SimplePack Operations Platform

Good morning

Commercial

Enquiries Today

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Via all channels

Quotes Awaiting Response

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Sent, no reply yet

Active Sales Orders

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Confirmed, in progress

Conversion Rate (30d)

—

Enquiries to won

Production

Jobs In Progress

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On the floor now

Scheduled This Week

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On production plan

Units Packed (Month)

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Across all jobs

Material Shortages

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Jobs affected

Quality & Compliance

Open NCRs

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Non-conformances

SALSA Audit

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Days remaining

Docs for Approval

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Awaiting sign-off

Calibrations Due

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Within 14 days

Financial

Revenue This Month

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From Xero

Overdue Invoices

—

Total value

Avg Payment Days

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Rolling 90 days

Credit Risk Alerts

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High / Medium

Inventory

Below Reorder Point

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SKUs needing action

Awaiting Goods In

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Expected deliveries

Lots Expiring (30d)

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Requires attention

EZ3PL Stock Lines

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Via Despatch Cloud

Communications Today

Calls Handled

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Dialora today

Emails Processed

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Inbound today

Tasks Due Today

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All modules

Unread Tasks

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Since last login

Recent Enquiries

Connect Supabase to see enquiries

Tasks Due Today

No tasks due today

Enquiries

All inbound — email, phone, WhatsApp, website, BCMPA

📋

Enquiries Module

Full enquiry pipeline from all inbound channels. Company research via Companies House and web. Three-tier review gate. Quote generation with CPT calculator. Chaser scheduling at 3/10/30 days. Win/loss tracking and AI learning loop.

Phase 1 — Building Now

Quotes

CPT calculations across 6 quantity tiers

📈

Quotes Module

CPT calculator across 5k / 10k / 25k / 50k / 100k / 250k tiers. Three-tier review gate (Tier 1 auto-sends, Tier 2/3 require approval). All quotes include mandatory indicative-only caveat.

Phase 1 — Building Now

Sales Orders

Confirmed orders driving MRP and production

🚚

Sales Orders

Confirmed orders from customers — via portal, CRM won or direct entry. Triggers BOM explosion, MRP requirement calculation and automatic job creation to MOQ multiples. Material shortage alerts raised immediately.

Phase 4 — Sales Orders + MRP

Order Tracker

Live status across all active orders

📌

Order Tracker

Live status view from sales order through production to despatch and delivery. Customer portal synced. Proactive alerts when jobs fall behind schedule.

Phase 4 — Sales Orders + MRP

Customers

Company records, credit data and portal management

🏢

Customer Module

Full company profiles enriched from Companies House and web research. Credit scores via Creditsafe. Xero two-way sync. Contact management. Customer portal access management. Credit limit with Martin or Jacob sign-off.

Phase 1 — Building Now

Contacts

People linked to customer companies

👤

Contacts

Contacts linked to company records with role, email, phone and communication history. Portal access credentials managed here.

Phase 1 — Building Now

Price Calculator

CPT across all formats and quantity tiers

CPT Calculator Live

Calculate cost per thousand units for any format and product type. Configure overhead rates and machine speeds in Settings → Work Centres & Costs.

Format

Product Type

Overhead Rate (£/hr)

Labour Rate (£/hr)

On-Costs (%)

Margin (%)

CPT Results

Credit Control

Automated invoice reminders via credit@simplepack.co.uk

💸

Credit Control

Automated payment reminders pulled from Xero invoices. Schedule: T-2, T=0, T+7, T+14, T+21 (Late Payment Act referenced), T+28+ every 7 days. All auto-send. Stops when Xero marks paid. CREDIT LIMITED customers require 100% upfront before job sheet released.

Phase 1 — Building Now

Credit Risk

Companies House + Gazette + Creditsafe monitoring

⚠

Credit Risk Monitor

Daily 04:00 checks against Companies House status, filing history and The Gazette insolvency notices. Creditsafe reports on new customers and when free checks flag issues. Credit limit calculator with Martin or Jacob sign-off required.

Phase 1 — Building Now

Purchase Orders

📮

Purchase Orders

Purchase orders to component and packaging suppliers. Links to goods inwards for automatic GRN creation on receipt. Material shortage alerts can auto-generate suggested POs.

Phase 5 — Goods Inwards

Approved Suppliers

✅

Approved Supplier Register

SALSA-required approved supplier list with annual review dates, audit status, allergen declarations and COA history. Links to Goods Inwards records.

Phase 5 — Goods Inwards

Goods Inwards

🚚

Goods Inwards (Live)

Live goods receipt on bay tablet via operations@ login. Operative captures delivery — supplier, lot number, quantity, best before, COA upload. Stock updates immediately. No two-step process.

Phase 5 — Goods Inwards (Live)

COA Register

📄

COA Register

All Certificates of Analysis linked to lot numbers and supplier records. Searchable by batch, supplier and product. Required for SALSA traceability and product release.

Phase 5 — Goods Inwards

Stock Dashboard

📦

Stock Dashboard

Live stock across SimplePack site and EZ3PL warehouse. By customer, by SKU, with lot number tracking. Alerts for reorder points and expiring lots.

Phase 3 — Inventory Management

Lot Management

🆗

Lot Management

All inventory lots with batch numbers, quantities, expiry dates, status and full movement history. Links to COA records and traceability chain.

Phase 3 — Inventory Management

Stock Movements

⇄

Stock Movements

Complete stock movement audit trail — goods in, goods out, adjustments, write-offs. All with operative name, timestamp and reason code. SALSA-required.

Phase 3 — Inventory Management

Locations

📍

Warehouse Locations

Warehouse location register with stock by location and utilisation overview.

Phase 3 — Inventory Management

EZ3PL Stock

Live via Despatch Cloud API — syncs every 15 minutes

🏢

EZ3PL Warehouse Stock

Live stock at EZ3PL via Despatch Cloud API. Per customer, per SKU with lot tracking. Syncs every 15 minutes automatically. Also visible to customers in the portal. Configure API key in Settings.

Phase 9 — Helm Integration

Reorder Alerts

⚠

Reorder Alerts

SKUs below reorder point grouped by customer and urgency. One click to raise a purchase order or notify the customer directly.

Phase 3 — Inventory Management

Production Jobs

⚙

Production Jobs

All production jobs from sales order to completed batch. Live status updates from production floor tablets via operations@ login. Material allocation, shortage tracking and operative assignment.

Phase 6 — Production Management

Production Scheduler

📅

Production Scheduler

Calendar view of the production plan. Machine loading view across all work centres. Drag to reschedule. Capacity alerts when machines are overloaded.

Phase 6 — Production Management

Work Centres

🏭

Work Centres

Machine register with speeds (UPH), manning requirements and efficiency factors. Feeds CPT calculator and production scheduling. Configured for SP001–SP015.

Phase 6 — Production Management

Batch Records

📝

Batch Records

SALSA-compliant batch records auto-populated from product specs and job data. CCP recording integrated. Links to Certificate of Conformity on completion. Version controlled.

Phase 6 — Production Management

CCP Records

🔍

CCP Records

CCP-01 metal detection (ferrous >2.5mm, non-ferrous >3.0mm, SS >3.5mm) and CCP-02 fill weight records. Captured live on production tablets. Out-of-spec results trigger immediate alert and job hold.

Phase 6 — Production Management

Operative Log

👨

Operative Log

Who worked on what job, when and on which machine. Pulled from production floor tablet sessions (employee selector). Full audit trail per operative per job for SALSA compliance.

Phase 6 — Production Management

Campaigns

Email marketing via Brevo

💌

Email Campaigns

Email marketing campaigns via Brevo ESP. Send to segmented contact lists (WARM/COLD/DORMANT). Campaign analytics and unsubscribe management. All content goes through review confirmation before send.

Phase 7 — Email Marketing

Contact Lists

👥

Contact Lists

Segmented contact lists synced from CRM. Auto-segments: WARM (4-30 days), COLD (31-90 days), DORMANT (90+ days). Format and product type filters. GDPR Legitimate Interest basis.

Phase 7 — Email Marketing

Email Templates

📃

Email Templates

Branded email templates for campaigns and chasers. SimplePack brand guidelines applied. Template library includes 8 planned guide formats.

Phase 7 — Email Marketing

Analytics

📊

Campaign Analytics

Open rates, click rates and conversion tracking from Brevo. Which campaigns generated enquiries. Best performing content and send times.

Phase 7 — Email Marketing

Product Register

🏭

Product Register

Master register of all customer SKUs with SALSA-compliant specifications. Auto-created from new product enquiry workflow. Quickworks CSV import for existing products. Multi-level BOM linked to each product.

Phase 2 — Product Registry + BOM

BOM Builder

📄

Multi-Level BOM Builder

Build bills of materials across multiple levels — packaging components, bulk ingredients and labour. Recursive BOM support (component within component). Version controlled with full change history. MOQ and batch size multiples configured per product.

Phase 2 — Product Registry + BOM

Component Register

⚙

Component Register

All packaging components and bulk ingredients with supplier links, allergen data, COA history and storage requirements. Used across all BOM entries and goods inwards.

Phase 2 — Product Registry + BOM

Product Specifications

📋

Product Specifications

SALSA-compliant product specs auto-generated from product and BOM data. Allergen declarations, CCP requirements, storage conditions, shelf life and labelling requirements. Version controlled — all previous versions retained.

Phase 2 — Product Registry + BOM

Product Spec Generator

AI-powered — upload artwork and COA to auto-generate a production specification

Product Specification Generator AI Powered

Upload your label artwork and Certificate of Analysis. The AI will extract all product data and generate a formatted SALSA-compliant production specification ready to print or save to Drive.

Label Artwork

📷 Drop artwork here or click to browse

PNG, JPG or PDF — max 10MB

Certificate of Analysis

📄 Drop COA here or click to browse

PDF or image — max 10MB

AI is analysing your documents and generating the specification...

Generated Product Specification

Version History

🕐

Version History

Full version history for all products, BOMs and specifications. Previous versions always retained and never deleted. Required for SALSA traceability. Technical Manager approval required for all changes.

Phase 2 — Product Registry + BOM

HACCP Plan

SimplePack HACCP Plan v5 — Ambient dry only. No CCPs. PRPs 01–13.

🛡

HACCP Management

Live HACCP plan with version control and amendment records. New product risk assessments triggered automatically from product setup. Technical Manager approval required for all changes to HACCP documents.

Phase 7 — Compliance

HACCP Risk Assessment

AI-powered — upload recipe and COA to assess biological, chemical and physical hazards

HACCP Risk Assessment Tool AI Powered

Upload the product recipe/formula and Certificate(s) of Analysis. The AI analyses biological, chemical and physical hazards, scores likelihood and severity, maps to existing CCPs and PRPs, and gives a verdict: can run on existing HACCP or amendment required.

Recipe / Formula

📄 Drop recipe here or click to browse

PDF, Word or image — max 10MB

Certificate(s) of Analysis

📄 Drop COA(s) here or click to browse

Multiple files accepted — PDF or image

Product Name (for report)

Analysing hazards across biological, chemical and physical categories...

HACCP Risk Assessment Result

Label Checker

AI-powered — check label artwork against UK FIR or US FDA requirements

Label Compliance Checker AI Powered

Upload your label artwork and select the target market. The AI checks against UK Food Information Regulations (FIR) or US FDA labelling requirements and returns a detailed pass/fail checklist with a written summary of any issues.

Target Market

Label Artwork

📷 Drop label artwork here or click to browse

PNG, JPG or PDF — both sides if applicable — max 20MB

Checking label against regulatory requirements...

Label Compliance Report

Summary

Traceability

🔗

Batch Traceability

Full forward and backward trace from any batch number or component lot. Links: sales order → job → batch → components → suppliers and vice versa. One-click recall report generation.

Phase 7 — Despatch + Traceability

Mock Recall Simulator

🚨

Mock Recall Simulator

Simulate a product recall for SALSA audit preparation. Identify all affected batches, customers and volumes within the SALSA target time. Generate a full recall report with traceability evidence.

Phase 7 — Despatch + Traceability

Document Approvals

✅

Document Approval Queue

All AI-generated documents awaiting Technical Manager sign-off. Diff view showing proposed vs current. Full audit trail on every approval. 24-hour escalation to Martin if unreviewed.

Phase 7 — Compliance

Regulatory Calendar

📅

Regulatory Calendar

Upcoming compliance dates — SALSA audit, HCO Halal renewal, Informed Sport renewal, FDA registration renewal, Sedex submission. Automated reminders 30 days in advance.

Phase 7 — Compliance

Non-Conformance Reports

🚨

NCR Management

Log, track and close non-conformances. Links to CAPA records and customer complaint if applicable. SALSA-required documentation auto-generated. Open NCRs appear on dashboard.

Phase 7 — Quality Documents

Corrective Actions

🔧

Corrective & Preventive Actions

CAPA records linked to NCRs. Root cause analysis, action assigned, effectiveness verification. Overdue CAPAs flag on dashboard and alert Martin.

Phase 7 — Quality Documents

Internal Audits

🔎

Internal Audit Management

Scheduled internal audits against SALSA requirements. Audit checklists with scoring, findings and follow-up actions. SALSA preparation tool built in — review procedures against SALSA requirements and flag gaps.

Phase 7 — Quality Documents

Customer Complaints

💬

Customer Complaints

Log and track customer complaints. Links to batch records and NCRs automatically. Resolution tracking, customer communication and trend analysis.

Phase 7 — Quality Documents

Allergen Checks

⚠

Allergen Management

Pre-production allergen checks linked to product spec. Goods-in allergen verification. Cleaning verification before allergen-sensitive production runs. Hard stops: peanuts, tree nuts, sesame, crustaceans.

Phase 6 — Production Management

Cleaning Records

🧹

Cleaning & Disinfection Records

Daily cleaning schedule completion captured on production floor tablet. SALSA-required record. Overdue cleaning tasks flag immediately and prevent production start.

Phase 6 — Production Management

Pest Control

🐛

Pest Control Records

Pest control contractor visit records, findings, actions and bait station monitoring. Next visit due date tracked with 14-day advance alert.

Phase 7 — Quality Documents

Training Records

🏫

Training Records

Staff training records per operative per course — food hygiene, allergen awareness, HACCP, machine-specific training. Renewal reminders before expiry dates.

Phase 7 — Quality Documents

Calibration Records

⚖

Calibration Records

Calibration records for all measuring instruments — scales, metal detector test pieces, thermometers. Due dates tracked with 14-day advance alert appearing on dashboard.

Phase 7 — Quality Documents

API Connections

Configure all external service integrations

📈

Supabase

Primary database — all operational, CRM and compliance data

● Not configured

💸

Xero

Customer sync, invoicing and credit control — OAuth2

● Not connected

🏢

Despatch Cloud (EZ3PL)

Live EZ3PL stock, orders, fulfilment — Authorization: DC [key]

● Not configured

📱

Twilio

SMS and WhatsApp — acknowledgments and inbound handling

● Not configured

📞

Dialora

AI voice agent — all inbound calls to 01934 912070

● Configure in Dialora dashboard

🔑

Creditsafe

Company credit reports — tiered: top customers + new enquiries

● Not configured

🏠

Companies House

Free UK company research and daily credit risk monitoring

● Not configured

💌

Brevo

Email marketing campaigns and contact list management

● Not configured

⚡

Apps Script Webhook

Backend processing — email pipeline, Xero sync, credit monitor, Dialora

● Enter webhook URL

★

Anthropic Claude API

Powers Label Checker, Spec Generator and HACCP Risk Assessment

● Not configured

Company Profile

Company Name

Legal registered name

Company Number

Companies House registration

Registered Address

Main Phone

Enquiries Email

FDA Registration

US market FDA Food Facility Registration number

SALSA Audit Date

Date of next scheduled SALSA audit — drives dashboard countdown

HCO Halal Renewal

Informed Sport Renewal

Users

SimplePack staff with platform access

Name	Email	Role	Access	2FA	Status
Martin Colman	martin@simplepack.co.uk	Owner	Full	Thetis FIDO2	Active
Jacob Colman	jacob@simplepack.co.uk	Admin	Full	Thetis FIDO2	Active
Cher Mereweather	cher@simplepack.co.uk	Staff	CRM + Ops	Thetis FIDO2	Active
Operations (Shared)	operations@simplepack.co.uk	Operative	Ops Only	Authy OTP (fixed PC)	Active

Work Centres & Costs

Overhead rates, machine speeds and manning requirements for CPT calculations

📈

Cost Configuration

Configure overhead rates, machine speeds (UPH) and manning levels for all work centres (SP001–SP015). Drives CPT calculations in Sales → Price Calculator across all 6 quantity tiers for every format and product combination.

Phase 1 — Building Now

Customer Portal

portal.simplepack.co.uk — brand owner access management

🌎

Customer Portal Management

Manage portal user accounts, access permissions and visible features per customer. Pilot: 3 customers — 1 EZ3PL + 2 contract packing only. Portal shows stock, orders, documents and EZ3PL forecasting where applicable.

Phase 8 — Customer Portal

Financial Reports

Revenue, payment performance and credit exposure from Xero

📊

Financial Reports

Revenue by customer, by month and by product type. Payment performance tracking. Credit exposure dashboard. All drawn from Xero with SimplePack operational data overlaid. Creditsafe scores alongside.

Phase 5 — Reporting

Notifications

Configure automated alerts and digest emails

🔔

Notification Preferences

Configure which events trigger email and SMS notifications, and to whom. Credit risk alerts, job completions, NCRs, overdue invoices, calibration reminders, SALSA audit countdown and more. Daily digest to Martin at 17:00.

Phase 1 — Building Now

Knowledge Base

All documents — standards, procedures, technical reference and customer documents

Regulatory Standards

—

SALSA, FIR, FDA, Allergen, Halal

Internal Procedures

—

HACCP, SOPs, Allergen Management

Technical Reference

—

Nutrition values, claims, GS1

Customer Documents

—

Uploaded by customers via portal

All Documents

No documents uploaded yet. Upload your first document above.

Regulatory Standards

External standards used by AI tools — upload new versions when standards are updated

ⓘ How this works

When SALSA publishes an updated standard, upload it here. The Label Checker, HACCP Risk Assessment and all compliance tools immediately use the new document — no platform update needed. Old versions are automatically archived for audit purposes.

SALSA Standard

—

Not uploaded

UK FIR

—

Not uploaded

US FDA

—

Not uploaded

All Standards

No standards uploaded yet. Priority: SALSA Standard, UK FIR, UK Allergen Legislation.

Upload Priority

Document	Source	Priority	Used By	Status
SALSA Food Standard	salsa-assured.org.uk	Priority 1	HACCP Assessment, Label Checker	Not uploaded
UK Food Information Regulations	legislation.gov.uk	Priority 1	Label Checker (UK)	Not uploaded
UK Allergen Legislation	food.gov.uk	Priority 1	Label Checker, HACCP Assessment	Not uploaded
US FDA Food Labelling Guide	fda.gov	Priority 2	Label Checker (US)	Not uploaded
HCO Halal Standard	halalcertification.org	Priority 2	HACCP Assessment	Not uploaded
Informed Sport Requirements	informed-sport.com	Priority 2	HACCP Assessment	Not uploaded

Internal Procedures

SimplePack SOPs and HACCP documents used by AI tools

Procedures

Upload your HACCP Plan and SOPs to enable AI tools to reference your actual documented controls.

Technical Reference

Nutrition values, permitted claims, barcode requirements

Technical Documents

No technical reference documents uploaded yet.

Customer Documents

Uploaded by customers via the portal — label artwork, COAs, specifications, supplier accreditations

ⓘ Customer portal uploads

Customers can upload label artwork, COAs, product specifications and supplier accreditations directly through their portal. Uploaded documents appear here and can be immediately actioned — run a label check, link a COA to a goods inwards lot, or attach a spec to their product record.

Recent Customer Uploads

No customer documents yet. Customers can upload via portal.simplepack.co.uk once the portal is live.

Document Types Customers Can Upload

Document Type	Accepted Formats	Action When Received
Label Artwork	PDF, PNG, JPG, AI, EPS	Run Label Checker → notify SimplePack of result
Certificate of Analysis	PDF, JPG	Link to product/lot, use in HACCP assessment
Product Specification	PDF, Word, Excel	Attach to product record in BOM
Supplier Accreditation	PDF	Link to supplier record in Approved Supplier List
Other	Any	Notify SimplePack, manual action required

Upload Document

Martin and Jacob only — documents are available to AI tools immediately on upload

Upload to Knowledge Base Immediate

Upload a document to the Knowledge Base. It will be available to AI tools immediately. Old versions of the same document type are automatically archived — never deleted.