Going Paperless in Cosmetics: Digitizing QC Workflows

Summary

Beauty Brand C’s quality control team struggled to manage hundreds of paper-based reports every day—from label inspections to inbound and outbound records—while staying in sync with on-site teams. Due to age and technical comfort, field workers had difficulty using Excel or desktop tools. With Shopl, they streamlined documentation and adopted a fully mobile solution that worked for both the field and office teams.

“With Shopl, our documentation process is smoother, communication is faster, and we can finally focus on what matters most.”

— QA Team Lead, Beauty Brand C —

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Challenges

• Cumbersome paper-based workflows: Each shipment required handwritten reports for label inspections and logistics, which were manually reviewed by QA. Locating past records was time-consuming and inefficient.
• Technical barriers in the field: Many workers found Excel difficult to use, and installing PCs or tablets was impractical in the inspection area.
• Communication delays and errors: Handwritten reports often had to be revised, and transferring them between teams caused delays and misunderstandings.

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Solutions

1. Mobile-Friendly Report Entry for Field Teams

With Shopl, field workers now complete inspection checklists and shipping logs directly from their phones. The intuitive UI made it easy even for older staff to transition from paper. Custom templates allowed for notes, image uploads, and real-time updates, all in one place.

2. Real-Time Oversight and Data Access for QA Teams

Reports submitted via Shopl are immediately available in digital format. QA can review, approve, and monitor data without needing to chase paperwork. Reports can be exported to Excel for internal analysis or audits, saving hours of admin work each week.

3. Custom Templates and Centralized Storage

The team built flexible templates with fields for images, dates, checkboxes, and comments. All reports are stored securely and can be retrieved in seconds, replacing binders and physical storage. Comments allow real-time discussion within each report, speeding up issue resolution.

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Results

• 70% less time spent on report filing and follow-up communication
• 100% of label and shipping reports now managed digitally
• Improved collaboration and faster issue resolution between field and office teams

“We used to rely on paper checklists and back-and-forth communication. With Shopl, it’s simpler to document our work, stay aligned, and focus on what matters most.”

— QA Team Lead, Beauty Brand C —