Contract Manufacturing of Food Supplements - Process Stages

Contract Manufacturing – Process Stages

Step 1 – Concept and Initial Consultation

There are two possible models for the contract manufacturing of a food supplement: the client can select a white-label product from the contract manufacturer’s existing portfolio or present their own product idea, formulation and requirements under a private-label model. At this stage, the intended purpose of the product and the planned batch size are also determined.

At Hemplab, we want to understand our partners’ expectations for each new product as thoroughly as possible. That is why, even at this early stage, we encourage our clients to carefully consider their marketing and sales strategy. This helps us develop prototypes and select the appropriate raw materials and packaging for the quotation.

What is the product intended to do, and what will give it added value in the market? The more detailed the answer, the better, as marketing considerations directly influence the product’s characteristics. Below is a list of information worth gathering and decisions that should be made before presenting a product concept to a contract manufacturer:

• What is the intended use of the product? What need should it address?

• Who is the target customer?

• What should the product’s retail price be?

• How will it be distributed?

• Should any specific ingredient be included?

• Which competing product should it be benchmarked against?

• What format should the product take, e.g. liquid or powder?

• What should the product volume or pack size be?

• What are the organoleptic requirements regarding taste, aroma, colour, consistency, etc.?

• Which ingredients should be avoided?

• Is there a unique selling proposition that must be maintained?

• Are there any values the brand wants to represent, such as “sugar-free” or “vegan”?

• Are there any packaging preferences, such as glass bottles?

• Is there an existing product that should serve as a reference?

• Are there any regulatory requirements affecting the formulation, e.g. a product intended for children or for a foreign market?

Gathering this information enables the efficient preparation of prototypes and quotations. It also minimises the risk of developing a product that does not align with the client’s business strategy.

Step 2 – Formulation Development

The manufacturer helps develop the formulation and manufacturing process appropriate for the selected product format, such as a shot, syrup, powder, drops or capsules. At this stage, our R&D team works with the production and procurement departments to prepare an initial formulation.

We also assess the technological, raw-material and regulatory feasibility of the project. If we identify any challenges or limitations affecting the client’s vision, we communicate them clearly and work with the client to refine the details.

At this stage, we determine, among other things:

• whether the appropriate raw materials are available;

• whether the selected ingredients are compatible and whether the product will remain homogeneous;

• whether the intended format, consistency and pH can be achieved;

• how many daily servings the product will contain;

• which manufacturing technologies will be required;

• whether any regulatory restrictions apply;

• whether the product will remain stable;

• whether the product will be palatable;

• what the minimum order quantity (MOQ) will be if dedicated raw materials need to be sourced;

and much more.

Step 3 – Preliminary Product or Service Quotation

Once the initial formulation and manufacturing process have been developed, we prepare a preliminary quotation. Based on the client’s requirements, we present different pricing options depending on the selected raw materials and cooperation model.

We can work with client-supplied raw materials or provide a quotation for a finished product, with Hemplab managing the entire sourcing process for both raw materials and packaging. We can also offer a customised model—for example, sourcing the raw materials and handling contract manufacturing while using packaging supplied by the client.

The preliminary quotation may differ slightly from the final price and is closely linked to the declared order quantity.

Step 4 – Prototype Preparation and Approval

Once the client accepts the preliminary quotation, our specialists begin preparing prototypes. At this stage, the contract manufacturing process focuses on developing samples, with lead times depending primarily on raw material availability.

Hemplab maintains a substantial stock of active ingredients and additives that influence taste, aroma and appearance. Preparation of the first prototypes begins once all the necessary ingredients have been assembled. Our specialists usually prepare several sample variants and send them to the client for evaluation.

Based on the feedback received, the prototype is refined until the client approves a final reference sample. This sample is archived and used as a benchmark for future production batches.

Step 5 – Testing and Quality Control

Testing and quality control are carried out almost simultaneously with the prototyping process. Depending on the project’s specifications, Hemplab specialists conduct trials at different scales and subject the prototype to appropriate testing and analysis.

Many innovative product formulations require accelerated stability testing to establish the product’s shelf life. However, this does not necessarily delay the product’s market launch. At Hemplab, we have already tested an extensive range of liquid and powdered formulations, which means that, in most cases, we can determine an appropriate shelf life without having to conduct time-consuming stability studies for every project.

At this stage, we also establish the quality control procedures that will apply during production.

Step 6 – Preparing the Finished Product Documentation

Once the prototype—which becomes the reference sample—has been approved and the quality control process has been completed, Hemplab provides the client with a Product Specification. This document formally confirms all agreed quality and safety requirements for the product developed with the client.

The Product Specification forms the basis of the documentation. However, depending on the individual arrangements, the contract manufacturer and the client may also agree to formalise additional documents, such as:

• the product manufacturing specification;

• product packaging instructions;

• production report templates;

and many others.

You can read more about the Product Specification here.

Step 7 – Full-Scale Production

Once the client has received the Product Specification, they can place an official order. The parties agree on a convenient method for submitting and confirming the order.

After the order has been placed, Hemplab provides the client with the expected lead time. This timeframe is influenced by several factors, primarily:

• raw material availability;

• packaging availability;

• the earliest available slot in the contract manufacturer’s production schedule.

Lead times can be very short when the required raw materials and packaging are already in stock. Production is carried out in accordance with the quality management systems implemented and certified at Hemplab, including ISO 9001 and ISO 22000.

Depending on the individual arrangements, the contract manufacturer may also introduce additional quality control procedures for batches produced for a specific client.

Step 8 – Packaging, Labelling and Final Packing

The finished product is packaged in accordance with the client’s vision and all applicable regulations.

Once the product has been manufactured and packed into individual and outer packaging, the client can collect the goods from the Hemplab warehouse, or our specialists can arrange delivery to the address specified by the client.

After the products have been formally received and the relevant accounting and warehouse documents have been exchanged, including the invoice and goods issue document, the client can begin distributing and selling the products.

Contract Manufacturing and After-Sales Support

Hemplab representatives remain in regular contact with clients, supporting them with challenges related to product sales and distribution:

• We help respond to product-related questions from customers and distributors.

• We support clients in communicating with regulatory authorities responsible for overseeing the sale and distribution of food products.

• We advise on regulatory challenges.

• We provide guidance on marketing, logistics, accounting and administrative matters.

• We work with clients to continuously improve their products.

• We provide advice and help resolve complaints, regardless of which party is responsible for the issue.

Bring Your Product to Market

Contract manufacturing is one of the safest and most efficient ways to launch a new brand. It allows you to focus on strategy and sales while entrusting the technological and regulatory aspects to a partner who understands every stage of the process.

If you are planning to launch your own food supplement and want to navigate the process efficiently, confidently and without costly mistakes, contact us. We will help you turn your idea into a market-ready product.