Worldover, AI operating system for substance-based businesses

    Cosmetics · QMS

    QMS for cosmetic ingredient providers

    Today

    A customer reports an off-specification result on a grade you shipped months ago, and finding the batch record means calling the plant and waiting.

    Generic quality systems are built around finished products moving through a single site. You supply grades and lots to many customers, each with their own agreed specification, and a complaint needs to be traced to a batch fast.

    With Worldover

    Worldover QMS connects batch and lot records, agreed specifications, customer complaints and corrective actions to the grade and substance they concern.

    A complaint is traced to its batch and root cause quickly, and a pattern across customers is visible before it becomes a recall.

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    The problem

    Why generic QMS failscosmetics ingredient provider teams.

    Batch records are held per site

    When production runs across multiple sites, batch history is fragmented and slow to assemble for an investigation.

    Customer specifications vary from the published range

    Agreed limits tighter than your standard specification live in commercial files, not the quality record.

    Complaints aren't linked across customers

    The same lot supplied to three customers looks like three unrelated complaints instead of one root cause.

    A working day

    An off-specification complaint

    1. A customer reports a result outside their agreed limit on a recent delivery.

    2. Today: the quality team requests the batch record from the site and checks the customer's agreed specification separately.

    3. In Worldover: the batch, its test results and the customer's agreed limit are already on one record.

    4. Two other customers who received the same lot are identified immediately.

    5. A corrective action is opened against the lot and tracked to closure across all three accounts.

    How it runs

    How QMS worksinside Worldover.

    01

    Batches and lots carry test results

    Every lot's results are held against the grade and specification it was released against.

    02

    Customer-agreed limits are on the record

    Where a customer's specification is tighter than published, it's visible to whoever handles their complaint.

    03

    Complaints link to batch and customer

    A complaint records the lot supplied, so shared causes across customers surface immediately.

    04

    Corrective actions close the loop

    Actions attach to the substance, grade and affected customers, and their effectiveness is checked before closure.

    What's in it

    The detail behindQMS.

    FDA 21 CFR Part 11FDA 21 CFR Part 111

    Testing Management

    Test 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.

    QMS

    Training, 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.

    The difference

    Why the substance recordmakes the difference.

    A quality problem in ingredients is a substance and lot problem first. Holding the substance record means one investigation can answer for every customer and grade the affected lot touched.

    Better together

    What changes when QMSshares a record with the rest of your setup.

    QMS + PLM

    Specifications used to judge a complaint are the same ones the grade record holds.

    Explore PLM

    QMS + CRM

    Complaint status and resolution are visible to the account team handling the customer.

    Explore CRM

    QMS + R&D

    Root cause findings inform whether reformulation or process change is needed.

    Explore R&D

    Willow

    What teams actually askonce the record is in one place.

    • Which other customers received the lot involved in this complaint?
    • Which customers have a tighter agreed specification than our published range for this grade?
    • Summarise open corrective actions by substance for this quarter.

    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.

    Request a demoBack to cosmetics ingredient provider software
    Cosmetic ingredient provider softwareWorldover vs MasterControlGuide: electronic batch records in cosmetics

    Research

    Compared with the alternatives

    If you're still building a shortlist, these break the market down side by side.