Stem Biotech runs on Nucleu ERP

Context

Stem Biotech is a regenerative medicine and cell therapy laboratory. It operates under GMP conditions in a single facility: inputs with cold chain down to -196°C, intermediate preparations with shelf life measured in hours and finished products with cell-therapy specifications (cell type, minimum viability, maximum passages, regulatory status).

Before Nucleu, operations lived in parallel spreadsheets: customers in one workbook, inventory in another, loose orders, receipts in physical folders and formulas in Word. Batch traceability — required by regulated customers — was rebuilt by hand.

Challenge

• Customer balances reassembled manually across several workbooks.
• Order and inventory cancellations with no auditable reversal.
• Lot numbers and expiration dates as optional columns nobody filled.
• Formulas in Word documents with no single version of truth and no BOM explosion.
• Two-week monthly commercial close.

Operational architecture

Ten active modules organized into four cycles.

Commercial cycle. Customer, sales order, invoice and received payment. The order moves through a state machine (Pending → In production → Ready → Delivered → Completed) that triggers production orders and computes due dates from the agreed payment terms. Payments split across multiple orders and recompute balance and status in real time. Customer commercial status (Current, Watch, Overdue, Inactive, New) is derived from actual orders and payments.

Procurement and inventory. Expense and physical movement decoupled. The expense has its own approval flow; stock only changes when an inventory entry is confirmed. Six entry types cover receipt, initial load, production output, production consumption, supplier return and adjustment. Each line captures lot, expiration date and storage condition. Cancelling a confirmed entry reverses stock with full traceability of who and when.

Catalog and production. Three levels: items (purchased inputs), base products (in-house intermediate preparations with required ISO cleanroom class and shelf life in hours) and products (finished good with cell type, source tissue, minimum viability, maximum passages, route of administration, regulatory status and required tests). Explicit formulas between levels enable automatic BOM explosion: selling N doses generates the corresponding production orders and emits the consumption and output entries.

Visibility and control. Automatic change audit (who, what, when, previous value, new value). Polymorphic notes and attachments tied to any record (invoice PDF, SAT XML, certificate of analysis). Dashboards with period-over-period KPIs, sales pipeline, collections timeline and operational alerts.

Outcome

• End-to-end traceability: every delivered batch traces back to consumed inputs, responsible operator and formula version used.
• Monthly commercial close reduced from two weeks to three days.
• Automatic receivables aging.
• Safe cancellation: reversing a payment or an entry leaves the system consistent with no manual adjustments.
• GMP compliance built into the flow: lot, expiration and storage condition are required, not optional.