Onboarding Process
Our approach to onboarding a new co-manufacturing customer depends primarily on if their have established products or an entirely new product development.
Established Product
Initial Contact and Qualification
We begin with an introductory meeting or call to learn about the product and the customer’s needs.​
A Non-Disclosure Agreement (NDA) is signed upfront by both parties to protect proprietary recipes or processes.
Technical Feasibility & Documentation Review
Our R&D and operations teams review the customer’s existing formula and process documentation. The customer should provide a spec sheet or recipe with manufacturing instructions, ingredient list, and any critical process parameters (cook times, fill weights, etc.)
Trial Run and Product Alignment
A small test run is often conducted to verify that we can match the product’s quality and to identify any needed tweaks on our production line. Our QA team monitors the trial to ensure the product meets specifications (taste, texture, weight, etc.), and we perform any necessary lab tests (e.g. microbial, pH for safety if relevant) to confirm the product still falls within safety limits.
Regulatory and Compliance Check
In parallel with or right after a successful trial, we finalize all compliance steps. For USDA products, we incorporate the product into our USDA daily operations (updating our HACCP plan with any new critical control points for this product and having our on-site USDA inspector verify the plan) We ensure the product’s label is compliant: the ingredient statement, allergen declaration, nutrition facts, and claims must meet regulations
Pricing and Agreement
We then present the customer with a detailed pricing proposal. Since this customer already has a product, we base pricing on the known formula and process. We calculate the per-unit or per-run cost which includes ingredient costs, packaging, labor, overhead, and our margin. Our default model typically is cost-plus; with larger markups for smaller volumes, with the ability to lower that markup as volumes increase). We often offer tiered pricing brackets based on volume – e.g. price per unit for a minimum run vs. for higher quantities to reward larger production orders.
Production Scheduling and Planning
Once the agreement is in place, we schedule the first production run. We coordinate with the customer on a production date and any forecast or demand planning they have. Internally, we order ingredients and packaging as per the recipe. If the product requires any unique ingredients or packaging not normally in our inventory, the customer may be asked to supply those or pay a deposit so we can procure them. (For example, if they have custom-printed packaging, they might send us their stock; otherwise, we’ll help arrange printing of new packaging with their artwork, which could involve lead time and plate fees.)
Full Production Run and Launch
We execute the first full-scale production run with USDA or state inspectors on-site as required (for a USDA product, an FSIS inspector will oversee that production). Our QA team conducts final product checks (weights, metal detection, label accuracy, organoleptic tests).
Once production is completed and approved, we finalize the order: the product is packaged and moved to storage or shipping. We typically require the customer to pay the balance of the order if they had only paid a deposit, before release of the product for shipment. The finished goods can then be picked up by the client or shipped to their distribution points per our agreement
Post-Production Review and Ongoing Production
After the first run, we debrief with the customer. We confirm that they are satisfied with product quality and address any feedback. Going forward, the customer will follow our standard ordering process (issuing purchase orders for production runs). We continue to monitor product quality each run and maintain all required food safety records (e.g., HACCP logs, batch records). As volumes hopefully grow, we can adjust pricing per the agreed tiered structure – the markup may decrease as the runs get larger and more efficient, reflecting the lower unit costs at scale
New Product
Initial Contact and Qualification
The process begins with an in-depth consultation to understand the client’s product concept and business goals. We ask the client to describe their food product idea (e.g., a new frozen meal or side dish), target market (retail, foodservice, etc.), and any existing work done (lab samples, family recipe, etc.). Right away, we provide an “Onboarding Packet” or checklist outlining what information we need and the stages to come. This often includes a Co-Packing Questionnaire (covering everything from recipe status to expected annual volume and distribution plans
Recipe Development and R&D
For startups, this is often the most critical stage. If the client has a prototype recipe (say, developed in their kitchen or by a chef), our R&D food scientists will work on commercializing that recipe – scaling it up and adjusting for mass production. We may start with bench-top samples in our test kitchen or pilot lab. This could involve a few iterations to dial in the flavor and texture using production-friendly ingredients or processes.
It’s common for co-packers to charge an R&D fee to cover this development effort
Regulatory Compliance & Food Safety Planning
Developing a new food product means ensuring it meets all regulatory requirements from the get-go. Once the basic formula is decided (even as R&D continues), our Quality Assurance (QA) team starts working on the necessary compliance documentation:
HACCP Plan Creation
Product Testing & Validation
Regulatory Agency Approvals​​
Prototype Testing – Pilot Batch
Once the formulation is refined and we have regulatory clearance on the process, we conduct a pilot production run (a larger test batch on our actual production equipment). During this pilot, we also finalize the packaging and labeling process: making sure labels adhere correctly, the packaging (tray, pouch, etc.) seals properly, and coding (expiry dates, lot codes) are printing right.
Packaging & Label Finalization
In parallel with the pilot, the client will be working on their final packaging artwork (if not already done). We provide guidance on label requirements (nutritional info, allergens, product name, USDA inspection legend if applicable, etc.). We often supply a label compliance check service: the client sends us the final label design file, and our compliance team reviews it to ensure all required information is present and correct
Final Pricing Offer and Production Commitment
After R&D and pilot testing, we have a clear picture of the product’s manufacturing cost. We provide the client with a final price quote per unit or per batch, along with any remaining one-time charges. This quote accounts for ingredient costs (we often now have actual supplier quotes, especially if there are unique ingredients), packaging costs, labor, overhead, and margin. We typically present a tiered pricing model. We discuss these options so the client can plan their scaling. Additionally, we outline payment terms. It’s standard to require a down payment before the first production. We will have the client sign off on the final quote and issue a purchase order. At this point, if not done earlier, we also sign the Manufacturing Agreement
First Production Run (Launch)
Now we move to full-scale manufacturing of the product. We procure all ingredients and packaging needed (if we haven’t already stocked them for the pilot). For any special-order items, as noted, the client is responsible to fund those – e.g., if a custom spice blend or packaging was ordered specifically, those costs might be part of that 50% deposit. We then produce the product in our facility under the watchful eyes of our production and QA teams (and USDA inspectors if applicable). If the product is subject to any regulatory testing (for example, a state inspector doing a pH test on an acidified batch), we arrange that inspection during or immediately after production
Delivery and Follow-Up
The finished product is ready to go! As per our terms, the customer will pay any remaining balance (the other 50%, or whatever amount was left after deposit) and then we release the product for pickup or arrange shipping. We provide the client with all relevant documentation from the run: Certificates of Analysis if applicable, any HACCP records they might request, and the final production report (yield, any deviations, etc.). We congratulate the startup on their first production run – they are now on the market with their product.