It's so much more than making soap...
When you think about a handmade business, you probably imagine me standing at my workbench making soap, pouring balms, blending oils and creating new products.
And yes, that's a very big part of what I do.
But there's another side to running The Stable Soap Company that you don't necessarily see.
The admin!
And there is a LOT of it.
In fact, I'd say that around 40% of my time is spent sitting down doing all the paperwork, computer work, planning and organising that comes with running a soap and skincare business.
So this month, I thought I'd take you properly behind the scenes and show you what actually happens before a new product can make its way onto my website or onto my market stall.
It starts long before I make the product
When I have an idea for a new product, the first thing isn't necessarily to start making it.
There's research, formulation, testing, testing again and planning involved first.
When I'm happy with a formulation, it needs to go through a cosmetic safety assessment before I can sell it.
Once I receive the assessment back, I need to read through it thoroughly and make sure I understand the information, requirements and any conditions relating to the product.
Only then can I move forward with getting everything ready.
And this is where the paperwork really begins!
Every ingredient has a paper trail
There's a lot of information I need to keep about the ingredients I use.
Every ingredient I purchase needs to come with the relevant technical documentation, and I need to make sure I have everything I require for my records.
These documents are kept as part of my Product Information File, or PIF.
It's not particularly glamorous, but it's an incredibly important part of running a responsible handmade cosmetics business.
And it's something I have to stay on top of every time I introduce a new ingredient or formulation.
Then there's the actual making...
Once all the necessary checks are in place, I can finally get back to the bit that most people associate with being a soap maker, actually making the product!
But even here, there's more paperwork.
Every batch needs to be recorded.
That means keeping track of things such as the batch number, ingredients used and the details of when and how the product was made.
So while I'm happily making a beautiful new soap, there is usually a clipboard, notebook or computer nearby too!
And then I have to work out the allergens...
Essential oils are a huge part of The Stable Soap Company, and I love using them to make my blends.
But they also mean I need to carefully consider the allergens present in each formulation.
The information from my ingredients and safety assessment helps me determine what needs to be declared on my product labelling.
It isn't simply a case of writing down the ingredients and hoping for the best.
There is a lot of checking and calculating involved to make sure everything is correctly documented and labelled.
There's a government portal too!
Once a new cosmetic product is ready, there is another important step before it can be sold.
The product needs to be notified through the relevant UK government cosmetic product notification system.
So yes, even my little handmade soaps have their own little digital paper trail!
It might sound like a lot and honestly, sometimes it feels like it is, but I actually think it's reassuring.
It means that there is a proper process behind the products I'm making and selling.
Then comes the packaging
Of course, once I know the product is ready to make, I need to think about how I'm going to package it.
And this is something that's particularly important to me.
I want my packaging to be practical, attractive and, wherever possible, environmentally conscious.
I'm always looking for ways to reduce unnecessary plastic and choose materials that fit with the values of The Stable Soap Company.
But finding packaging isn't always as simple as choosing something that looks pretty.
It needs to be suitable for the product, protect it properly, fit with my branding and work from a practical and environmental point of view.
Another decision to make!
Then I need to photograph it...
Once the product is made and packaged, it needs photographs.
And that means finding the right light, setting up the product, taking far more photographs than I probably need and then choosing the ones that actually look good!
I photograph products myself and I'm always trying to improve the way I show them.
Because when you're selling online, the photograph is often the first thing someone sees.
Then it goes onto the website...
Next comes the website.
Every product needs a description that tells you what it is, how to use it and what makes it special.
Then there's the SEO.
I need to think about the words people might actually search for, product titles, descriptions and all the little things that help someone find my products online.
And once that's done, there's still more...
Wholesale catalogues, social media and marketing...
If I'm going to offer a product to wholesale customers, it needs to go into my wholesale catalogue too.
Then there are social media posts, photographs, newsletters, blogs, emails and all the other little bits of marketing that go along with running a business.
A product that looks very simple sitting on my stall might actually have taken months of work before it ever got there.
And then there's everything else!
This is the bit that is difficult to explain because the list really does seem endless.
Ordering ingredients.
Checking stock.
Printing labels.
Packing orders.
Answering emails.
Updating the website.
Preparing for markets.
Loading the car.
Setting up the stall.
Doing the accounts.
Planning new products.
Ordering packaging.
Keeping records.
Taking photographs.
Writing social media posts.
And, of course, finding time to actually make everything!
Some days I feel like I'm a soap maker, cosmetic formulator, photographer, website manager, marketer, stock controller, administrator and delivery driver all rolled into one.
And I'm sure plenty of other small business owners reading this will know exactly what I mean!
So, what actually happens behind that little bar of soap?
I suppose what I'm trying to say is that when you buy something handmade, you're buying much more than the physical product.
You're buying something that has involved time, thought, research, creativity and a whole lot of work.
There is the part you see, the beautiful finished product.
And then there is everything you don't see.
The formulation.
The safety assessment.
The ingredient documentation.
The batch records.
The allergen calculations.
The product notification.
The packaging research.
The photography.
The website.
The SEO.
The wholesale catalogue.
The social media.
And all the other jobs that happen quietly in the background.
Why I still love it
With all that admin, you might be wondering why I do it!
And honestly, there are definitely days when I would happily swap my laptop for a soap mould!
But I still absolutely love making.
I love having an idea and seeing it become a real product.
I love experimenting with ingredients and essential oil blends.
I love seeing a new soap come out of the mould.
I love preparing my stall and meeting customers at markets and shows.
And I especially love hearing that someone has found a product they really enjoy using.
That's what makes all those hours of admin worthwhile.
A little thank you
So next time you pick up one of my soaps, balms, shampoo bars or equine products, I hope you'll look at it slightly differently.
Because behind that finished product is a small business, one person, a very busy workbench, an even busier computer and an awful lot of paperwork!
Thank you for choosing to support handmade and small businesses.
Every order, market visit, recommendation, review, like and share helps me keep doing what I love.
And now...
I'd better get back to my paperwork!
Rachael x
The Stable Soap Company
Handmade with care in Dorset 🌿