Help & Getting Started

What is Batch Buddy?

Batch Buddy is a comprehensive PLM-ERP platform designed for professional formulators and manufacturers across multiple industries including supplements, food, cosmetics, and industrial products.

PLM (Product Lifecycle Management)

Formulation development
Ingredient management
Recipe optimization
Version control

ERP (Enterprise Resource Planning)

Inventory tracking (FIFO)
Cost intelligence
QuickBooks integration
Financial analytics

Your First 30 Minutes

Step 1: Build Your Ingredient Library (5 minutes)

Start by adding ingredients to your private library:

Browse our Public Library with 1000+ pre-loaded ingredients
Explore the Marketplace with supplier pricing
Add ingredients with one-click to your private collection

Pro Tip: Use the search function to quickly find ingredients by name or category

Step 2: Create Your First Formulation (10 minutes)

Design your first product formula:

Set your batch size and target units
Add ingredients from your library, public database, or marketplace
Specify quantities and watch real-time cost calculations
Drag and drop to reorder ingredients

Cost Intelligence: See live cost comparisons across different ingredient sources

Step 3: Manage Your Inventory (5 minutes)

Track your raw materials efficiently:

Add inventory items with batch numbers and expiry dates
Use FIFO tracking for automatic lot rotation
Bulk upload via CSV for large inventories
Monitor stock levels and reorder points

Step 4: Generate Professional Reports (5 minutes)

Create documentation for your formulations:

Technical Specification Sheets with complete ingredient details
Cost Analysis Reports with detailed breakdowns
Professional PDFs for regulatory compliance
Export data for external use

Step 5: Connect QuickBooks (5 minutes)

Integrate with your accounting system:

One-click OAuth connection to QuickBooks
Sync suppliers and purchase orders
Track labor costs and production time
Generate financial analytics and profitability reports

ERP Power: Transform from PLM to full business management system

Key Features & Benefits

Multi-Source Ingredients: Pull from private library, public database, or marketplace
Real-Time Costing: Live cost calculations with source comparison
Batch Scaling: Flexible batch sizes with automatic quantity adjustments
Version Control: Track formulation changes and maintain history
Drag & Drop Interface: Intuitive ingredient reordering

FIFO Tracking: First-In-First-Out inventory rotation
Batch Management: Track lot numbers, expiry dates, and quality control
Bulk Import: CSV upload with intelligent validation
Auto-Creation: Automatically create missing ingredients during import
Production Pulls: Real-time inventory updates during manufacturing

Variance Analysis: Compare estimated vs actual costs
Profitability Analysis: Margin optimization with target pricing
Landed Cost Calculator: Include shipping, duties, taxes, and handling
Historical Tracking: Cost trends and supplier performance
Real-Time Dashboards: Visual analytics and key metrics

OAuth Security: Secure, encrypted connection to QuickBooks
Purchase Order Sync: Create and manage POs directly
Supplier Management: Sync vendor information and pricing
Labor Tracking: Time tracking with overtime calculations
Financial Reports: P&L, cost analysis, and profitability metrics

Complete QuickBooks Guide

Certificate of Analysis (COA)

Quality Control Testing: Track potency, purity, contamination, custom tests
Lab Report Management: Upload PDF reports, CSV data, Excel files
Professional Certificates: Auto-numbered COA generation
Pass/Fail Analysis: Automatic result determination
Multi-Lab Support: Different laboratory tracking

Electronic Batch Records (EBR)

Template Management: Create step-by-step production procedures
Guided Workflows: Real-time step execution with data capture
Electronic Signatures: FDA 21 CFR Part 11 compliant
Deviation Tracking: Quality issues and corrective actions
Audit Trails: Complete compliance documentation

Premium Bundle: Available for Professional ($349) and Enterprise ($699) plans. Includes COA certificates + EBR templates with monthly limits.

Team Invitations: Add team members with role-based permissions
Collaborative Formulations: Multiple team members can work on the same formulation
Shared Ingredient Libraries: Team-wide access to ingredient databases
Production Collaboration: Assign production runs to specific team members
Comments & Notes: Real-time communication on formulations and production
Activity Tracking: See who made what changes and when

Available on: Professional and Enterprise plans with up to 10 team members.

Customer Management: Comprehensive customer database with order history
Order Processing: Create orders from formulations with automatic quantity calculations
Production Linking: Connect customer orders directly to production runs
Shipping Integration: UPS, FedEx, USPS label generation and tracking
Order Fulfillment: Track orders from receipt to delivery
Automated Communications: Order confirmations and shipping notifications

Full B2B Solution: Transform from manufacturing to complete business management system.

Regulatory Compliance Premium Guide

Complete COA and EBR workflow for FDA-compliant manufacturing

Regulatory Compliance Premium Overview

Complete regulatory compliance solution combining Certificate of Analysis (COA) and Electronic Batch Records (EBR) for FDA-compliant manufacturing. Generate professional certificates, manage quality control, and maintain complete batch documentation.

Complete COA Workflow

1. Access Quality & COA

From any production run, click the "Quality & COA" button to start quality control testing.

Available only for users with COA Premium subscription
Accessible directly from production run interface
Integrated into existing production workflow

2. Add Quality Control Tests

Record test parameters including potency, purity, contamination, and custom specifications.

Choose from potency, purity, contamination, or custom test types
Set specifications and record actual test results
Automatic pass/fail determination based on specifications
Track multiple tests from different laboratories

3. Upload Lab Reports

Attach supporting documentation including PDF lab reports, CSV data, and images.

Support for PDF, CSV, Excel, JPG, and PNG files
Secure file storage with timestamp naming
Automatic linking to production runs and tests
Organized file management for audits

4. Generate Professional Certificate

Create official COA certificates with automatic numbering and comprehensive test results.

Automatic certificate numbering (COA-YYYY-XXXXXX)
Overall PASS/FAIL determination based on all tests
Professional formatting for regulatory compliance
Digital certificates with audit trails

Test Types Supported

Potency Testing: Active ingredient analysis
Purity Testing: Identity and composition verification
Contamination Testing: Microbial, heavy metals, pesticides
Custom Testing: Specialized tests specific to your industry

Compliance Features

Digital Audit Trails: Complete test history
Automatic Numbering: Sequential certificate tracking
Multi-Lab Support: Tests from multiple facilities
Document Management: Organized file storage

Complete EBR Workflow

1. Create Batch Record Templates

Design step-by-step production procedures with detailed manufacturing instructions.

Create procedural steps for your production processes
Define parameters and data collection points
Set quality checkpoints and inspection steps
Template versioning and approval workflows

2. Execute Batch Records

Follow guided workflows with real-time data capture during production.

Step-by-step guided execution interface
Real-time parameter entry and validation
Automatic timestamp recording for each step
Progress tracking and completion status

3. Electronic Signatures

FDA 21 CFR Part 11 compliant digital signatures with password verification.

Password-verified electronic signatures
User identity verification and audit trails
Signature binding with completed steps
Non-repudiation and tamper evidence

4. Deviation Management

Track quality issues, deviations, and corrective actions during production.

Real-time deviation reporting and tracking
Corrective and preventive action (CAPA) workflows
Impact assessment and risk evaluation
Deviation approval and closure processes

5. Generate EBR Reports

Professional PDF batch records with complete audit trails and compliance documentation.

Comprehensive batch record PDF generation
Complete audit trails and signature verification
Regulatory-compliant documentation format
Secure archival and retrieval system

EBR Features

Template Management: Version control and approval
Real-time Execution: Guided step-by-step workflows
Data Integrity: Automatic validation and checks
Deviation Tracking: Quality issue management

Regulatory Compliance

FDA 21 CFR Part 11: Electronic signature compliance
Audit Trails: Complete documentation trails
Data Security: Tamper-evident records
GMP Compliance: Good Manufacturing Practice ready

Complete Cost Analysis Guide

Understanding your cost journey from formulation to finished goods

How Cost Analysis Works

Batch Buddy tracks your costs through every stage of manufacturing, comparing estimated costs against actual costs and identifying opportunities for optimization.

The Cost Flow Process

1. Formulation Cost Estimation

Create your formulation and get instant cost estimates based on ingredient prices in your inventory.

Real-time ingredient cost calculation
Batch-size aware cost scaling
Multiple supplier price comparison
Cost per serving analysis

2. Production Run Cost Tracking

During production, track actual ingredient consumption and labor costs.

FIFO inventory pulls with actual costs
Real-time labor tracking (with QuickBooks)
Yield efficiency monitoring
Variance detection and alerts

3. Finished Goods Cost Analysis

Complete the cost journey by creating finished goods with final unit costs.

Packaging cost integration
Final unit cost calculation
Margin analysis and profitability
Cost optimization recommendations

How to Navigate Cost Analysis

From Formulation: Click "Cost Analysis" button to see detailed cost journey
Start Production: Click "Start Production" for immediate manufacturing
Analytics Dashboard: Go to Analytics → Cost Analytics for overview
Compare Batches: Use Analytics → Batch Comparison for performance analysis

Key Metrics to Monitor

Cost Variance: Difference between estimated vs actual costs
Production Efficiency: Yield percentage and waste analysis
Unit Cost Trends: How costs change over time
Performance Score: Overall efficiency combining cost, yield, and time

QuickBooks Integration for Cost Intelligence

How QuickBooks Enhances Your Cost Analysis

When connected, QuickBooks provides real-time financial data that makes your cost analysis more accurate and comprehensive.

Automatic Data Sync

Purchase Orders: Automatically sync ingredient costs from actual invoices
Labor Costs: Real-time employee time tracking with overtime calculations
Vendor Management: Sync supplier information and pricing updates
Financial Reports: Generate P&L and cost analysis reports

Real-Time Cost Intelligence

Landed Costs: Include shipping, duties, and handling fees
Variance Alerts: Get notified when costs exceed thresholds
Profitability Analysis: Track margins and ROI in real-time
Cost Trends: Historical analysis with predictive insights

Secure Integration

OAuth 2.0 encryption ensures your financial data stays secure

Setup QuickBooks

Advanced Cost Analysis Features

Variance Analysis

Compare estimated vs actual costs with percentage variance tracking and visual alerts for overruns or savings.

Performance Benchmarking

Identify your best performing formulations and production runs to replicate successful processes.

Batch Comparison

Side-by-side analysis of production runs to identify cost optimization opportunities and efficiency gains.

Next Steps to Get Started

Create a formulation and note the estimated cost per serving
Run a production batch and track actual ingredient usage
Create finished goods to complete the cost journey
Visit Analytics → Cost Analytics to see your performance dashboard
Use the batch comparison tool to optimize future production

Mobile Optimization & Modern Features

Access Batch Buddy anywhere, anytime

Responsive Design

Batch Buddy is fully optimized for mobile devices, tablets, and desktops with a responsive interface that adapts to any screen size.

Mobile Features

Touch-Friendly Interface: Large buttons and touch-optimized controls
Collapsible Navigation: Clean, organized mobile menu system
Responsive Tables: Horizontal scrolling prevents content overflow
Mobile Actions: Streamlined button layouts for phone screens
Quick Access: Dashboard shortcuts for key functions
Offline Viewing: Cached data for basic viewing without internet

Performance Optimizations

Fast Loading: Optimized CSS and JavaScript delivery
Cache Management: Intelligent browser caching for speed
Lazy Loading: Images and content load as needed
Compressed Assets: Reduced bandwidth usage
CDN Delivery: Global content delivery network
Progressive Enhancement: Works on older devices

Production on Mobile

Start and manage production runs from your phone. Perfect for shop floor use.

Lab Report Uploads

Take photos of lab results and upload directly through your mobile browser.

Mobile Analytics

View cost analytics and production reports on tablets and phones.

Advanced Shipping Integration

Modern Shipping APIs

UPS OAuth 2.0: Secure integration with UPS shipping
FedEx API: Real-time rates and label generation
USPS Integration: Postal service shipping options
Rate Shopping: Compare rates across carriers

Automated Features

Label Generation: Automatic shipping label creation
Tracking Updates: Real-time shipment tracking
Address Validation: Automatic address verification
Insurance Options: Automatic insurance calculations

Best Practices for Success

Organization Tips

Use consistent naming conventions for ingredients
Categorize ingredients properly for easy filtering
Set up reorder points for critical materials
Maintain detailed descriptions and specifications
Regular backup of formulation data

Cost Management

Compare prices across multiple suppliers
Factor in minimum order quantities
Include all landed costs (shipping, duties, etc.)
Set target margins and monitor profitability
Review cost variance reports regularly

Supplier Guide & Analytics

Complete guide for ingredient suppliers looking to connect with formulators and grow their B2B business.

Quick Setup: Get your supplier profile live in under 10 minutes

Step 1: Create Your Supplier Profile

Register with supplier account type
Complete your company profile with contact information
Add business details (website, phone, address)
Upload professional company logo and description

Step 2: List Your First Ingredients

Add ingredients with detailed specifications
Set competitive pricing with MOQ information
Include certifications and compliance data
Add high-quality product images

Step 3: Optimize for Discovery

Use industry-standard ingredient names
Select appropriate categories and tags
Write compelling product descriptions
Keep pricing current and competitive

📊 Key Metrics Explained

Profile Views: How many formulators viewed your profile
Added to Libraries: Ingredients saved by formulators
Active Formulations: Your ingredients in live recipes
Library Adoption Rate: % of catalog getting attention

🎯 Business Intelligence

Usage Analytics: See which ingredients formulators actually use
Cost Impact: Total value your ingredients add to products
Recent Activity: Latest formulator engagement
Market Trends: Popular ingredient categories

Pro Tip: Track "Library Adoption Rate" to see which ingredients generate interest, then focus marketing efforts on high-performing products.

Professional B2B Communication System

Batch Buddy facilitates professional supplier-formulator relationships through profile-based communication.

How Formulators Find You:

Browse marketplace by ingredient category
Search for specific ingredients and suppliers
Compare pricing across multiple suppliers
View your professional supplier profile

Contact Information Access:

Business phone and email visible on profile
Website link for direct communication
Business address for local partnerships
Professional company description and certifications

Privacy Protection: Your contact information is only visible to verified formulators who are actively developing products with your ingredients.

Important: Cannabis and THC products are strictly prohibited. All listings are subject to compliance verification.

Ingredient Compliance System

Automated Detection: System flags cannabis compounds (THC, Delta-8, Delta-9)
FDA GRAS Verification: Ingredients checked against FDA databases
Certification Badges: Display compliance status clearly
Safety Screening: Automatic review of potentially controlled substances

Supplier Responsibilities

Provide accurate ingredient specifications and certifications
Maintain current pricing and availability information
Ensure all listed ingredients comply with applicable regulations
Respond professionally to formulator inquiries

Legal Framework: Review our Terms of Service for complete supplier obligations and legal protections.

Three-Tier Supplier Pricing

Basic

Free

Up to 10 ingredients
Basic analytics
Profile visibility

Professional

$79/month

Unlimited ingredients
Advanced analytics
Priority marketplace placement

Enterprise

$292/month

All Professional features
API access
Dedicated support

Growth Optimization Tips

Competitive Pricing: Research market rates and offer competitive pricing
Complete Profiles: Detailed ingredient specs increase formulator confidence
Regular Updates: Keep pricing and availability current
Quality Certifications: Display FDA, organic, kosher, and other certifications
Responsive Communication: Quick response to formulator inquiries builds trust

Market Position: Batch Buddy pricing is 50-80% below enterprise PLM solutions, making it accessible to growing businesses while maintaining professional features.

Getting Started with Batch Buddy

5-Minute Setup

Cost Intelligence

QuickBooks Sync