A cosmetics manufacturer manages its own brand’s products and its contract clients’ orders at the same time. Each product’s formula, INCI list, product information file and regulatory notification sit in a different place; when packaging components run short the filling line stands idle, and expiry dates are chased in Excel. In the system we build, the formula, INCI list and product information file are kept together on the product card. A batch production order produces the raw material and packaging requirement, every batch is labelled with its lot and expiry date, and contract clients follow their order’s progress from their own portal.
Problems we see among cosmetics manufacturers
- Formulas and product information files scattered across folders
- Missing packaging or labels discovered only at filling
- Batch-level expiry date tracking that is hard to keep up
- Contract clients constantly asking for status updates
Modules
Formula and INCI
Percentage formulas, INCI-ordered ingredient lists and version history.
Product file
Safety assessment, stability tests and notification data such as CPNP.
Batch production
Production order with bulk preparation, filling and packing steps.
Packaging stock
Requirements and order plan for bottles, caps, pumps, labels and cartons.
Lot and expiry
Batch number, manufacturing and expiry date, quarantine and release.
Contract client portal
Client-specific order status, samples awaiting approval and documents.
How it works day to day
- 1
An order arrives and the product formula and packaging tree are called up.
- 2
Raw material and packaging shortages go to purchasing.
- 3
The bulk is prepared and filling starts once quality control passes.
- 4
At the end of filling and packing the batch is labelled with lot and expiry date.
- 5
The batch is released, then shipped and the contract client is notified.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For boutique brands with a handful of products, the bill of materials and lot tracking of an ERP are often enough.
When custom software pays off
For facilities doing contract manufacturing and managing hundreds of formula and packaging combinations, a custom system that joins formulas, product files and a client portal saves noticeable time.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 22 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €550 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does the system make the regulatory notification?
The data needed for the notification is kept ready on the product card, and export or quick-entry support is set up according to what the notification portal offers.
Can contract clients see each other’s products?
No. Each client sees only their own orders and documents, and formula details are never shared.
Is our formula data safe?
Formulas are stored encrypted, viewing depends on permissions and every access is written to the audit log.
Can a batch be found in a recall?
Yes. A traceability report from raw material lot to batch and from batch to customer is produced in minutes.
