out of date. By the time you update the sheet, production has used more stock. You can't see available quantities by lot, expiry dates aren't flagged, and FEFO management is guesswork.

✗ Single Points of Failure

What happens when the person who built the spreadsheet leaves? Complex formulas break, macros stop working, and institutional knowledge walks out the door. Your traceability system shouldn't depend on one person's Excel skills.

How Trace Swift Solves These Problems

✓ Validated Data Entry

Dropdown selections, date pickers, and automatic calculations eliminate manual errors. Batch codes are validated, quantities are checked, and duplicate entries are flagged before they enter the system.

✓ Instant Traceability

Forward and backward traces complete in minutes, not hours. Search any batch code and see its complete journey—from purchase through production to finished goods. Meet FDA 4-hour and BRC traceability test requirements with ease.

✓ Complete Audit Trail

Every change is logged with timestamps and user attribution. No more wondering who updated what or which version is correct. Auditors see a clear, tamper-evident record of all traceability data.

✓ Real-Time Inventory

See available stock by lot number, sorted by expiry date. FEFO management is automatic. Expiry warnings highlight inputs approaching their use-by dates. Production decisions are based on current data, not yesterday's spreadsheet.

Quick Setup: Most manufacturers have their inputs, suppliers, and formulas entered within the first day or two. Sample data helps you explore the system while you're setting up your own records.

Side-by-Side Comparison

📊 Spreadsheets

Manual processes

  • Batch codes: Manual entry
  • Trace time: Hours to days
  • Validation: None or basic
  • Audit trail: None
  • Inventory: Not real-time
  • FEFO: Manual sorting
  • Multi-user: Conflict-prone
  • Scanning: Not supported
  • Costing: Manual formulas
  • Mass balance: Manual
  • Audit prep: Scramble

✓ Trace Swift

Automated traceability

  • Batch codes: Auto-generated
  • Trace time: Under 5 minutes
  • Validation: Comprehensive
  • Audit trail: Complete history
  • Inventory: Real-time, by lot
  • FEFO: Automatic
  • Multi-user: Concurrent, safe
  • Scanning: USB/Bluetooth
  • Costing: Auto cascade
  • Mass balance: Automatic
  • Audit prep: Always ready

Ready to Move Beyond Spreadsheets?

Join manufacturers who've upgraded from Excel to purpose-built traceability.

Start Free 14-Day Trial

Trace Swift vs Generic ERP Systems

Enterprise Resource Planning systems promise to do everything—accounting, HR, inventory, production, CRM, and yes, traceability. For large enterprises with dedicated IT teams and six-figure budgets, they can work. For small to medium manufacturers, they're often overkill.

The ERP Problem

If you've evaluated ERP systems like SAP, Oracle, Microsoft Dynamics, or NetSuite for traceability, you've likely encountered these challenges:

✗ Lengthy Implementation

ERP implementations typically take 6-18 months. That's months of disruption, parallel systems, data migration headaches, and delayed compliance. When you need traceability for next month's BRC audit, an 18-month timeline doesn't help.

✗ Prohibitive Costs

Licence fees, implementation consultants, customisation, training, ongoing support—ERP total cost of ownership often exceeds £50,000-£100,000 for small manufacturers. Annual maintenance fees alone can exceed £10,000.

✗ Consultant Dependency

Generic ERP systems require extensive configuration to handle manufacturing traceability. Every change needs a consultant. Every customisation adds cost. You're locked into ongoing professional services just to maintain functionality.

✗ Feature Bloat

You need traceability, not accounts payable automation or HR management. ERP systems force you to license, learn, and maintain modules you'll never use. Complexity increases without corresponding value.

✗ Not Built for Manufacturing

Generic ERPs treat traceability as an afterthought—a module bolted onto accounting software. Lot tracking is basic. Mass balance verification doesn't exist. Temperature recording? You'll need another system.

✗ Rigid Workflows

ERP systems impose their workflows on your business. Your production floor has to adapt to the software, not the other way around. Simple tasks require multiple screens, approvals, and clicks.

Why Trace Swift Is Different

✓ Live in Days, Not Months

Most customers achieve full traceability within a week. Day 1-2: Setup your account, inputs, suppliers, and formulas. Day 3-5: Start recording production. No consultants, no lengthy configuration, no parallel systems.

✓ Predictable, Affordable Pricing

From £90/month with all features included. No module charges, no implementation costs. Monthly subscription with no long-term contracts. You know exactly what you'll pay.

✓ Purpose-Built for Manufacturing

Every feature exists because manufacturers need it for compliance. Formula management with cost cascade. Purchase orders with quality inspection. Production capture with mass balance. Traceability that meets FDA, BRC, FSSC, and IFS requirements.

✓ Self-Service Configuration

Add inputs, create formulas, configure categories—all without consultants. Changes take effect immediately. Your team controls the system, not external service providers.

Side-by-Side Comparison

🏢 Generic ERP

Enterprise complexity

  • Implementation: 6-18 months
  • First year cost: £50k-£100k+
  • Consultants: Yes, ongoing
  • Training: Weeks to months
  • Lot traceability: Basic or add-on
  • Mass balance: Rarely included
  • Temperature: Separate system
  • Quality checks: Add-on module
  • Scanning: Extra hardware
  • Production sheets: Custom dev
  • Contract: Multi-year

✓ Trace Swift

Right-sized solution

  • Implementation: Under 1 week
  • First year cost: From £1,080
  • Consultants: Not needed
  • Training: Hours
  • Lot traceability: Core feature
  • Mass balance: Automatic
  • Temperature: Built-in
  • Quality checks: Included
  • Scanning: Standard USB
  • Production sheets: One-click
  • Contract: Monthly
Focused Solution: Already have accounting or other systems? Trace Swift focuses on what it does best—manufacturing traceability. No need to replace systems that already work.

When to Choose Each Option

Every business is different. Here's honest guidance on when each option makes sense:

Choose Spreadsheets If...

Limited scale

  • You produce fewer than 10 batches per month
  • You're not subject to regulatory audits
  • Traceability isn't required by customers
  • You have zero budget for software
  • You're comfortable with recall risk

Choose ERP If...

Enterprise scale

  • You have 100+ employees
  • You need integrated accounting, HR, CRM
  • You have £100k+ budget and 12+ months
  • You have dedicated IT staff
  • You're already using ERP for other functions

Choose Trace Swift If...

Right-sized solution

  • You're a small to medium manufacturer
  • You need BRC, FSSC, FDA, or IFS compliance
  • You want to be live in days, not months
  • You need affordable, predictable costs
  • You want software built for traceability

Switching to Trace Swift

Whether you're coming from spreadsheets or disappointed with an ERP implementation, switching to Trace Swift is straightforward:

From Spreadsheets

  1. Set up your master data: Add your inputs, suppliers, and formulas to Trace Swift
  2. Start fresh with production: Begin recording new batches in Trace Swift
  3. Archive old spreadsheets: Keep historical records for reference

From ERP Systems

  1. Run in parallel: Use Trace Swift for traceability while keeping ERP for accounting
  2. Set up master data: Add your inputs and suppliers to Trace Swift
  3. Train your team: Most users are productive within hours
  4. Retire ERP traceability: Once confident, stop using ERP for lot tracking
No Lock-In: Your data is always yours. Export complete traceability records at any time. If Trace Swift isn't right for you, you're not trapped.

Frequently Asked Questions

Can I try Trace Swift before committing?

Yes. Our 14-day free trial includes full access to all features with sample data to explore. You won't be charged during the trial period, and you can cancel anytime before it ends.

What if I'm already locked into an ERP contract?

Many customers run Trace Swift alongside their ERP, using Trace Swift specifically for manufacturing traceability while keeping ERP for accounting. There's no requirement to replace your entire system.

How do I migrate my historical data?

Most customers keep historical records in their previous system and start fresh with new production in Trace Swift. You can set up your master data (inputs, suppliers, formulas) within the first few days and begin tracking new batches immediately.

Is Trace Swift secure?

Yes. Data is hosted on secure AWS infrastructure in the EU (Ireland) with encryption in transit and at rest. Multi-tenant architecture ensures complete data isolation between customers. We follow GDPR and POPIA principles.

What support is available during switching?

Email support during UK business hours helps you through setup and migration. Most queries receive responses within 24 hours. We want your switch to be successful.

Can I cancel if it doesn't work out?

Absolutely. Monthly subscriptions with no long-term contracts. Cancel anytime and your subscription ends at the current billing period. Contact us if you need an export of your records before leaving.

See the Difference for Yourself

Start your free trial and discover why manufacturers choose Trace Swift over spreadsheets and complex ERP systems.

Start Free 14-Day Trial

Questions About Switching?

Not sure if Trace Swift is right for your situation? We're happy to discuss your requirements.

Contact Us