OEM Brief

Organics Cosme & Inno tracked every OEM product brief in one large shared spreadsheet, while specifications, files and decisions were scattered across private chat threads. Sales could not see where a brief stood in R&D, kick-off dates went unrecorded, and customers had to chase for updates. The brief was to carry each product brief through its whole lifecycle, from intake, formulation, sampling and stability testing to Thai FDA notification, artwork, production and delivery, in one system with owners, deadlines and a record of every change, connected to the company’s ERP rather than duplicating it.

The ERP remains the company’s main record, so we rebuilt none of it. OEM Brief is the sales team’s front door to the ERP, using the same staff accounts and customer codes, and we designed it around the path of one brief: from the moment sales takes the customer’s request to the day the customer opens a link to see where their order stands.

1. 1. Sales: every brief starts from the customer record

   Sales staff sign in with their own ERP accounts and find the ERP’s customers already in the app, from customer to brand to new-product project. Every new brief starts by choosing or creating the brand, then continues through a step-by-step Thai and English form.

2. 2. The brief moves: 12 stages, each with an owner and a deadline

   Each brief moves through 12 stages, from formulation, sampling and stability testing to Thai FDA notification, artwork, production and delivery, on a standard or rush service level, and skipping a stage needs a reason. Every brief has its own chat, so decisions stay with the work instead of in private messages. Each person sees only what their role, their customers and the brief’s stage allow, and every change to a brief, quotation or customer is kept on a record that cannot be altered afterwards.

3. 3. The ERP: briefs flow in, nothing typed twice

   Every time a cosmetics brief with a customer is saved, it goes into the ERP on its own. If the customer isn’t there yet, the system creates them, sending again never makes a duplicate, and a failed send shows on the brief straight away. R&D progress and production orders are read live from the ERP and shown in the app.

4. 4. The customer: track and sign without chasing

   Customers get a private link, checked by the system each time it opens, to see which stage their order is at and to sign quotations online, without chasing sales for updates.

5. 5. The AI assistant: answers that show their sources

   The assistant has 13 skills, among them reading ingredient lists (INCI), suggesting ingredients, checking regulations and claims, and drafting replies to customers. While it answers it can search the web with sources, check the factory’s raw-material stock, look up chemicals in a public database and consult a lab-test reference. Every use is logged, so the company can keep track of its AI usage.

OEM Brief is live in production, and every saved cosmetics brief with a customer reaches the ERP automatically. Pushing final formulas into the ERP is the next integration step.

• Every brief in one place

  Sales, R&D and management work each brief with its stage, deadline, chat and history in one place.

• Customers follow their own order

  A tracking link shows the customer’s current stage, and quotations are signed online.

• No double entry into the ERP

  Customers and briefs sync with the ERP on their own, and the ERP’s R&D and production boards are visible inside the app.

• AI answers with sources

  The assistant decodes INCI lists, checks claims and regulations, and cites its web sources and factory stock as it answers.