Buying supplements in bulk: a checklist for webshops and brands
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Short answer: before you buy supplements or raw materials in bulk, check ten things: the product specification, a certificate of analysis (CoA) per batch, the organic certificate if you sell organic, the novel food status, allergen information, the HS code, the order tiers, the lead time, transport and the storage conditions with shelf life. A supplier who can share these documents quickly saves you time with your quality checks, your customers and the authorities.
What belongs on a bulk buying checklist?
Use the table below as a checklist for every new product and every new supplier.
| Check | What to ask for | Why it matters |
|---|---|---|
| 1. Specification | Written product specification | The reference for quality, labelling and every later delivery |
| 2. CoA per batch | Certificate of analysis with batch number | Shows that the delivered batch meets the specification |
| 3. Organic certificate | Valid certificate that covers the product | Required if you sell the product as organic |
| 4. Novel food status | Confirmation of status, checked by you in the EU catalogue | Novel foods need an EU authorisation before sale |
| 5. Allergens | Allergen statement for the 14 groups in Annex II of Regulation (EU) No 1169/2011 | Needed for your label and your customers |
| 6. HS code | Customs code of the product | Determines duties and import paperwork |
| 7. Order tiers | Standard package sizes and minimum order | Sets your purchase budget and stock level |
| 8. Lead time | Lead time from order to shipping | Needed for stock planning and launches |
| 9. Transport | Whether prices include shipping and who arranges it | Affects your landed cost and delivery date |
| 10. Storage and shelf life | Storage conditions and best-before date | Prevents quality loss in your warehouse |
What should a product specification include?
A good specification describes exactly what you buy. For supplements and raw materials it usually includes the product name and botanical name, the plant part or source, the form (powder, capsule, tablet), the content per capsule or tablet, the ingredients including any capsule material, appearance, moisture, microbiological limits, limits for contaminants where relevant, storage conditions and shelf life. For capsules, check the capsule type: our herbal capsules use vegetarian HPMC capsules. Compare specifications from different suppliers line by line, since the same product name can hide different qualities.
Why ask for a certificate of analysis per batch?
A CoA shows the test results for one specific batch. Check three things: the batch number on the CoA matches the batch number on the packaging, the results fall within the specification, and the analysis covers the parameters that matter for your product. Keep the CoA with your purchase records. Regulation (EC) No 178/2002 requires food businesses to be able to identify the business they bought from and the business they supplied, and batch documents make that traceability much easier. Some of our product pages offer a downloadable CoA; for other products the documentation is available on request.
How do you check organic certification?
If you sell a product as organic, the product and its supply chain must be certified under Regulation (EU) 2018/848. Ask for the supplier's certificate, check that it is valid and that the product is listed on it. For capsules, the certificate of the company that fills them also counts. Our capsules are filled by an external Dutch contract manufacturer, whose organic certificate is available on request. If you repack or relabel organic products, ask your control body whether you need your own certification.
How do you check novel food status?
Under Regulation (EU) 2015/2283, food that was not used for human consumption to a significant degree in the EU before 15 May 1997 is a novel food and needs an EU authorisation. Check each ingredient, including the plant part and form, in the EU Novel Food Catalogue and the Union list of authorised novel foods. The catalogue is an orientation tool, so if the status is unclear, ask the competent authority in your country before you buy stock.
Why does the HS code matter?
The HS code (Harmonized System code) classifies a product for customs. It determines import duties, statistics and sometimes extra paperwork. Our product pages list the HS code, for example 090220 for matcha and 250100 for Celtic sea salt. Check the code and any duties for your destination in the EU TARIC database, especially when you ship outside the EU or import from outside the EU.
What order tiers and lead times are realistic?
Bulk suppliers work with fixed package sizes. At GOA Supply the standard tiers are:
- Capsules: 20,000, 50,000 or 100,000 capsules, usually shipped within 1–2 weeks.
- Powders: 10, 50 or 100 kg, usually shipped within 1–2 weeks.
- Tablets and salts: 10, 50 or 100 kg.
Smaller quantities than the standard tiers are possible on request, and our price list is available on request. Lead times depend on stock. For a launch, plan your first order with a margin and agree reorder moments before you run low.
How should you plan transport and storage?
Ask whether prices include shipping. Our prices exclude shipping, and we can arrange transport to your address. For storage, follow the conditions on the specification. In general terms:
- store products closed, cool, dry and away from direct light;
- reseal opened bulk bags well, since powders take up moisture and odours;
- use older batches first and keep an eye on best-before dates;
- keep salts and moist products such as Celtic sea salt in packaging that suits their moisture content;
- record batch numbers when you repack, so you can trace every retail unit back to the bulk batch.
Where to start
See the order quantities and how to request a quote on our wholesale page, or browse all products. Popular starting points are our natural powders in bulk, herbal capsules in bulk and Celtic sea salt in bulk. More answers about ordering are in our FAQ.
FAQ
What is the minimum order at GOA Supply?
Our standard tiers are 20,000 capsules for capsule products and 10 kg for powders, tablets and salts. Smaller quantities are possible on request.
Do you supply a certificate of analysis?
Yes. Batch documentation is available on request, and some product pages offer a downloadable CoA.
Do prices include shipping?
No. Prices exclude shipping. We can arrange transport for you and quote it with your order.
How fast can you deliver?
Orders are usually shipped within 1–2 weeks, depending on stock. Delivery time after shipping depends on the destination.
Can I sell bulk products under my own brand?
Yes. All products are also available as private label. Private label production usually takes 5 to 12 weeks.
Sources
- Regulation (EC) No 178/2002 laying down the general principles of food law, including traceability (EUR-Lex)
- Regulation (EU) No 1169/2011 on the provision of food information to consumers, Annex II allergens (EUR-Lex)
- Regulation (EU) 2018/848 on organic production and labelling of organic products (EUR-Lex)
- Regulation (EU) 2015/2283 on novel foods (EUR-Lex)
- EU Novel Food Catalogue (European Commission)
- TARIC consultation, European Commission (customs tariff and HS codes)
Written by Florian Fermin, co-owner of GOA Supply.