How Do Backup Bills-of-Materials Keep Fulfillment Running During Shortages?

In 2025, packaging supply consistency matters more than ever. One late shipment or a sudden material shortage can disrupt fulfillment, leaving businesses scrambling. A backup bill-of-materials (BOM) is one of the most effective tools to protect against these risks. But what does it really mean, and how can it keep your orders moving when supply gets tight?

What Is a Backup Bill-of-Materials?

A bill-of-materials is essentially a recipe for your packaging: it lists the exact components, materials, and specifications required to produce the final product. A backup BOM builds redundancy into that system by identifying certified alternatives that meet the same standards and performance requirements.

For example:

• If your standard clamshell uses bagasse fiber, your backup BOM might include bamboo fiber or recycled kraft with grease-resistant lining. 
• If your coffee cups use PLA-coated paper, the backup option might be water-based barrier cups approved for compostability. 

Why Are Backup BOMs Crucial in Fulfillment?

1. Continuity during shortages — If one raw material isn’t available, production can immediately pivot to the backup. 
2. Consistent customer experience — Alternative packaging still meets heat, grease, and moisture resistance standards. 
3. Cost control — Avoids emergency sourcing at inflated prices when shortages hit. 
4. Compliance and certification — Ensures substitutes remain within regulatory and eco-certification requirements. 

How Do They Work in Practice?

• Pre-approved testing: Backup options are tested for performance before shortages happen, so there’s no delay in switching. 
• Documentation: Vendors keep BOMs on file, making production changes seamless. 
• Forecast integration: Usage data ensures both primary and backup materials are forecasted in quarterly or yearly planning. 

Example: A restaurant group using bagasse trays might face a fiber shortage during peak harvest cycles. Because their backup BOM includes palm leaf and certified recycled kraft trays, fulfillment continues without disruption.

Steps to Build an Effective Backup BOM

1. List primary materials for each packaging item. 
2. Identify 1–2 substitutes that are tested and certified. 
3. Validate performance with real menu items and conditions. 
4. Document approvals with suppliers so production can switch quickly. 
5. Review annually to update as new sustainable materials emerge. 

Final Thoughts

Backup BOMs act like an insurance policy for packaging. They give businesses the flexibility to keep fulfillment running smoothly, no matter what happens in the supply landscape.

At Direct Source Procurement (DSP), we help brands design packaging solutions with backup BOMs that balance performance, sustainability, and cost efficiency. Contact DSP today to ensure your fulfillment process stays reliable.

FAQs

1. What is a backup bill-of-materials (BOM)?
A backup BOM is a pre-approved list of alternative materials that meet the same specifications as your primary packaging, ensuring production continuity during shortages.

2. Why do foodservice and packaging businesses need backup BOMs?
They prevent fulfillment delays, reduce emergency sourcing costs, and maintain consistent customer experience when materials are unavailable.

3. How do backup BOMs support sustainability goals?
They include certified eco-friendly substitutes like bamboo, palm leaf, or recycled kraft to stay compliant with sustainability standards.

4. How are backup BOMs maintained?
Suppliers document and update BOMs annually, testing substitutes to ensure ongoing performance and compliance.

5. What’s the first step to building a backup BOM?
Start by listing all primary packaging materials and identifying 1–2 certified, tested alternatives for each item.