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In Batchlane, your account is your individual identity — your email, password, and personal settings. Your workspace is the shared environment where your team’s inventory, recipes, batch records, and settings all live. Most configuration happens at the workspace level, which means the decisions you make here affect every team member and every record in your operation. Taking the time to set up your workspace correctly before you start receiving lots and running batches protects the integrity of your data downstream — especially for lot codes and traceability.

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Inviting team members

Navigate to Settings > Team and click Invite member. Enter the team member’s email address and select their role. Batchlane sends them an invitation email with a link to join your workspace. Batchlane has three roles:
RoleCan do
AdminFull workspace access including settings, team management, plan and billing management, and all production records
OperatorCreate and edit lots, batch records, receipts, and shipments — full access to day-to-day production workflows
ViewerRead-only access to all records including inventory, batch records, and traceability exports
Assign Admin to your production manager or operations lead. Give Operator access to anyone who receives materials, runs batches, or ships finished goods. Use Viewer for QA staff, auditors, or executives who need visibility without the ability to modify records.

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Adding locations

Multi-location support is available on the Pro plan. If you’re on the Free or Growth plan, all inventory is tracked under a single default location.
If your operation runs across multiple warehouses, coolers, or production facilities, navigate to Settings > Locations and click Add location. Give each location a clear name that matches how your team refers to it in daily operations — for example, “Dry Storage”, “Walk-In Cooler A”, or “Chicago Facility”. Once locations are configured, they appear as a field on every receipt and lot record. When you receive a lot, you assign it to the location where it’s being stored. When you run a batch, Batchlane uses location alongside FEFO to surface the right lots from the right place. Finished lots also carry a location so you know where your finished goods are held before shipment.

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Lot code formats

Batchlane can generate internal lot codes automatically when you create receipts and finished lots. To configure your format, navigate to Settings > Lot codes and define your prefix and numbering convention. A common format is: 
TOM-0610-A
Where:
  • TOM is the item prefix (short code for the item, e.g., “TOM” for Tomato Paste)
  • 0610 is the production or receipt date in MMDD format
  • A is a sequence letter for lots received or produced on the same day
You can define a default prefix pattern for ingredients, packaging, and finished goods separately. Batchlane applies your format automatically so every lot that enters your system follows the same convention — making sorting, searching, and traceability exports consistent and predictable.
Changing your lot code format after you have already received lots into your inventory can break traceability. Existing lots keep their original codes, but new lots will follow the updated format — creating inconsistency in your records and making it harder to trace materials across production runs. Configure your lot code format before you receive your first lot and treat it as a fixed standard for your operation.

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Plan and billing

Batchlane offers three plans to match where your team is in its growth:
  • Free — $0/month, up to 250 lots/month, 2 users, inventory ledger, recipes and batch records, CSV import/export
  • Growth — $199/month (or 20% off with annual billing), unlimited core workflows, multiple users, FEFO planning, document queue, traceability exports
  • Pro — $699/month (or 20% off with annual billing), multi-location controls, QuickBooks handoff, advanced admin, barcode and QR workflows, priority onboarding
To upgrade your plan, navigate to Settings > Billing and click Upgrade plan. Select Growth or Pro, choose monthly or annual billing, and complete checkout. Annual billing saves 20% compared to monthly and is billed as a single payment at the start of each year. For detailed plan comparisons and pricing, visit the pricing page.