How do you choose an automation partner?

Choosing the right automation partner is one of the most important decisions a laboratory or engineering team can make. Automation systems are long-term investments, often shaping workflows, data quality, and productivity for years to come.

The difference between the right and wrong partner can be significant, affecting everything from integration success to ongoing support and return on investment.

This guide outlines the key questions to ask automation vendors, with practical guidance on how to evaluate answers and what to look for, particularly when considering custom, complex automation projects.

Selecting an automation partner is not just about buying equipment, it’s about choosing a long-term collaborator.

The right partner will:

• Understand your process, not just the technology
• Deliver a solution tailored to your workflow
• Support the system throughout its lifecycle

The wrong partner may:

• Deliver rigid or poorly integrated systems
• Fail to meet performance expectations
• Provide limited support after installation

In automation, vendor selection impacts long-term system success and adaptability, not just initial deployment.

Labman perspective:

Labman positions itself as an end-to-end partner rather than a product vendor, supporting customers from initial concept through to long-term optimisation and upgrades.

Before engaging suppliers, clearly define:

• The workflow you want to automate
• Current bottlenecks and inefficiencies
• Your desired outcomes (e.g. throughput, consistency, safety)

Clear requirements ensure vendors design around your process rather than trying to fit your lab into a pre-built system.

Labman perspective:

Labman typically starts projects with process mapping and concept development, ensuring systems are built around real workflows, not predefined platforms.

Question to ask vendors:

“Can you show examples of similar systems or applications?”

Look for:

• Proven experience in your industry
• Case studies with comparable workflows
• References you can speak to

Experience is critical; automation is rarely one-size-fits-all.

Labman perspective:

As Labman delivers bespoke automation across industries (materials, pharma, energy, etc.), experience is typically demonstrated through custom projects rather than standard catalogue systems.

Question to ask vendors:

“How do you design, integrate, and adapt solutions?”

Evaluate:

• Engineering depth (mechanical, software, robotics)
• Ability to design custom solutions
• Ownership of integration across systems

Automation success depends heavily on technical execution and architecture.

Labman perspective:

Labman’s model combines in-house design, build, and software development, reducing risk from fragmented suppliers and enabling tighter control over system performance.

Questions to ask vendors:

“How will your system integrate with our instruments, data systems, and workflows?”

Key considerations:

• Compatibility with existing lab equipment
• Integration with LIMS, ELN, MES, or ERP systems
• Data flow and interoperability

Integration challenges are one of the most common causes of automation failure.

Labman perspective:

Labman typically focuses on custom integration and open system design, allowing new automation to work alongside existing infrastructure rather than replacing it.

Questions to ask vendors:

“How does this system evolve over time?”

Look for:

• Modular design
• Ability to expand throughput
• Flexibility to adapt to new workflows

Scalability is key to protecting long-term investment.

Labman perspective:

Labman systems are often designed to scale and evolve, supporting changing research priorities and increasing automation over time.

Questions to ask vendors:

“What happens after installation?”

Evaluate:

• Training and onboarding support
• Maintenance and servicing
• Remote support availability
• Response times and SLAs

Strong post-installation support is essential for reliability and uptime.

Labman perspective:

Labman emphasises lifecycle support, including:
• In-house support engineers
• Remote diagnostics and telemetry tools
• Preventative maintenance and upgrade pathways

Questions to ask vendors:

“What is the total cost of ownership, and how do you measure ROI?”

Consider:

• Initial system cost
• Integration and commissioning
• Maintenance over time
• Efficiency gains and labour savings

Looking beyond upfront cost is essential to understanding long-term value.

Labman perspective:

Labman projects are often evaluated on workflow-level impact such as throughput gains, reproducibility, and reduced manual intervention rather than just equipment cost.

Questions to ask vendors:

“What testing processes are used before handover?”

Look for structured stages such as:

• Factory Acceptance Testing (FAT)
• Site Acceptance Testing (SAT)

These ensure systems perform as expected before and after installation.

Labman perspective:

Labman projects typically follow a structured validation approach, including FAT and SAT, to ensure systems meet agreed performance criteria before full deployment.

Questions to ask vendors:

“How will you support us as our needs change?”

A strong automation partner will:

• Stay engaged after installation
• Help optimise performance over time
• Adapt systems to new workflows and challenges

Automation success depends on long-term collaboration, not one-off delivery.

Labman perspective:

Labman positions itself as a long-term automation partner, supporting:
• System evolution
• Workflow optimisation
• Ongoing engineering support

To summarise, ask every vendor:

• Can you show similar project examples and references?
• How will you integrate with our existing systems?
• Do you offer custom solutions or fixed platforms?
• What validation processes (FAT/SAT) do you use?
• What support and maintenance is included?
• How will the system evolve over time?
• What is the total cost of ownership and ROI?

These questions help identify whether a vendor can deliver both technical performance and long-term value.