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Recipe / Formulation Mgmt
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Recipe / Formulation Mgmt · Available now

Carry the recipe version into the batch decision.

Recipe / Formulation Mgmt connects a formulation's version and base yield to the production work that uses it. Ingredient lines hold the material, quantity, unit and allergen declaration for that version.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewApproved Demand
Recipe / Formulation Mgmt · Orders

Approved Demand

Orders in one list

New order
Orders in view
6
Approved
6
IdNameCustomerOrder dateRequired dateStatus
WO-2026-1048North Cove Market oat drink orderJuniper Lane Foods15 Oct17 OctApproved
PO-2026-0312Willow Table Foods granola orderWillow Table Foods10 Oct19 OctApproved
RV-2026-0027Stonebridge Pantry dressing orderNorth Cove Market14 Oct20 OctApproved
BATCH-2026-141Blue Finch Grocers dip orderWillow Table Foods21 Oct30 OctApproved
ISS-2026-0904Juniper Lane Foods sauce orderJuniper Lane Foods20 Oct25 OctApproved
6 of 6 records
WO-2026-1048Orders · ORD-25642
Approved
NameNorth Cove Market oat drink order
CustomerJuniper Lane Foods
Order date15 Oct
Required date17 Oct
Release productionORD-25642 · WO-2026-1048

Production Planner authorizes eligible work after the guarded release checks pass.

Waiting for Production Planner
ApproveReturn
Example screen with sample data
Tables, ready to use
16
Saved views
16
Roles with set permissions
5
Reports and dashboards
8
Features

Follow the formulation into production

Every feature works on the same records. Pick one to see the screen your team works in.

Recipe versions

Keep the formulation version, base yield and intended production work together for a reviewable batch basis.

  • Version identity
  • Yield basis
  • Production context
  • Recipe versions
  • Recipe ingredients
  • Work orders
  • Items
Explore recipe versions
OverviewRecipe Review Queue
Recipe / Formulation Mgmt · Recipe versions

Recipe Review Queue

Recipe versions

New
IdRecipe nameVersionBase yieldYield unitOperational record
WO-2026-1048Vanilla oat drink, version 3.21.080kgMaple granola, 1,200 kg run
PO-2026-0312Cocoa almond spread, version 2.11.1140LRoasted garlic dip, wholesale run
RV-2026-0027Lemon herb dressing, version 4.02.0890portionsSmoked tomato sauce, retail run
BATCH-2026-141Smoked tomato sauce, version 1.72.1430bottlesBerry yogurt base, overnight run
ISS-2026-0904Maple granola, version 2.43.0210cartonsBerry yogurt base, overnight run
6 of 6 records
WO-2026-1048Recipe versions · RV-54565
Review
Recipe nameVanilla oat drink, version 3.2
Version1.0
Base yield80
Yield unitkg
Operational recordMaple granola, 1,200 kg run
Example screen with sample data
Process

From recipe basis to released batch

Recipe to released batch ships ready to use. 2 steps need a named approval before the work moves on: Release production (Production Planner) and Release accepted output (Quality Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Draft recipe

    Establish the formulation version and base yield for the intended production work.

    WO-2026-1048ORD-25642 · Production Planner
    Draft recipeBy Production Planner

  2. Capture ingredients

    Record the material quantities, units and declarations against the selected recipe.

    WO-2026-1048ORD-25642 · Production Operator
    Capture ingredientsBy Production Operator

  3. Release production

    Review approved demand, quantity and resource readiness before authorizing the work order.

    WO-2026-1048ORD-25642 · Production Planner
    Release productionBy Production Planner
    ApprovalProduction Planner authorizes eligible work after the guarded release checks pass.

  4. Issue materials

    Check free stock and post consumption against the eligible ingredient lot once.

    WO-2026-1048ORD-25642 · Production Operator
    Issue materialsBy Production Operator

  5. Record production

    Save the operator's completed interval with reported good and scrap output.

    WO-2026-1048ORD-25642 · Production Operator
    Record productionBy Production Operator

  6. Release accepted output

    Review inspected output before finished goods are received and work is completed.

    WO-2026-1048ORD-25642 · Quality Reviewer
    Release accepted outputBy Quality Reviewer
    ApprovalQuality Reviewer approves eligible inspected output and verifies the single receipt.

Start with Recipe preparation

Inside a record

Connect your stock and inspection sources

Open any order to see its work orders, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Name, Customer, Order date and Required date.

  2. 2
    Work orders

    Each line is linked to this order.

  3. 3
    Who works on it

    Production Planner, Quality Reviewer and Admin, each with their own permissions.

  4. 4
    Process stages

    Prepare demand and Plan production, with the role that acts.

  5. 5
    Approvals

    Release production and Release accepted output, with who decides.

Approved DemandWO-2026-1048
Recipe / Formulation Mgmt · Orders

WO-2026-1048

North Cove Market oat drink order · Approved

Log activity
1
Record details
NameNorth Cove Market oat drink order
CustomerJuniper Lane Foods
Order date15 Oct
Required date17 Oct
2
Work orders

WO-2026-1048

IdNameProduct
WO-2026-1048Vanilla oat drink, 2,000 L runRolled oats, food grade 25 kg
PO-2026-0312Cocoa almond spread, morning batchCocoa powder, alkalized 20 kg
RV-2026-0027Lemon herb dressing, 800 kg runRoasted garlic puree, 10 kg
Work orders
6
Total planned quantity
3,370
3

Who works on it

  • Production PlannerManage Batches, Items, material issues, order lines, Orders…
  • Quality ReviewerView Batches, inventory balances, Items, material issues, order…
  • AdminManage Users, People
4

Process stages

  • Prepare demandProduction Planner, Manager
  • Plan productionProduction Planner
5

Approvals

  • Release productionProduction Planner
    Approved
  • Release accepted outputQuality Reviewer
    Waiting
Example screen with sample data
Approvals

Decide when work and output can move

OverviewApprovals
Recipe / Formulation Mgmt · Overview

Approvals

Signed in as Production Planner

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • WO-62602WO-2026-1048
    Vanilla oat drink, 2,000 L runRequested by Production Operator
    Draft2dActions
  • WO-11533PO-2026-0312
    Cocoa almond spread, morning batchRequested by Production Operator
    Draft4dActions
  • WO-68874RV-2026-0027
    Lemon herb dressing, 800 kg runRequested by Production Operator
    Draft3dActions
  • WO-85284BATCH-2026-141
    Smoked tomato sauce, retail runRequested by Production Operator
    Draft6dActions

Who approves what

DecisionApprover
Release productionReview approved demand, quantity and resource readiness before authorizing the work order.Production Planner
Release accepted outputReview inspected output before finished goods are received and work is completed.Quality Reviewer
Approve OrdersManager
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Recipe / Formulation Mgmt to the work that is theirs. Pick a role to see what it starts with.

Production Operator

Captures assigned production work and evidence. Record entry limited to Production Logs, Material Issues and Recipe Ingredients; referenced setup records are read-only context.

This is the first screen this role sees.

OverviewProduction Schedule

Production Schedule

Work orders · Production Operator

IdNameProductResourcePlanned quantityPlanned start
WO-2026-1048Vanilla oat drink, 2,000 L runRolled oats, food grade 25 kgBlending vessel B282002 Nov
PO-2026-0312Cocoa almond spread, morning batchCocoa powder, alkalized 20 kgBlending vessel B116022 Oct
RV-2026-0027Lemon herb dressing, 800 kg runRoasted garlic puree, 10 kgCarton filler 278020 Oct
BATCH-2026-141Smoked tomato sauce, retail runMaple granola, 500 g pouchKettle K340029 Oct
ISS-2026-0904Maple granola, 1,200 kg runDried rosemary, cut 1 kgBlending vessel B131022 Oct
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Inspect the evidence behind the batch

Ask practical questions about recipe versions, declared ingredients, stock consumption and accepted batch output.

Overview
Recipe / Formulation Mgmt · Overview

Recipe / Formulation Mgmt dashboard

This quarter

Work orders in view
6
Total planned quantity
3,370
Released
2
In progress
2

Orders by status

How far records got this quarter

StageReachedStep
Draft44
Approved818%
Released338%
Fulfilled133%

Number of orders by status

Sample counts per stage

0
-60Draft
-20Approved
0Released
-40Fulfilled
-60Cancelled
Example screen with sample data
  1. 01Recipe version history

    Which formulation and base yield were linked to the intended production work, and what status is recorded?

  2. 02Ingredient and allergen review

    Which ingredient amounts, units and declarations belong to the selected recipe?

  3. 03Base yield comparison

    Do the recipe yield and planned product quantity use compatible units before the planner calculates a ratio?

  4. 04Work order progress

    Which work is still in preparation, production or quality review against its planned window and resource?

  5. 05Lot stock and consumption

    How do on-hand and reserved quantities compare with posted consumption for the material and lot?

  6. 06Production interval output

    What good and scrap quantities were reported by each operator for the linked work?

  7. 07Batch disposition and expiry

    Which lots are Pending, Held or Rejected, and what production and expiry dates are recorded?

  8. 08Purchase receipt balance

    How do ordered and received material quantities compare with the supplier commitment and due date?

All reports and dashboards

Who it's for

For teams running recipe-based batches

See how Recipe / Formulation Mgmt fits your kind of team.

Food and beverage batch teams

Connect recipe declarations, ingredient lots and production evidence before the team releases a finished batch.

Personal care formulators

Keep formulation versions and ingredient quantities connected to the production and quality decision for a prepared blend.

Specialty blending operations

Prepare a reviewable formulation basis and follow material lots through production into an accepted output batch.

Controls

Keep quantity and release decisions accountable

Each stage of recipe to released batch names the role that acts and the status it records, so a change is never anonymous.

OverviewRecipe to released batch
Recipe / Formulation Mgmt · Process

Recipe to released batch

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
2
Roles involved
4
Tables touched
14
Prepare demandApproval
Production Planner, Manager
StatusDraft → Approved
RecordsOrder lines, Orders, Parties
Review recipe versionApproval
Production Operator, Production Planner, Quality Reviewer
StatusDraft → Review → Released
Release productionApproval
Production Planner
StatusDraft → Released
RecordsWork orders, Resources, People
Recipe to released batch
  1. Start
    Prepare demandDraft → Approved
    Order lines
  2. Approval
    Review recipe versionDraft → Review → Released
    Production Operator
  3. Approval
    Release productionDraft → Released
    Work orders
  4. Step
    Issue materialsDraft → Posted
    Inventory balances
  5. Approval
    Release accepted outputQuality Reviewer
    Work orders
Example screen with sample data

See each stage in detail

AI agent

Prepare the next decision with Proto

Ask Proto to prepare recipe, stock and production evidence for the person who owns the decision.

It can

  • Production Planner: Compare the recipe's base yield and unit with the planned product quantity, then flag an unresolved conversion before calculating a scaling ratio.
  • Production Operator: Prepare the selected ingredient line with its recipe, material, amount and allergen declaration for the operator to check before submission.
  • Quality Reviewer: List Pending batches with their production work and reported intervals so the reviewer can inspect the evidence before deciding.
  • Admin: Prepare staff account links and an access rehearsal, including an unresolved actor and an operator attempting the reviewer's release action.

Stays with a person

  • Proto cannot supply a missing supplier declaration, prove inspection acceptance or decide the conversion basis for unlike units.
  • It uses the acting person's configured permissions and the guarded operating actions.
  • Production Planner owns production release, and Quality Reviewer owns accepted-output approval.
  • Agree the recipe reviewer and rehearse submission during setup.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Recipe / Formulation Mgmt
  • Inventory source
  • Inspection evidence source
  • Supplier order exchange
  • Accounting system
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 16 tables
16tables
  • Recipe versions4
  • Ingredients and allergens6
  • Production planning9
  • Material issues and stock9
  • Production evidence6
  • Batch quality7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree the operating scope

    Choose a familiar formulation, intended finished product and representative customer demand. Identify Production Planner, Production Operator and Quality Reviewer. Agree Admin’s setup role, Manager’s customer-demand procedure and the person who decides recipe review.

  2. Prepare identities and units

    Link staff to the correct accounts and map materials and trading parties. Agree recipe and product quantity units. Use a mixed-unit example to identify the conversion basis the planner needs before calculating ingredient amounts.

  3. Load the opening records

    Follow the migration order for demand, resources, production work and recipes. Reconcile stock by location and lot. Decide which historical consumption and output receipts already happened before activating current requests.

  4. Configure operating views

    Prepare screens and reports using the team’s agreed record meanings. Rehearse customer-order approval and recipe submission with ordinary accounts, then inspect the reviewer handoff.

  5. Run the guarded batch cycle

    Test eligible production release, free-stock material posting and completed production capture. Quality Reviewer decides inspected output. Verify the exact receipt and completion result, then repeat the action and try Held, Rejected and unauthorized requests.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Recipe / Formulation Mgmt.

All questions
How do I get started?

Click Get started, then use Proto to configure Recipe / Formulation Mgmt for your business. Pilot a familiar formulation, its ingredient declarations and representative customer demand with a reconciled material lot. Rehearse the planner, operator and quality decisions before expanding the operating cycle.

How does the recipe connect to production work?

The recipe version links to its intended work order, and ingredient lines link to that version. Production Planner can open the formulation and production context together when reviewing the finished product and planned quantity.

How should we review a scaled batch?

Compare the base yield and its unit with the planned product quantity. Production Planner calculates the ratio after confirming compatible units, then checks the resulting ingredient amounts with the formulation owner. Agree any conversion basis with the source owner before using mixed units.

How are allergen declarations reviewed?

Each ingredient line carries the team's text declaration. Agree its wording and supporting supplier evidence during setup. Investigate incomplete statements with the responsible material source owner before the reviewer treats the declaration as settled.

What should we agree for recipe review?

Name the person who decides the recipe outcome and rehearse operator submission with ordinary team accounts. Production Planner maintains the preparation basis, while Production Operator submits ingredient evidence against the selected formulation. Show how a changed declaration reaches the reviewer.

What is checked before production release?

Production Planner requests release against Draft work. The action checks an Approved customer order, a positive planned quantity, a feasible window, an Available resource and the acting account's staff identity. Agree the customer-demand approval procedure with Manager during setup.

How do reservations affect a material issue?

The material posting checks free stock in the exact eligible item-lot balance. Review on-hand and reserved quantities together. Where the same lot exists at different locations, rehearse selection and inspect the actual balance changed by posting.

When does reported output become received stock?

Production Operator records the completed interval with good and scrap quantities, then output goes to Pending quality review. Quality Reviewer approves eligible inspected output through the separate release action. Inspect its finished-goods receipt and work-order completion result when reconciling stock.

What happens to Held or Rejected output?

The accepted-output action rejects Held and Rejected batches. Production Planner and Quality Reviewer investigate the original production context with the people responsible for disposition. Agree any later recovery procedure before requesting a changed outcome.

How do supplier orders and testing sources connect?

Purchase commitments record ordered and received quantities. Agree supplier document exchange and the stock receipt source separately, then verify external acknowledgments. Demonstrate how the team's testing process supplies the evidence needed for the quality decision.

Set up Recipe / Formulation Mgmt your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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