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 — intake, formulation, sampling, stability, Thai FDA notification, artwork, production and delivery — in one system with owners, deadlines and an audit trail, connected to the company’s ERP rather than duplicating it.

The ERP remains the company’s system of record, so we built OEM Brief as the sales front end to it — reusing the ERP’s accounts, customer codes and API contracts instead of rebuilding any of them.

1. 1. Typed end to end, checked on every call

   Next.js 16 with tRPC v11, Zod and Prisma on MongoDB. Every procedure passes one authorization layer that combines role (admin, sales, R&D, management) with ownership, assigned customers, product category and stage, and every change to a brief, quote or client writes an immutable audit entry.

2. 2. One login, one customer master

   Sales and admin staff sign in with their ERP accounts. ERP customers appear in the app automatically, a buyer drills down from customer to brand to NPD project, and every new brief starts by choosing or creating the brand.

3. 3. Briefs flow into the ERP

   Each saved cosmetics brief with a customer is pushed to the ERP: the customer is created there if needed, a repeated push creates no duplicate, and a failure shows on the brief as its sync status. The R&D pipeline and production-order boards read live ERP data.

4. 4. Tracking, signing and chat

   Customers open a tracking page and sign quotations through token links validated on the server. Each brief has its own chat thread, so decisions stay with the work instead of in private messages.

5. 5. An agentic AI assistant

   Built on the Vercel AI SDK, the assistant runs 13 skills in a tool loop that can search the web with sources, check factory stock, look up chemicals in PubChem and consult a lab-test reference mid-answer. Each run is logged with its provider and model to track 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.