A 6-Step Enquiry-to-Delivery Workflow in Practice

What does a 6-step enquiry-to-delivery workflow look like in practice?

A robust enquiry-to-delivery workflow is essential for consistent supply of high-purity chemicals and biochemicals in research, biotech, and pharmaceutical development. At Molekula, this process is standardised across all product categories, ensuring traceability, compliance, and timely delivery.

1. Enquiry: Initial request and technical specification

The workflow begins with a formal enquiry, typically submitted via web form, email, or integrated procurement platforms. The request includes the CAS number, molecular formula, purity (e.g., ≥98% HPLC), intended application (e.g., ELISA, cell culture, synthesis), and required quantity (e.g., 10 g, 1 kg). For regulated substances, the enquiry may include a request for REACH or TSCA compliance documentation. All enquiries are logged in a central CRM system with automatic assignment to the relevant technical or supply chain team.

2. Technical validation: Purity, stability, and compliance checks

Upon receipt, the enquiry is routed to the technical team for validation. This step includes:

• Verification of available stock or production schedule (e.g., 95% of standard products are in stock).
• Confirmation of analytical data (e.g., HPLC, NMR, GC-MS) from the latest CoA.
• Assessment of stability (e.g., shelf life of 24 months under recommended storage conditions).
• Cross-checking against regulatory databases (e.g., REACH Annex XIV, TSCA Inventory) for restricted or controlled substances.

For custom synthesis or non-standard products, a feasibility assessment is conducted, including reaction yield estimates and timeline projections.

3. Quote generation: Pricing, lead time, and terms

Once validated, a formal quote is generated. This includes:

• Unit price (e.g., £120 per 10 g for a high-purity amino acid).
• Total cost including packaging, shipping, and applicable taxes (e.g., VAT in the UK).
• Lead time (e.g., 5 business days for in-stock items; 14 days for custom synthesis).
• Payment terms (e.g., 30-day net, or prepayment for new customers).
• Delivery method (e.g., express courier, temperature-controlled shipping for sensitive reagents).

Quotes are issued within 24 hours of technical validation and remain valid for 30 days.

4. Order confirmation: Purchase order and compliance documentation

Upon acceptance, the customer issues a purchase order (PO). The order is confirmed in the ERP system, and a digital order confirmation is sent. This includes:

• PO number and reference.
• Product details (CAS, batch number, CoA availability).
• Compliance documentation (e.g., SDS, CoA, REACH declaration).
• Shipping address and delivery window.

For regulated products (e.g., controlled substances under UK HMG regulations), additional documentation such as a licence or import permit may be required. These are verified before processing.

5. Dispatch: Packaging, labelling, and shipping

The order is processed in the warehouse. Key steps include:

• Verification of batch number and expiry date.
• Packaging according to GHS hazard classification (e.g., Class 8 for corrosive materials).
• Labeling with barcode, CAS, and storage instructions.
• Inclusion of SDS and CoA (digital or printed).
• Dispatch via tracked courier (e.g., DHL, FedEx) with real-time tracking.

For temperature-sensitive products (e.g., enzymes, antibodies), cold-chain logistics are used, with temperature loggers and real-time monitoring.

6. Delivery tracking and post-delivery support

After dispatch, the customer receives a tracking number and estimated delivery date. Delivery confirmation is recorded in the system. Post-delivery, the customer may request:

• Re-analysis of a batch (e.g., via HPLC or NMR).
• Replacement if the product is damaged or expired.
• Technical support for application-specific issues (e.g., optimising buffer conditions with Tris or HEPES).

All delivery events are logged for audit and quality assurance purposes.

Sources

• UK Health and Safety Executive – GHS Classification
• European Chemicals Agency – REACH
• US EPA – TSCA Inventory
• ISO 9001:2015 – Quality Management Systems
• ICH Q7 – Good Manufacturing Practice for Active Pharmaceutical Ingredients

Frequently asked

Q: How long does the full workflow take? A: Typically 3–10 business days, depending on product availability, regulatory checks, and shipping method.

Q: Can I request a CoA or SDS before placing an order? A: Yes, CoAs and SDSs are available upon request and can be provided prior to order confirmation.

Q: What if my product is out of stock? A: We will provide an estimated lead time for restocking or synthesis, with options for alternative suppliers or formulations.

Q: How are temperature-sensitive products shipped? A: Via cold-chain logistics with temperature loggers and real-time monitoring, ensuring stability during transit.