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Food loss reduction

Food loss reduction matching platform

Match surplus food, near-expiry inventory, farms, restaurants, retailers, charities, and buyers quickly. Start with one site, product line, supplier group, vehicle group, or project type, then expand as the data and operating model become clearer.

Food loss Matching

KEY POINTS

What this system focuses on

  • Food loss reduction matching platform designed around real sustainability operations, not only a reporting spreadsheet
  • Clear inventory, expiry dates, pickup windows, storage conditions, buyer matching, and impact so teams can discuss the same facts
  • A foundation for CO2 reduction, audit readiness, customer trust, and new market opportunities

CHALLENGES

Common challenges

  • Sustainability information is often split across spreadsheets, invoices, supplier emails, facility data, certificates, and external tools.
  • Scheduling, Communication gaps, Customer experience make it hard to prove progress, prioritize action, and answer customer or regulator questions.
  • Teams spend too much time reconciling evidence after reports, sales requests, audits, or market opportunities appear.

CAPABILITIES

Capabilities and solution scope

We design the operational capability behind the screens, not only a list of surface-level features.

Sustainability records and evidence

Keep food loss reduction matching platform tied to the data, documents, owners, periods, and assumptions behind each decision.

  • Configurable records for inventory, expiry dates, pickup windows, storage conditions, buyer matching, and impact
  • Owner, reviewer, supplier, site, product, customer, or project views
  • Files, certificates, timestamps, comments, version history, and audit trail

Workflow, review, and compliance

Turn sustainability work into repeatable requests, checks, approvals, and exception handling.

  • Routing by site, product, supplier, region, category, risk, or responsible team
  • Automated reminders, evidence checks, renewal alerts, approval steps, and escalations
  • Human review points for claims, regulatory reports, market listings, or customer-facing statements

Impact visibility and platform integration

Connect sustainability execution with finance, procurement, operations, customer service, and market channels.

  • Dashboards for CO2, cost, risk, progress, utilization, status, and reduction actions
  • API, webhook, import, BI, ERP, CRM, marketplace, and collaboration integration options
  • Permission design, customer or partner visibility, reporting, and improvement backlog management

Typical users

Operations Sales Customer support

Implementation considerations

  • Which surplus food listing should be the source of truth and how calculations or claims are approved
  • Privacy, partner visibility, regulatory requirements, evidence quality, and role-based permissions
  • Post-launch ownership, data maintenance, training, monitoring, support, and continuous improvement process

SOLUTION ARCHITECTURE

A practical system architecture

The final architecture depends on your requirements, but it includes data, integrations, security, and operations as well as user-facing screens.

01

Internal and partner screens

Role-specific web, portal, mobile, or embedded screens.

Screens can support operations, procurement, finance, legal, suppliers, customers, reviewers, and project partners.

02

Sustainability workflow and rules

Controls requests, reviews, calculations, approvals, renewals, exceptions, and publication steps.

Rules can reflect sites, products, suppliers, countries, standards, deadlines, risk levels, and approval authority.

03

Sustainability data model

Stores surplus food listing, evidence, assumptions, periods, owners, status, and history.

The model supports reporting, audit, market matching, customer responses, and future system integration.

04

Integration and automation layer

Connects ERP, accounting, procurement, CRM, facility, fleet, IoT, document, BI, and marketplace systems.

Important integrations include monitoring, retries, reconciliation, exception handling, and export controls.

05

Security and operations

Keeps access, privacy, auditability, release, and support manageable after launch.

SSO, role-based access, partner permissions, audit logs, backups, deployment, and support flow are considered.

BUILD APPROACH

Custom does not always mean starting from zero

We choose between custom development, platform extension, and hybrid architecture based on speed, flexibility, ownership, and operating cost.

Standalone sustainability system

Build focused screens, workflow, data model, reporting, and administration around the sustainability operation.

Best for

Teams with unique data, evidence, partner, reporting, or market workflow requirements.

Built on existing platforms

Extend Microsoft Power Platform, Teams, SharePoint, Salesforce, HubSpot, ERP, accounting, BI, or ESG tools.

Best for

Teams that want to keep familiar systems while adding workflow, visibility, and automation.

Hybrid data and marketplace layer

Keep source systems in place while adding custom dashboards, portals, matching flows, and integrations.

Best for

Processes spanning suppliers, internal teams, customers, public programs, or market participants.

PLATFORM INTEGRATIONS

Connect to or build on platforms you already use

These are possible platform choices, not a required stack. We select only what fits your existing environment and operating model.

Core platform option

Microsoft 365 / SharePoint

Connect food loss reduction matching platform data and workflow with Microsoft 365 / SharePoint through configuration, APIs, webhooks, imports, or embedded screens.

Core platform option

Microsoft Power Platform

Connect food loss reduction matching platform data and workflow with Microsoft Power Platform through configuration, APIs, webhooks, imports, or embedded screens.

Customer and market systems

Salesforce

Connect food loss reduction matching platform data and workflow with Salesforce for customer requests, partner records, opportunity context, and service history.

Customer and market systems

HubSpot

Connect food loss reduction matching platform data and workflow with HubSpot for marketing, sales, partner communication, and market inquiries.

Operations data

SAP / Oracle / ERP

Connect purchasing, inventory, production, finance, asset, or logistics data needed for food loss reduction matching platform.

Analytics

Power BI / Looker Studio

Use dashboards and scheduled reports to monitor sustainability progress, CO2, cost, risk, and market activity.

Cloud and data platform

AWS / Azure / Google Cloud

Use cloud data, APIs, storage, automation, and security services to support food loss reduction matching platform.

Documents and approvals

DocuSign / Adobe Acrobat Sign

Manage contracts, certifications, attestations, approvals, and partner agreements with traceable records.

Market and payment

Stripe / payment services

Support listings, paid programs, deposits, fees, or marketplace transactions when the model requires it.

Communication

Microsoft Teams / Slack

Notify owners, reviewers, partners, and operators when data, approvals, or exceptions need attention.

USE CASES

Example use cases

  • Operations uses one shared workspace to update sustainability data and see what needs attention.
  • Sales reviews evidence, approvals, risk, cost, and impact before decisions or reports are finalized.
  • Customer support can respond faster to customer requests, audits, market listings, and reduction initiatives.

CORE MODULES

Core modules

Food loss reduction matching platform workspace
Data collection, evidence, rules, and approval management
Search, dashboards, reports, exports, notifications, and partner/customer views
Administration, permissions, integration settings, and audit

WORKFLOW

How the workflow could work

  1. 01

    Capture surplus food listing data through forms, imports, integrations, files, devices, or partner portals.

  2. 02

    Normalize records by site, product, supplier, asset, project, customer, period, category, or responsible team.

  3. 03

    Review evidence, calculate impact, request missing information, approve changes, and log exceptions.

  4. 04

    Use accumulated data to reduce emissions, improve cost, support compliance, and create new service or market options.

OUTCOMES

Expected outcomes

  • Less manual reconciliation and fewer missing sustainability records
  • Better visibility into CO2, cost, risk, progress, and improvement opportunities
  • More reliable evidence for audits, customer communication, market claims, and management decisions
  • A focused sustainability system that can expand from one use case to broader operations

RELATED SYSTEMS

Related system ideas

Case management Project & case management

Keep progress, owners, deadlines, and communication history in one place.

 Store & warehouse Inventory & ordering

Share stock movement, shortage risks, and reorder timing across the team.

 External collaboration Customer & partner portal

Create one simple place for files, requests, progress, and key actions.

LET'S BUILD

Let’s shape the right version for your team.

Use this idea as a starting point to define the right features and priorities.

Discuss this system