Cosmetics · CRM
CRM for cosmetic ingredient providers
Today
You send hundreds of samples a year and can't say which ones led to a formulation, let alone to an order.
Generic CRM tracks opportunities, not the technical work that creates them. In ingredients the sample and the answer are the sales process, and neither fits a pipeline stage.
With Worldover
Worldover CRM connects enquiries, sample requests, document issue and application requests to the grade, specification and trial data behind them.
Sales answers technical questions immediately, samples are followed up on purpose, and you can see what your technical support actually earns.
USED BY 250+ INDUSTRY LEADERS
The problem
Why generic CRM failscosmetics ingredient provider teams.
Samples vanish after dispatch
Without a follow-up loop tied to the sample, the majority are never chased, and the reason they failed is never learnt.
Document requests are ad hoc
Specifications, certificates and declarations are emailed individually, so nobody knows who holds what.
Technical questions bottleneck on people
One or two experts answer everything, and their answers aren't captured for reuse.
A working day
A sample request
A formulator requests samples of two grades for a new face cream.
Today: the sample ships with a generic pack, and nobody follows up until the salesperson remembers.
In Worldover: the request records the grade, lot, documents sent and the application it's intended for.
A follow-up is scheduled with the relevant demo formulation attached.
The outcome, whether formulated in or rejected and why, is recorded against the grade for the next enquiry.
How it runs
How CRM worksinside Worldover.
01
Enquiries attach to grades
Every question is recorded against the ingredient it concerns, building a reusable answer library.
02
Samples are tracked end to end
Lot, documents, cost, follow-up and outcome are on the record, so conversion is measurable.
03
Documents issue from the record
Customers receive current specifications and certificates, with version and recipient logged.
04
Technical support is routed and measured
Application requests become tracked work with visible cost and commercial return.
What's in it
The detail behindCRM.
Quote Management
Central costing matrix with detailed breakdowns and quote management per product.
Central costing matrix
A flexible costing matrix holding categories such as equipment, administration, shipping and labour.
Detailed costing breakdown
Each category breaks into line items, each with fixed and variable costs.
Costing modules
Cost against packaging ratios, vessel sizes and other real production variables.
Quote management
Manage every quote associated with a product.
Customer Portals
Share your catalogue, data and documents with customers under permission control.
Permissioned sharing
Share data and documentation with customers through a portal, with permission control over exactly what is shared.
Product catalogue
Publish a live catalogue of the products you sell, drawn from the same records as your stock and documentation, so pricing, pack sizes, grades and availability are never out of date.
Catalogue search and filtering
Customers search and filter your catalogue by product name, INCI or CAS number, function, origin, certification or grade, and open the linked SDS, CoA and specification from the listing.
Catalogue visibility control
Decide which customers or customer groups see which products, prices and documents, so distribution agreements and territory restrictions are respected automatically.
Sample and quote requests
Customers request samples, pricing or quantities straight from a catalogue listing, and the request lands against the product and account record rather than in an inbox.
Product brochures and dossiers
Generate branded product brochures and dossiers straight from the product record, pulling current specifications, certifications, origin statements and SDSs into a single shareable document.
CRM
Contacts, accounts, pipeline and activity tracking linked to platform data.
Contact management
Centralised contact and account records linked to orders, products and documents.
Account and company management
Company records with subsidiary structures, key stakeholders and account history.
Deal and opportunity pipeline
Configurable pipeline with stage management, probability and deal value reporting.
Activity tracking
Emails, calls, meetings and tasks logged against contacts and accounts.
Task management
Tasks linked to contacts, accounts and deals.
Platform data integration
CRM accounts link to products, formulations, orders and regulatory records, giving one commercial and operational view.
The difference
Why the substance recordmakes the difference.
Customers evaluate ingredients on substance facts: INCI, origin, purity, compatibility, regulatory status. Because the CRM shares the substance record, sales gives the same answer as the lab, every time.
Better together
What changes when CRMshares a record with the rest of your setup.
CRM + R&D
Enquiries draw on existing application work instead of starting a new project.
Explore R&DCRM + PLM
Documents sent to customers are always the current version.
Explore PLMCRM + CRM (chemicals)
One account view across cosmetic and chemical customers buying the same substances.
Explore CRM (chemicals)Willow
What teams actually askonce the record is in one place.
- Which samples sent in the last six months have had no follow-up?
- What is our sample-to-order conversion by grade?
- Draft a technical response to this enquiry using our current specification and trial data.
Willow doesn't replace expert judgment. It removes the searching, re-keying and chasing between the systems that hold your answers.
Request a demo
We'll walk through your current workflow, then show the same workflow running on one record.
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
- ComparisonWorldover vs spreadsheets and shared drivesThe real cost of the stack most teams are still running.Read it
- ShortlistBest cosmetics AI software in 2026AI tools for beauty, ranked on what they do with your live product data.Read it