Formulation Challenges: The Role of Batch Records and Quality Control in Ingredient Sourcing

I had a trip coming up, meaning I had to prepare everything in advance. I meant for my batches to be ready to pack and ship as soon as I got home, so I made a large bowl of the scrub - enough to fill about 30 jars - and kept repeating the process. The shea butter and coconut normally soften and melt slightly under the heat of the mixer, which is normal, and then turn into a lovely softish mousse-like stable texture, which feels lovely on application.

I filled the jars and left them to solidify for a few hours. But nothing happened. They remained soft and almost liquid-like. It wasn't a hot day where I could understand if the butters were struggling. I kept checking, and yet, they remained unchanged. This wasn't how it was supposed to go!

I was racing against the clock as I had planned to have all 100 batches ready to be shipped before I went on my trip.

The importance of keeping batch records

After speaking to a few friends in the industry, I decided the best thing to do was to make a batch, adding in one ingredient at a time to see how they behaved. It would be time-consuming, but it would allow me to note any changes and try to find the culprit ingredient. I kept batch records for all ingredients purchased and used. For this, I've created an Excel spreadsheet and a tab for each of my products. Within each sheet in its own table, I list the date of manufacturing that batch, then I list the ingredients alongside the supplier of said ingredient and the batch number which is often found in the ingredient packaging. I have a date stamp and use that as my batch number to add to my product labels.

Specific information to include in your batch records:

• The date the batch was made
• Ingredients used
• Supplier details
• Batch numbers

Dalia's pro tip: "To ensure I manage batch records and ingredient quality effectively, I record all ingredients as I go along when manufacturing so it's not something I put to one side to do later on - with the risk of forgetting to do it. It doesn't need to be overcomplicated, just make it as easy as you can for yourself."

It took me a full day of testing to find out that it was, in fact, the shea butter that wasn't setting. I had found the culprit! It hadn't even crossed my mind that shea butter could vary in quality from each supplier - I'd never had this problem with my usual supplier.

I didn't feel confident that I could send the scrubs over to the buyer, so I had to tell them that I needed to change my order. I felt anxious about this, as it was my first wholesale order since starting. It could mean them cancelling their order and not working with me in the future, as it could be interpreted as me not being a reliable brand.

I told them that I had a problem with the products and wouldn't feel comfortable sending them due to the quality. They were understanding, and asked for body butters instead. 

Different suppliers, different ingredient quality

Luckily, at that point my usual supplier had restocked. I managed to order and get the ingredients delivered by the time I got home from my trip. I did a quick quality check and the butter remained exactly how I wanted it. I managed to pull an all-nighter and got 110 body butters made, packaged and sent in time.

A few lessons were learned here:

• Variations in ingredient quality: This underscores the importance of rigorous quality and stability checks, especially when sourcing from different suppliers. The same ingredient can exhibit distinct characteristics depending on its source, making thorough evaluation essential for maintaining product integrity. This can also be outsourced; you can find the right service provider for you on Covalo.
• The importance of keeping batch records: By diligently tracking each ingredient, its origin, and purchase details, you can gain invaluable insights into your formulation process. This attention to detail proved instrumental in identifying the problematic ingredient - in my case, shea butter - and ultimately resolving the issue.
• Haste makes waste: This rings especially true in formulation and wholesale orders. Planning and ordering ingredients well in advance provides the necessary time to conduct thorough testing and ensure product quality. This foresight not only prevents costly mistakes but also enhances overall efficiency and effectiveness.

These lessons emphasize the importance of vigilance, organization, and strategic planning in the formulation process. By applying these principles, formulators can navigate challenges more effectively and achieve greater success in their product development.

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