5 Questions to Ask Before Purchasing Instrument Tracking Software

04 Aug.,2025

 

5 Questions to Ask Before Purchasing Instrument Tracking Software

Are you thinking of purchasing an instrument tracking software this year? If so, great! Now’s a great time to make the transition and begin moving your team to an automated system that will save you time, energy, and money. While there are several options in the marketplace for you to choose from, not all are created equal. When it comes to purchasing an instrument tracking software, you have to weigh the pros and cons of each, the same as you do for any other purchase.

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To help make the process as smooth as possible for you, we’ve put together a list of questions that you should ask before you commit to any given solution. Remember, you’re making an investment, and your questions aren’t a nuisance—they’re expected and welcomed. Even if you’re just thinking about transitioning from one platform to another and aren’t new to automated instrument tracking, you can still use these questions to guide your search and ensure that you end up with a platform that works well for your facility, your patients and your specific needs.

Questions to Ask Before Purchasing Instrument Tracking Software

1. What configurations does it offer?
Every facility is different and has varying needs. As such, you need to be able to make the solution you choose work flawlessly for your facility. So, make sure you ask how the software can be customized to your needs.

2. What can integrate with it?
A software that stands on its own is great, but it could be even better if it integrates with some other key software products like an OR scheduler. Ask what the solution can integrate with AND make sure to ask how those integrations work. You want a solid, dependable integration that delivers the information your teams need in real-time.

3. What does implementation look like?
If you’re making the switch to an automated instrument tracking software for the first time, an implementation might take a while. Make sure you ask what their process looks like and what kind of support they provide along the way. Do they have experts who come and work on-site to help you transition? If so, ask how long they will be available and what the deliverables are that you can expect from that process. Also, make sure to ask what you can expect if bottlenecks happen along the way that slow implementation progress. You don’t want to invest in a software-only to be stuck without an expert to help guide and train you and your team.

4. What kind of long-term support does it come with?
Speaking of support, you also want to make sure that you get access to long-term support. If you run into a snag or have questions down the road, will someone be available to guide you through that? If so, what is the cost of that support? Also, make sure to get information on what kind of support (and the timeline for that support) you can expect when something goes wrong with the actual software.

5. How much does it cost?
At the end of the day, whatever solution you choose does need to be affordable. And if the solution you love doesn’t fit into your budget, see if there is a way to justify the cost. Does it guarantee a solid ROI? If so, how? Ask for case studies and examples of how other facilities have generated financial improvements with the solution you’re considering. If the evidence doesn’t prove that a good ROI is possible for your facility, then you just might have to go to your second and third options.

Selecting Lab Automation Instruments - Promega Corporation

As you research and shop for instruments, it’s important that you consider:

  1. What do I need the instrument to do?
  2. What technical features will support my goals and priorities?
  3. Will the instrument supplier be a good partner?
  4. Can I retrofit an instrument I already have?

With these higher-level questions in mind, you’ll be able to have better conversations about technical performance and features and service quality.

Magnetic particle- (or bead) moving robots are sometimes preferred because they are easy to use, maintain and program and are often less expensive than liquid handling robots. However, particle movers are not as versatile and typically limited to applications like nucleic acid extraction, protein purification and cell isolation. For example, the ThermoFisher KingFisher System does not enable sample management and may require manual reagent dispensing and other manual manipulations. However, the ThermoFisher Presto System uses the same technology but can be integrated onto a liquid handler for fully automated sample processing.

For more information, please visit industrial instrumentation supplier.

Our Maxwell® RSC 48 uses magnetic particle mover technology with a ready-to-go cartridge-based format to process 1–48 samples per run. Simply load your samples and go. Learn more about this instrument.

Most 8-channel liquid handling systems can handle the following ranges of liquid transfer volumes.

  • 1–10µl
  • 10–200µl
  • 50–µl
  • 100–µl

Some 96-channel liquid handlers can transfer up to 1ml, though that depends on the provider. Discuss with the vendor which of their system is the best option for your needs.

Your pipetting accuracy and precision requirements can exclude some vendors from your search. Define the accuracy and precision required for your application to ensure you purchase an instrument matching your needs.

Your accuracy requirements may be affected by your lab’s environment. For example, miniaturizing a process like library preparation can be greatly affected by relative humidity. If you work in a dry climate, you may need a humidifier or non-conductive tips to reduce static and achieve accurate pipetting with a liquid handling robot. Other options are to discharge conductive tip boxes or to wipe down the boxes with a damp cloth before use.

Your workflow’s throughput will depend on the number of pipette channels on your liquid handling robot. Typically, pipettes come as 8-, 96- or 384-channel units, and some providers and instrument sizes do not offer all channel formats. You will also need to get a sense of how many samples an instrument can process in a given amount of time with specific hardware and kit chemistries. Application notes from the kit provider or instrument vendor can help.

Facility requirements are often overlooked and may determine where your instrument can be installed. Air vent locations and air flow direction should be considered for cross contamination risks and safety. If your lab is not on the ground floor, additional floor supports may be required to accommodate larger systems that exceed a floor’s weight capacity. Your lab may need to install new electrical outlets if there are not enough in the optimal installation site. Many of these factors can be modified in collaboration with your facilities manager, but you may need to pay for the changes or explore instruments that will work with your space better. Your vendor can provide specific requirements.

Ask vendors what it would take to upgrade the throughput of an automated system in the future. For example, to switch between 8-channel and 96-channel pipettes, some robotic arms cannot be swapped out without overhauling the entire system. The costs of different robotic arm models may be very similar, but not all models can be easily upgraded in the field.

Custom solutions, or solutions that don’t exist or where there is no part number, are quite common for liquid handling instruments. If custom is offered as a solution, ask for examples of custom work done elsewhere. Consider carefully if custom solutions are right for you. Custom options can increase shipping time and costs for the initial purchase and for any replacement parts. Make sure to ask which components and features of the system you’re considering are “off the shelf” or custom. If custom parts are needed, price out your custom options from multiple vendors. Some vendors will sell “custom” solutions at a standard price, but others may charge more for customization.

The company you choose to purchase your automation instrument from is more than a vendor. When you purchase a liquid handler, it is not trivial to switch to another vendor in the future. Methods do not directly transfer between platforms: methods would have to be rebuilt, reverified and revalidated; and maintaining a knowledge base of multiple platforms and programming languages is not ideal. Your automation instrument provider will be a long-term partner, so make sure that you can work well with their entire team.

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  • Meet with the company’s sales team
  • Meet with the company’s applications team
  • Ask for references and interview them
  • Ask if there is a colleague at your institution using a similar instrument