Lot tracking records which production batch every unit belongs to, from receiving through the order it shipped on. For small-batch beauty brands that produce many short runs, it's the difference between a quick, targeted response and a guess.
Why small-batch brands need lot tracking most
Indie beauty brands often produce in small runs, which means more lots in circulation at once than a big brand with one huge production per season. A single shade might have three or four batches on the shelf, made weeks apart.
If a customer reports a reaction or a change in texture or scent, the first question is which batch it came from. Without lot tracking, the honest answer is "we don't know," and the only safe response may be to pull every unit of that product. With lot tracking, you can identify the batch, see how many units shipped and to whom, and act on just that batch.
How lots are captured and recorded
Lots are captured when inventory arrives. Each carton and unit is checked against your packing list, and the lot code is recorded in the warehouse system. Ideally your manufacturer labels cartons with the lot and keeps lots separate; our inbound checklist explains how.
When orders are picked, the lot shipped is recorded against the order. That creates a record you can search later: which orders contained lot X, or which lot did a particular customer receive. Kits built from components record component lots by build run, so traceability carries through sets and bundles as well.
FEFO for dated and shelf-life products
FEFO, or first-expired first-out, means the units with the earliest date ship first. Many cosmetics in the U.S. aren't required to carry an expiration date, but brands often assign one or use a period-after-opening symbol, and products with sunscreen claims are regulated as drugs and carry expiration dates.
When your products have dates, we can pick FEFO so older stock doesn't sit while newer stock ships. We can also flag inventory approaching a date threshold you set, giving you time to bundle it into a promotion, use it for PR or pull it, rather than finding it after it's too late to sell.
Supporting MoCRA responsibilities
Under the Modernization of Cosmetics Regulation Act of 2022, the responsible person for a cosmetic product must report serious adverse events to the FDA within 15 business days and keep records of adverse events. Some requirements, such as facility registration and product listing, include small-business exemptions, but adverse event reporting obligations still apply.
The responsible person is the brand, not the 3PL. What a 3PL can do is give you accurate records quickly: which lot a customer received, when it shipped and how many units of that lot are still in stock. Pairing that with clear communication when a question arises helps you meet your obligations. For specific compliance decisions, consult regulatory counsel.
What's included
- Lot codes captured at receiving
- Lot recorded on every shipped order
- Component lot records for kits and sets
- FEFO picking for dated products
- Date-threshold alerts for aging inventory
- Searchable lot-to-order history
- Quarantine holds for a specific batch on request
Frequently asked questions
Do cosmetics need expiration dates in the U.S.?
Generally no. U.S. law doesn't require expiration dates on most cosmetics, though brands are responsible for product safety and many choose to date products. Sunscreen and other OTC drug products do carry expiration dates.
Can you hold a specific batch if there's a problem?
Yes. A lot can be placed on hold so it stops shipping while you investigate, without affecting other batches of the same product.
Is the 3PL responsible for MoCRA adverse event reporting?
No. The responsible person, typically the brand, handles adverse event reporting. We help by providing fast, accurate lot and shipping records.
What if my cartons arrive with mixed lots?
We'll separate and record lots at receiving, though it takes longer. Our inbound checklist helps your manufacturer keep lots separated in future shipments.