AI knowledge base for food production when someone asks for HACCP records, own-check records and batch details.

Own-check records, HACCP documents, batch and supplier records, recipes, specifications and the approved label versions in one place, every answer with its source. Microsoft 365 connects in one click, subject to admin consent. Before we start, we check whether your file server or NAS can be connected; until then you upload files yourself, including scans of the sheets from the board on the production floor. The demo uses sample documents; in the first weeks after go-live you see whether it holds up for your next audit.

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Everyday question

“Which finished products did the March raw material batch go into, and which customers were they delivered to?”

The answer is in

Batch record · delivery notes from goods in and goods out

1 Source in one click

Day to day

Sound familiar?

The auditor’s coming on Tuesday and wants to see last summer’s temperature records. They’re hanging up as printouts on the board in production; nobody’s filed them.
Which supplier delivered the hazelnuts for the March batch is on a delivery note – in one of the goods-in folders.
The production manager knows why we changed the recipe in 2018. Nobody ever wrote it down.

Monday, half past seven, in the office next to the cold store. The buying department of a retail chain sends a list of twenty-six products and wants the current specification, the allergen information and the declaration of conformity for the packaging for each one by Thursday. The specifications are Word files; the last change was made two years ago by someone who saved the file with the suffix “new_final”, and next to it sits an older one with no suffix. The packaging supplier emailed the declarations of conformity for the trays to a colleague who is on parental leave. The production manager knows from memory whether the declaration for the herb spread was updated after the recipe change; in writing, it’s in the batch record. On Wednesday, four declarations are still missing.

Things people in this industry say every day.

Example questions

Questions from your day-to-day work

Three questions that come up day to day, and the document where you would expect to find the answer. In the demo you see this with sample documents; you test it with your own documents in the first weeks after go-live.

“Which finished products did the March raw material batch go into, and which customers were they delivered to?”
1 Batch record · delivery notes from goods in and goods out
“What temperatures were recorded on the line last summer, and where was there a deviation?”
2 Own-check record · corrective action from the HACCP plan
“Which allergens are declared for this product, and which label version is approved?”
3 Specification · approved label version · raw material certificate

Documents

The documents that matter to you

Own-check records – own checks are required by § 21 LMSVG (Austrian Food Safety and Consumer Protection Act); they cover temperatures, cleaning and disinfection, pest monitoring and goods-in checks
HACCP documents under Article 5 of Regulation (EC) No 852/2004 on the hygiene of foodstuffs – hazard analysis, flow diagrams, critical control points with limits, corrective actions and verification, plus the guideline for good hygiene practice from the Austrian Food Code (Codex Alimentarius Austriacus) that you work to
Traceability records under § 22 LMSVG and Article 18 of Regulation (EC) No 178/2002 – delivery notes, batch numbers, goods in and goods out, in other words one step back and one step forward
Recipes and batch records with their revision history, plus supplier specifications and raw material certificates
Labelling documents for packaged goods under the Food Information Regulation (EU) No 1169/2011 – list of ingredients, allergen information, nutrition declaration and the approved label versions; plus the declarations of conformity for packaging that comes into contact with the food, for plastics under Regulation (EU) No 10/2011
Audit reports and action lists from customer and certification audits, for example under IFS Food, plus the minutes and inspection reports of the food inspectorate
Laboratory results for product and environment, plus the test results under the Drinking Water Ordinance (Trinkwasserverordnung) if you draw your water from your own well or spring
Photos from production and voice notes from the shift

Integrations

Connecting your systems

Your system stays as it is. One-click systems connect via your account; for the others we check before we start whether and how a connection is possible – until then, you simply upload documents.

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Pricing

What it costs

Basic package

from€500per month

Set-up fee €2,900 · excl. VAT

A flat fee per company. Everyone at your company can use it – technicians as much as office staff – with no per-user licence. One-click connections are included in the set-up. Before we start, we check whether your industry-specific software can be connected; that connection is charged on a time-and-materials basis, agreed in advance.

Drafts as Word, PDF or email are included in the Premium package.

At the kick-off we agree on twenty questions together – along with the documents each answer should come from. At sign-off we go through them together and look at what the system does with them. What follows from that is set out in the quotation.

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Getting started

Where to start

Start with one product, not with a folder: the recipe with its revisions, the specification, the approved label version, the raw material certificates and the own-check records for the line it runs on. With a single product you soon notice which records are scattered across office, lab and production. Ideally, pick the product your retail customers ask about most and, in the first weeks after go-live, ask the questions that came in most recently – then you’ll see whether the sources are right. Scan the printouts from the board in production month by month; the supplier specifications from the mailbox come last.

FAQ

Frequently asked questions

Does the system trace a batch by itself?

No. You can ask for the documents you trace it from: the goods-in delivery note, the batch record, the goods-out delivery notes – the answer gives the source and the date. For a traceability exercise it can put together a compilation as a draft, which you check and complete. You assemble the chain yourselves, because you are also the ones responsible if something happens. If the system finds nothing for one link, it tells you so. A completed exercise from last year makes a good test in the first weeks after go-live.

Our temperature lists are printouts initialled by hand during the shift. Can they go in?

Yes, as a scan or photo – the whole month’s pile at once if you like. The system suggests date and line if they’re on the sheet; in the first weeks after go-live, try a real month to see how well the handwritten entries are read. Searchable doesn’t mean replaced: your own-check system still holds the records, and the paper stays where you keep it. The question often comes months later – and that’s when it helps if the pile isn’t just sitting in a folder.

Can the temp on the shift also ask about recipes?

Only if you want them to. For the shift, the work instruction, the hygiene and cleaning plan and the own-check sheet for the line are usually enough; recipes, costings and supplier agreements sit in document types that only a small group can see. Seasonal staff get their own role, which you remove at the end of the season. If someone without access asks about the recipe, they don’t get the list of ingredients.

If we change a label, does the system know which version applies?

The answer gives the version filed in your records as approved, with date and source. If your records hold two versions – the old list of ingredients and the changed one – the answer shows both; in the first weeks after go-live, try a product whose label has changed to see whether that works with your records. For this to hold up, the approval has to be filed as such; the system can draft it, but the signature is yours. It can’t see which label version is actually stuck on the stock at the filling line – that’s still a check on site.

Our recipes are the company’s crown jewels. Where is the data?

In a separate instance for your company, on servers in Germany; the language model runs in an EU data centre. No language model is trained on your data, and your recipes are not in any pool shared with other companies. If the files are on a server at your premises, they are encrypted and mirrored only over outgoing connections – no open port, no access from outside, and nothing changes in your folders and files. You control who can see the recipes through roles and document types.

Request a demo – with examples from Food production

In a 30-minute video call, we use sample documents from your industry to show you how questions are answered and what the source for each answer looks like. You don’t need any of your own documents for this.