How is the data of different clients kept apart?

Projects, formulas and documents are assigned to a client. Customer-portal users see only the projects assigned to them. Internally, roles and permissions control who may edit what.

What does a client see in the customer portal?

The status of their projects, the brief, the formula sent for approval with its INCI names, and the history of earlier decisions. They do not see other clients’ data.

Does VYVA replace our ERP?

No. VYVA covers development, approvals and the documentation of manufacturing and batches. Purchasing, inventory, order processing and accounting stay in the ERP.

Can we trace the effort per client project?

Yes. Time tracking records working time per project and project phase automatically and can be exported as CSV, for example for internal costing.

How do sample shipping and sample approval work?

A sample is created for a formula with batch, recipient and shipping address, and sent. The client approves or rejects it. Status and decision are documented on the sample.

What determines the price?

The plan, the number of internal users and the number of customer-portal seats. We quote prices on request; the pricing page shows what each plan includes.

Solutions

Software for cosmetic contract manufacturers: client projects, formulas and batches

For contract manufacturers that develop formulations for different clients confidentially and want structured documentation that supports GMP-oriented processes.

Cosmetic Brands Contract Manufacturers R&D Teams Regulatory Affairs

Multi-tenant development with audit capability

Challenges

Formulas for different clients must be strictly separated — hardly feasible with file folders.
GMP-compliant batch documentation on paper is error-prone and hard to verify during audits.
Clients increasingly demand proof of process quality and data sovereignty.
Parallel projects for different customers make resource planning opaque.

How VYVA helps

Client-specific data spaces and access permissions for different customers.
Digital batch documentation with phases, parameters and deviations to support GMP-oriented processes.
Traceable histories for changes, decisions and approvals.
Clear project structures with roles and permissions per tenant.

How it works in VYVA

1
Request and brief per client
Every client request becomes a project with a structured brief: product requirements, claims, target markets, packaging and timeline. One client’s formulas and documents stay separate from another’s.
2
Develop and cost the formula
Variants are created as versions with a reason for the change. Raw-material costs, INCI and regulatory notices are visible on the formula, so a quote rests on the same state as development.
3
Get the formula approved
Clients see their projects in the customer portal, review the formula with its INCI list, and approve it or reject it with a comment. The decision is documented with its date.
4
Manufacture and document
Manufacturing protocols with phases, parameters and deviations, and batches, are linked to the approved formula version. In an audit or a complaint, the way back is traceable.

An everyday example

A contract manufacturer runs several client projects in parallel. For a hand cream, a client asks for a different preservative system after the first sample. Development creates a new formula version with the reason for the change; the cost overview and INCI list change with it. The new sample goes to the client with batch and shipping address, and the client approves the version in the portal. The manufacturing protocol of the batch refers to exactly that version. If a question about a batch comes up later, it is clear which formula version, which manufacturing protocol and which approval belong to it.

The areas you will use

Project Management: One project per client order, with brief, tasks and time tracking per project phase.
Formulation Development & Versioning: Formula versions per client, with cost overview and INCI list as the basis for the quote.
Compounding & Batches: Manufacturing protocols and batches with phases, parameters and deviations.
Collaboration & Roles/Permissions: Internal roles and permissions plus customer-portal seats for your clients.

See all platform modules

Frequently asked questions

What you will see in the demo

A client project from brief to first formula version with cost overview.
The customer portal as your client sees it, including approval and rejection with a comment.
A manufacturing protocol with phases, parameters and a deviation, and the batch that belongs to it.

Walk through a client project

In 30 minutes we show you the path from request through approval to batch. No obligation, reply within one business day.