In short: Custom extract development follows four steps — define the specification, develop samples, lock the specification in writing, then produce against it. The step buyers most often skip is step three: locking the method and tolerances before production. Allow 2–4 weeks for powder extract samples, and expect a higher MOQ than a catalogue product. Everything that will be tested after production should be written down before the first production batch — marker, method, limit, calculation basis — because a specification agreed verbally is a specification that changes.
Why the specification, not the sample, is the deliverable
A sample proves a manufacturer can make something resembling your target. A locked specification is what makes the next twenty batches comparable to each other. Brands that buy on samples alone end up arguing about method differences, tolerance and calculation basis after the container has shipped.
The four steps, with deliverables and timelines
| Step | What you provide | What the manufacturer provides | Typical time | Deliverable that closes the step |
|---|---|---|---|---|
| 1. Define the specification | Target marker and value, botanical source and plant part, solvent, particle size, solubility, packaging, destination market | Feasibility feedback, proposed method, counter-specification if the target is not achievable | Days | Agreed specification draft with method column |
| 2. Sample development | Confirmation of the draft spec; volume needed for your own trials | Lab samples produced against the spec, trial batches if required | 2–4 weeks (powder extracts) | Sample plus sample COA — the baseline for production |
| 3. Specification lock | Approval of the final specification and release criteria | Written specification including method, tolerances and QC release criteria | Days | Signed specification — the document production is judged against |
| 4. Production and batch release | Order confirmation, payment terms, packaging artwork if private label | Production against the locked spec; per-batch COA using the agreed methods | According to agreed lead time | Batch COA matching the locked methods and limits; batch record for audit |
What can actually be customised
| Parameter | Typical options | Why it matters commercially |
|---|---|---|
| Extraction solvent | Water, ethanol, water–ethanol blends | Drives the residual-solvent declaration and the solubility profile |
| Particle size | 60–100 mesh, custom milling | Determines blend uniformity and capsule-filling behaviour |
| Solubility | Water-soluble grades, dispersible grades | Sets your dosage-form options (stick packs, instant powders, capsules) |
| Active level | Standardised to your label claim | Must align with the claim you will print and defend |
| Packaging | Fibre drums, food-grade liners, private label | Affects handling, warehousing and your own inbound QC |
| Marker and method | HPLC, UV, GC, titrimetric — per application | UV and HPLC return different numbers on the same material; the method must be fixed in the spec |
The specification lock: what must be in writing
| Must be locked | Commonly left informal (and later disputed) |
|---|---|
| Marker identity and minimum value | Whether the value is on an as-is or anhydrous basis |
| Analytical method and reference standard | Which method applies if the two labs disagree |
| Particle size and mesh pass rate | Sieve standard used for the mesh figure |
| Loss on drying, ash, heavy metals, microbiology limits | Which of these are per-batch versus periodic |
| Residual solvent declaration | The class limits the declaration is measured against |
| Packaging, labelling and batch numbering | Retention sample period and who holds it |
Where custom development usually goes wrong
- Target set above process capability. A marker target that requires uneconomic enrichment shows up as an unstable batch-to-batch result. Accept a counter-specification at step 1 rather than a chronic deviation at step 4.
- Method left to the manufacturer’s default. If your market’s dossier names HPLC, a UV certificate will not support it.
- No tolerance range. “≥ 4.0% polyphenols” and “4.0% ± 0.3%” are different commercial agreements.
- Sample approved without a COA. The sample COA is the only objective record of what you approved.
FAQ
What is the MOQ for custom extracts?
Usually higher than for catalogue products, because a custom specification requires dedicated trial batches and QC. Confirm the MOQ per product before committing; samples are developed first and are quoted separately from the production run.
Who owns the specification after development?
Agree this in writing. The common structure is that the manufacturer retains process IP while you own your label claims and the specification document you commissioned. Getting this into the contract at step 3 is far cheaper than resolving it later.
How long does custom development take?
Allow roughly 2–4 weeks for powder extract samples, longer where a new botanical source or a difficult marker is involved. Production lead time starts after the specification is locked, not after the sample is requested.
Can you match a specification from my current supplier?
Usually yes, if the specification names the marker, the method and the limits. Send the existing specification and a COA rather than a product name — product names rarely define the analytical basis, and matching a name without a method is how mismatches happen.
What if my target marker value cannot be reached?
A competent manufacturer will counter-specify at step 1 with the achievable range and the cost implication. Treat a counter-specification as useful engineering feedback, not as a refusal — it prevents a chronic deviation from being discovered after production.
Do I pay for sample development?
Terms vary: some manufacturers charge for samples and credit the amount against the first production order, others provide standard-adjacent samples free while charging for genuinely custom development. Ask for the sample policy and credit terms in writing at the quotation stage.
What should be locked in the specification?
At minimum: marker identity and minimum value with calculation basis, analytical method and reference standard, particle size and sieve standard, loss on drying, ash, heavy metals and microbiology limits with methods, residual solvent declaration, packaging, labelling and batch numbering.
Can I change the specification after production starts?
Only as a new revision with its own sample validation and its own effective date. Mid-stream changes without a new sample and COA break the traceability of every batch produced before and after the change.
LongBio develops custom extract specifications for brands and formulators — start with your target specification and destination market.