Cosmetics · QMS
QMS for cosmetics distributors
QMS for cosmetics distributors. Supplier approval, incoming checks and lot release sit on the product record, so only cleared stock is ever offered for dispatch.
Today
A lot arrives from an approved supplier with a certificate that doesn't quite match the agreed specification, and it sits on the shelf next to lots that were checked properly.
Generic QMS assumes you make the product and control the process. You're checking someone else's work: supplier approval, incoming documentation and specification conformance, and a failure here is a failure to catch, not to prevent.
With Worldover
Worldover QMS connects supplier approval status, incoming checks against specification, and lot release decisions to the stock and dispatch record.
Only lots that have actually cleared your checks are available to pick, and a rejected lot can't ship by accident.
What's in it
What QMSdoes inside Worldover.
The operational outcomes come first. Open any area to inspect the underlying controls, records and technical detail.
Standards and regimes
01Testing ManagementTest protocols, scheduling, results and approvals with full audit trail.
Test protocol library
Pre-built and customisable protocols (stability, compatibility, microbial and others) with configurable parameters and pass/fail criteria.
Test scheduling
Schedule tests against formulations, raw materials and finished products, with status tracking and automated reminders.
Results management
Record and approve results with a full audit trail, linked back to formulations, products and batches.
Approval workflows
Configurable approvals with role-based sign-off.
Test reporting
Reports for internal QA and external regulatory submission.
Integration with formulation and PLM
Results feed release decisions and regulatory documentation directly.
02QMSTraining, document control and CAPA. Supports FDA 21 CFR Part 11.
Training
Monitor training for individuals and the team as a whole as the operation scales.
Auto-reminders
Automatic reminders for outstanding training items.
Document control
Change management across SOPs, batch documentation, training records and health and safety, with 21 CFR Part 11 electronic records and a full audit trail.
CAPA reporting
Customisable CAPA covering corrective and preventive actions, deviations and change control, supporting 21 CFR Part 111 record-keeping.
One workflow, end to end
An incoming lot with a discrepancy
The difference isn't another isolated tool. It's the same work running from one live record.
Where work breaks
Supplier approval is a one-off exercise
A supplier is approved once, then nothing tracks whether subsequent deliveries continue to meet the agreement.
Incoming checks aren't linked to release
A certificate of analysis is filed after goods-in, but the lot is already available to sell before anyone has actually reviewed it.
Deviations are handled outside the record
A lot with a minor non-conformance gets a verbal decision to ship anyway, with no trace of who approved it or why.
- 01
A delivery arrives with a certificate of analysis showing a value at the edge of the agreed specification.
- 02
Today: goods-in books the stock as received, and the discrepancy is noticed later if at all.
- 03
In Worldover: the lot is held pending review the moment the certificate is logged against the specification.
- 04
A quality decision is recorded, whether to release, quarantine or reject, with the reasoning attached.
- 05
Only a released lot becomes available for allocation, and the decision is visible to anyone who checks the lot later.
With Worldover
- 1
Supplier approval is a living status
Approval is tracked per supplier and reviewed against ongoing performance, not fixed at onboarding.
- 2
Incoming checks gate availability
A lot is held until its certificate is checked against the agreed specification, not made available on receipt.
- 3
Release decisions are recorded
Every release, quarantine or rejection is logged with the reasoning, so the decision can be reviewed later.
- 4
Dispatch respects release status
A held or rejected lot can't be picked, allocated or shipped by mistake.
Connected inside Worldover
One product workflow.Every consequence connected.
Your quality function is largely a check on someone else's substance. Recording supplier performance, incoming checks and release decisions against the lot is what turns that check into evidence rather than a memory.
Willow
Useful AI starts with live operational context.
Scoped permissions, human approval for anything material and a full audit trail of every action.
- Which incoming lots are currently held pending quality review?
- What is our supplier's discrepancy rate over the last year?
- Which lots were released with a recorded deviation, and who approved it?
Buyer confidence
A specialist system, without a specialist-system rollout.
Worldover combines detailed operational control with a practical route to a live first phase.
- 50+
- Enterprise customers across cosmetics, chemicals and supplements
- 4 to 7
- Point systems typically retired, most within 6 months of go-live
- 12 to 16 weeks
- To a live Phase 1, not a multi-year programme
- 1 record
- Per substance, everywhere it appears
See it on your operation
Book a 30-minute slot
Give us the essentials, then choose a 30-minute slot directly in the right person’s calendar. We’ll use your workflow, products and documents, not a generic slide deck.