As versions and samples accumulate, those connections can become more work than the formula itself. The percentages are in one file, purchase details in another, and the photos are on your phone. Finding out what happened means matching them up again.
We develop formulator OS. This article explains the records problem we are working on, with examples from the app in development.
The problem is keeping the records together
You make a lotion sample, then adjust the formula before making the next one. A few weeks later, you want to compare them. Which version did each sample use? Did they use the same supplier material? Where did you record the difference in texture?
You can track all of that in spreadsheets. It takes a consistent system of names, links, folders, and updates. Formulation software becomes useful when it maintains those connections as part of the record, so you spend less time reconstructing them.
| Record | What you want to find |
|---|---|
| Formula version | The ingredients, percentages, and instructions used for that sample. |
| Sample record | What you actually made, including amounts and any changes during preparation. |
| Ingredient lot | The particular material and purchase information associated with the work. |
| Observations | The notes, photos, and results that belong to that sample. |
What to check during a software demo
A formula list and a sample list are a start. The useful part is being able to open a sample and find the formula version behind it, then reach its material information and observations.
During a demo, ask the vendor to show you that path using a familiar type of product. Then ask what happens when the formula changes. The earlier sample should still make sense without relying on your memory of what changed and when.
Also ask what you can take with you. An exported formula is useful, but it may not include its sample notes or attachments. Check what the export contains and whether you can read it outside the app.
How we approach it in formulator OS
formulator OS keeps saved formula versions and separate Sample and Batch records. Ingredient records bring purchase information alongside the material. We are building this around working on the iPhone, with local records and on-demand exports.
Development screens captured September 1, 2026, with demo records. The ingredient view shows purchases, not a sample's lot allocation.
These views show the approach, not a measured advantage over another product. formulator OS is in active development and is not yet publicly available.
Keep the decision practical
If your spreadsheet system is easy to maintain, there may be no reason to replace it. If you regularly hunt for the right version, match purchases to samples, or search for old notes, those are the tasks to bring to a software demo.
Choose the tool that makes those everyday connections easier to find and maintain.