Brands · Cosmetics
Own the record, even when someone else makes it.
Every product, manufacturer and market runs on one record, so you see problems before your retailer does.
Today
The launch date is fixed. The formula came back from the CM changed, and nobody's told regulatory yet.
Marketing, sales, procurement, NPD and regulatory all have to align, usually across more than one manufacturer, sometimes with the BOM split between suppliers. Tasks scatter, nobody owns the whole picture, and the launch date becomes a guess.
With Worldover
Worldover holds the brief, the full BOM across formulation, components and artwork, supplier documents, compliance screening and the launch plan on one product record.
You can see whether the launch is still on, still compliant and still profitable, without a status call.
The problem
Why the work is slow today,and what's actually causing it.
What the working day looks like now
- 01Formulations sit in spreadsheets, whether they're made in-house or come back from the CM, with limited version control.
- 02CM interactions live in email: sampling, comments and sign-offs in inboxes, so there's no visibility and no forecast.
- 03INCI breakdowns, allergens, TDSs and CoAs arrive as supplier PDFs, and product and packaging data lives on shared drives.
- 04Market screening is done by hand or bought from consultants, per market and per reformulation.
- 05PIFs, CPSRs, claims substantiation and labels are compiled manually, with artwork approval cycles running on top.
Why the current stack creates the problem
- Legal responsibility for everything you launch sits with one team, often one person, while the data sits with everyone else.
- A formula change can break compliance quietly, because screening happened at a point in time and the formula moved on.
- PLM, regulatory and procurement tools don't integrate, so the same data gets re-keyed and the company moves slowly.
- Commercial and product data never meet, so forecasts, launches and stock decisions run off separate exports.
The cost of doing nothing
Launches slip, consultants get paid again for the same screening, and you carry legal responsibility for a portfolio you can't see in one place.
How Worldover changes the workflow
- One product record carries the full BOM across formulation, components and artwork, however many manufacturers touch it.
- Every formulation is screened against market regulation and retailer lists, including Sephora Clean, Ulta, Credo and Amazon, before a change ships.
- AI agents chase, extract and file supplier documentation, so INCI breakdowns, allergens, TDSs and CoAs stop living in attachments.
- Templated launch projects with stage-gates and approvals replace the chase across marketing, procurement, regulatory and three CMs.
Build your setup
These are the modules we typicallyoffer to cosmetics brands.
Brands start with the product record and the work around it, because the hard part isn't making the product, it's coordinating everyone who does.
Starting from operations. We've pre-selected the modules that function runs on. Add or remove anything below.
R&D / PLM
The product and formulation foundation. Where most customers start, because everything else reads from it.
PLM
One product record carrying the full BOM across formulation, packaging components and artwork, instead of a shared drive and several contract manufacturers' spreadsheets.
See it for cosmetics brandsProject Management
Templated launch projects with stage-gates and approvals, so NPD stops being a chase across marketing, procurement, regulatory and three CMs.
See it for cosmetics brandsR&D Lab Software
Screen every formulation against market regulation and retailer lists (Sephora Clean, Ulta, Credo, Amazon) before a change quietly breaks compliance.
Add to your setupAI Agents
Chase, extract and file supplier documentation automatically, so INCI breakdowns, allergens, TDSs and CoAs stop living in PDF attachments.
- Credit-based usage
- Monthly credit subscription
- Upfront migration packs
Packaging Specification
Component specifications, artwork versioning and approval, plus PPWR and EPR reporting against the packaging you actually ship.
See it for cosmetics brandsSupplier Portals
Contract manufacturers and material suppliers put documents straight into the record rather than emailing them to one person.
- Direct supplier input
QMS
Supplier screening, deviations, CAPA and document control once product risk is big enough to need evidence.
See it for cosmetics brandsTesting Management
Stability, compatibility and challenge tests tracked against the formulation they belong to, wherever they're run.
See it for cosmetics brandsCRM
Retailer and channel relationships held next to the product data they keep asking about.
See it for cosmetics brandsMRP / MES
Making and moving the product. Batch execution, planning, stock and the warehouse.
Demand Planning
Forecast from real sell-through so the stock-to-sales ratio stops being the number everyone argues about.
- Demand forecasting
- Sales velocity tracking
- Production planning integration
Inventory Management
One view of stock, open orders and supplier POs.
- Inventory overview
- Stock and non-stock items
- Request stock
Only if: You hold and move your own stock rather than leaving it with a 3PL or your manufacturer.
In your setupERP
The financial backbone, running on the same substance-aware records.
ERP
Ledger, payables, receivables and order management on substance-aware data.
- General ledger
- Accounts payable
- Accounts receivable
Only if: You want finance running on the same product records as everything else.
See it for cosmetics brandsWhat we wouldn't sell you
- MES: You don't run the production floor. Your manufacturers do.
- Production Planning: Scheduling machines and labour isn't your operation.
- Warehouse Management: Bin-level warehouse control is rarely a brand problem.
Your setup
Inventory Management + Demand Planning + Supplier Portals + ERP + AI Agents
What it connects
Supplier requests, incoming specifications and certificates, extracted substance data and the raw material record.
How the workflow changes
Requesting, chasing and reading supplier documentation stops being a person's week. Data is extracted into the raw material record and only exceptions reach the team.
Scope note
Inventory Management and ERP may not be needed if that part of the operation doesn't apply to you. Worldover can still connect the remaining workflows without it.
Take this setup with you
Get your setup as a PDF.
The modules you've selected, what each one covers and how they connect, written up as a document you can share internally.
Worldover supports connected regulatory workflows, product documentation, approvals and the operational data behind them. It isn't a regulatory consultancy service.
Willow finds answers, prepares work and routes decisions using the live operating record. Material actions remain governed by permissions, approvals and audit history.
5 selected
See your setupCommon questions
What cosmetics brand teamsask us most.
The questions that come up in nearly every conversation, answered plainly.
We don't manufacture. Is this still relevant?
Yes. The hard part for a brand isn't making the product, it's coordinating everyone who does. Worldover holds the product record, the supplier documents and the launch project, and your manufacturers put their documents straight into it through a portal.
Can it screen formulations against retailer standards, not just regulation?
Yes. Screening runs against market regulation and retailer lists such as Sephora Clean, Ulta, Credo and Amazon, plus any blacklist you maintain yourself.
What happens when a contract manufacturer changes the formula?
The change lands on the product record, and the compliance screen, the documentation and the packaging data are reassessed against it rather than staying on the old version.
Do we need to replace our finance system?
No. Most brands start with the product record and the launch work, then extend into stock and finance only if they hold their own inventory.
Cosmetics brands: the questions people search
- What software do cosmetics brands need?
- Cosmetics brands need new product development and project tracking, a controlled formula and specification record shared with their contract manufacturers, claim substantiation, and regulatory notification management for each market they sell into. Because the making is outsourced, the brand's real asset is the product record, so the system of record matters more than the shop floor tooling.
- How do brands keep control of formulas made by a contract manufacturer?
- Control comes from versioning the formula and specification centrally and giving the manufacturer access to the current version, rather than emailing revisions. The test is whether you can say which formula version a given batch on shelf was made to, and what changed since the safety assessment was signed.
- What do you need to launch a cosmetic product in the UK and EU?
- You need a Responsible Person in each territory, a completed Product Information File including a signed CPSR, GMP evidence for the manufacturing site, substantiation for every claim on pack, and a notification via CPNP for the EU and SCPN for Great Britain before the product goes on sale.
The connected system
When your systems work together,AI can finally be useful.
Worldover is built as one operating system. The best version isn't a collection of modules; it's one record for every substance, product, batch and customer. Willow doesn't replace expert judgment. It removes the searching, re-keying and chasing that slow your teams down.
Go deeper
Resources for cosmetics brand teams
Request a demo
Tell us where the friction sits today and we'll map the Worldover setup that removes it.
Research
Compared with the alternatives
If you're still building a shortlist, these break the market down side by side.
- ShortlistBest software for cosmetics brands in 2026The shortlist for brands running NPD, suppliers and compliance together.Read it
- ShortlistBest regulatory compliance software for cosmetics in 2026PIF, CPSR, CPNP, SCPN and MoCRA coverage compared across the market.Read it
- ShortlistBest PLM software for beauty brands in 2026PLM options for beauty, and where each one stops short of regulation.Read it
- ComparisonWorldover vs Centric PLMProduct development depth against a fashion-led PLM.Read it