Digital batch records
Batch sheets on a tablet with weights, temperatures, mixing steps, photos and operator sign-off.
Cosmetics manufacturing software: batches, labels & orders
Cosmetics manufacturers: every batch traceable. Mix more, chase less.
Batch records live on a clipboard, ingredient lots are tracked loosely and private label clients email every second day asking where their order's up to. We build cosmetics manufacturing systems that trace every batch from the drum to the jar, keep labels accurate and give clients their own portal. Then we host them and look after them.
Looking for cosmetics batch tracking or manufacturing software?
A cosmetics maker is a lab, a factory, a compliance office and a wholesaler under one roof. Formulas sit in spreadsheets. Batch sheets get filled in by hand. Raw materials arrive with a CoA nobody files and the label artwork is a document someone last updated in March. Then a private label client asks for a stability report and the hunt begins.
Wollopit builds custom cosmetics manufacturing software around how your production floor actually runs. Formulas drive batch sheets. Batch sheets pull ingredient lots and update stock. Ingredient lists build themselves from the approved formula. Private label clients see their own orders and approvals in a portal. We connect the tools you already use like Xero, Cin7 or Shopify, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from cosmetics manufacturers
Does your cosmetics manufacturer have these problems? Here's how we'd fix them.
Most makers we talk to make beautiful product and run the back end on clipboards, spreadsheets and memory. It holds together right up until a retailer audit or a recall.
- The problemBatch records on clipboardsWeights, temperatures and sign-offs get scribbled on paper, then filed in a folder nobody wants to open.How we fix itDigital batch sheets on a tablet with target weights, actuals, mixing steps and operator sign-off.
- The problemIngredient lots go untrackedA drum of shea butter gets used across six batches and nobody wrote down which supplier lot it was.How we fix itLot tracking from goods in to batch, so every jar links back to the drum it came from.
- The problemA recall would take daysWorking out which batches used a dodgy preservative lot and who bought them means digging through folders and invoices.How we fix itTrace forwards or backwards in minutes: ingredient lot to batch to customer, ready to export.
- The problemIngredient lists typed by handINCI names, descending order and allergens get retyped onto artwork. One formula tweak and the label is wrong.How we fix itIngredient lists generated from the approved formula in the right order, ready for the label printer.
- The problemFormulas in Final_v7_REAL.xlsxNobody's sure which version is current. The chemist changed a percentage and production never heard about it.How we fix itA formula library with versions, approvals and locked production copies so the floor always mixes the right one.
- The problemPrivate label clients chasing updatesBrands email about samples, artwork approvals and ship dates. Your inbox becomes the project manager.How we fix itA client portal with orders, sample rounds, artwork sign-off, batch status and documents in one place.
- The problemRaw materials run out mid-batchThe emulsifier is short, the batch is already on the schedule and the supplier's lead time is three weeks.How we fix itStock tied to the production plan, with shortfall warnings and reorder points that allow for supplier lead times.
- The problemBatches stuck in limboNobody's sure if the micro results are back or whether that batch is cleared to ship.How we fix itQC holds and release status per batch, with test results attached. Nothing ships until it's signed off.
- The problemPaperwork scattered everywhereSDS, CoAs, stability reports and AICIS records live across email, Dropbox and someone's desktop.How we fix itEvery document filed against its ingredient, formula or batch, with review dates and reminders.
- The problemShelf life tracked looselyExpiry dates, PAO periods and stock rotation rely on someone remembering.How we fix itExpiry per batch, first-expiry-first-out picking and alerts before finished stock goes stale.
- The problemCostings out of dateRaw material prices went up twice this year. The cost per jar on the spreadsheet didn't.How we fix itLive costings per formula and pack size from current ingredient, packaging and labour costs.
- The problemStockist orders by emailSalons, pharmacies and boutiques email their orders, then someone retypes them into Xero.How we fix itA wholesale portal with trade pricing and quick reorders, with invoices flowing into Xero or MYOB.
02What we build
Solutions
What we build for cosmetics manufacturers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Ingredient lot tracking
Supplier lots captured at goods in and linked to every batch they end up in.
Recall & traceability reports
Ingredient to batch to customer in minutes, forwards or backwards, ready to export.
Formula library
Every formula with versions, percentages, approvals and a locked production copy.
Ingredient list generator
INCI lists in descending order with allergens flagged, built from the approved formula.
Private label client portal
Client briefs, sample rounds, artwork approvals, order status and documents per brand.
Production planning
A weekly production board with batch sizes, filling runs and material checks before anything starts.
Raw material stock & purchasing
Stock levels, reorder points, supplier lead times and purchase orders tied to the plan.
QC & batch release
Holds, test results, micro and stability checks with sign-off before release.
Compliance document register
SDS, CoAs, stability reports and AICIS records filed with review reminders.
Costing & pricing
Cost per unit from live ingredient, packaging and labour costs, with wholesale and retail margins.
Wholesale & stockist portal
Trade accounts with their own pricing, reorders and invoices into Xero or MYOB.
Online shop sync
Finished stock shared with Shopify or WooCommerce so the website never sells what you haven't made.
Dispatch & fulfilment
Picking by batch and expiry, with labels and tracking through StarShipIt, Australia Post or Sendle.
03The systems
The big ones
Your whole lab and factory, on one system.
These are the systems cosmetics makers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Batch records & traceability
Every jar knows where it came from.
Batch sheets move off the clipboard and onto a tablet beside the mixer. Operators scan the ingredient lot, log the actual weight and sign off each step. When someone asks which batches used a particular drum you've got the answer before they finish the question.
- Batch sheets generated from the formula
- Scan ingredient lots as you weigh
- Target and actual weights side by side
- Temperatures, mixing times and photos
- Operator sign-off per step
- Batch numbers printed on labels
- Ingredient to batch to customer trace
- Recall report in minutes
- Rework and scrap recorded
- Full history kept for audits
Formulas & labels
One approved formula. One correct label.
Your formulas live in one library with proper versions and approvals. Production only ever sees the locked copy. The ingredient list builds itself from that formula in the right order with allergens flagged, so the artwork matches what's actually in the jar.
- Formula versions with change notes
- Chemist approval before production
- Locked production copies
- INCI names from your ingredient library
- Ingredient lists in descending order
- Fragrance allergens flagged
- Scale formulas to any batch size
- Label-ready text for your printer
- Warning that artwork needs updating
- Cost per formula and pack size
Private label portal
Clients stop emailing. They just log in.
Each private label brand gets its own login to submit briefs, review samples, approve artwork and watch their batch move through production. Specs and documents live with the project instead of in a reply-all thread.
- A login per client brand
- Briefs and specs in one place
- Sample rounds with feedback
- Artwork approval and sign-off
- Live order and batch status
- CoAs and batch docs per order
- Reorders from past runs
- MOQs and lead times shown upfront
- Deposits and invoices via Xero
- Clients only see their own work
Production planning & stock
Know you've got everything before you start mixing.
A production board shows what's being made each day and checks every batch against raw material and packaging stock. Shortfalls show up while there's still time to order. Finished goods land in stock by batch and expiry the moment they're released.
- Weekly production board
- Material check per planned batch
- Packaging and component stock
- Reorder points with lead times
- Purchase orders to suppliers
- Goods in with lot and expiry
- Finished stock by batch
- First-expiry-first-out picking
- Stock shared with Cin7 or Unleashed
- Shop and wholesale stock in sync
QC & compliance
Audit ready on a random Tuesday.
Every batch carries its QC status, test results and release sign-off. SDS, CoAs, stability reports and AICIS records are filed against the ingredient or formula they belong to. Review dates remind you before anything lapses.
- QC holds and quarantine status
- Micro and stability results attached
- Release sign-off before dispatch
- SDS and CoA per ingredient lot
- Stability schedules and reminders
- AICIS records per ingredient
- Supplier approvals and reviews
- Complaints linked to batches
- Document review dates
- Export packs for retailers and clients
04How it changes
Before and after
A private label run, wolloped.
Here's how a private label batch could change. Every maker is different, so we map yours first.
Before
- Client emails a brief with three attachments
- Formula copied from an old spreadsheet
- Batch sheet filled in by hand and lot numbers missed
- Ingredient list retyped onto the artwork
- Client emails twice asking for a ship date
- CoA hunted down when they ask for it
After
- Client submits the brief in their portal
- Approved formula version locked for production
- Batch sheet on a tablet with lots scanned in
- Ingredient list generated from the formula
- Client watches the batch status update live
- Batch docs waiting in their portal on dispatch
05Services
Everything under one roof
Software, websites and systems for cosmetics manufacturers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for cosmetics manufacturers
Built around how your cosmetics manufacturer actually runs: digital batch records, ingredient lot tracking and the admin in between, in one system you own.
Websites for cosmetics manufacturers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Cosmetics manufacturer system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for cosmetics manufacturers
Recall & traceability reports and formula library: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Cin7 so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your cosmetics manufacturer, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside inventory platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Cin7
- Unleashed
- Katana
- MRPeasy
- Shopify
- WooCommerce
- Faire
- Stripe
- StarShipIt
- Australia Post
- Sendle
- Microsoft 365
- Google Workspace
- Dropbox
- HubSpot
- Klaviyo
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your cosmetics manufacturer: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the lab, on the production floor and in the office, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your formulas, batches, lots, labels, clients, stock, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually batch records and lot tracking first, so you get a win before your next audit.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things cosmetics manufacturers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it help with recall readiness?
Yes. Because every batch is linked to ingredient lots and customers, you can find affected products and buyers in minutes instead of days.
Will it make our labels compliant?
It builds the ingredient list straight from the approved formula using the INCI names and ordering rules you set, with allergens flagged. Your team or regulatory adviser still gives the final tick. The system just stops typos and outdated lists getting through.
Can private label clients see each other's work?
No. Each brand gets its own login and only sees its own briefs, samples, orders and documents.
We already use Cin7 or Unleashed. Do we have to switch?
No. If your inventory or accounting platform is doing its job, we build around it and keep stock in sync. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can operators use it on the production floor?
Yes. Batch sheets run on tablets or phones with big buttons, barcode scanning and sign-off, so nobody has to walk back to the office to log a weight.
Can it handle our formulas securely?
Yes. Formulas are your crown jewels, so access is set per person. Operators see the batch sheet they need without seeing the full formula library.
How much does a cosmetics manufacturing system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like digital batch records or a client portal can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most cosmetics manufacturers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a cosmetics manufacturer problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.