What questions should you ask a vendor before buying an automation system?

Before buying an automation system, ask vendors about the scope of automation, solvent consumption limits, cross-contamination prevention, validated matrices and analytes, technical support structures, and long-term partnership commitment. These six areas expose whether a system genuinely fits your laboratory’s analytical needs or simply looks impressive in a brochure. The questions below give you a practical framework for evaluating any automated sample preparation vendor.

What should a vendor’s automation system actually automate?

A vendor’s automation system should cover the complete sample preparation workflow, from extraction and cleanup through to concentration and final volume adjustment, without requiring manual intervention between steps. The key question is not whether the system automates something, but whether it automates the specific steps that currently create bottlenecks, errors, or safety risks in your lab.

Many systems on the market automate only one phase of sample preparation. A cleanup platform that still requires manual solvent transfers before and after adds complexity rather than removing it. When evaluating vendors, map your current workflow step by step and ask the vendor to demonstrate exactly where their system takes over and where your technicians still need to act.

For laboratories analyzing persistent organic pollutants such as dioxins, PCBs, PFAS, or pesticides, a fully automated system should handle the entire purification sequence, including column conditioning, sample loading, washing, and elution. Ask whether the system can run unattended overnight and how many samples it can process in a single sequence. The answers will quickly separate genuinely integrated platforms from partially automated workarounds.

How do you evaluate a vendor’s technical support and training offer?

Evaluate a vendor’s technical support by asking for specifics: response time guarantees, the qualifications of their support engineers, whether on-site support is included, and how training is structured for new operators. A vendor who cannot answer these questions in detail is unlikely to provide reliable support after the sale.

Training is particularly important for complex analytical workflows. Ask whether the vendor offers hands-on training at your facility, whether training materials are provided in your working language, and whether refresher courses are available as staff changes. A vendor who offers a one-day demonstration and nothing more is not prepared to support a laboratory through method development, system qualification, or regulatory audits.

Also ask about remote diagnostics and software support. Modern automated sample preparation systems generate run logs and instrument data that a competent vendor should be able to review remotely to diagnose issues before dispatching an engineer. If a vendor’s support model relies entirely on physical visits, factor that into your total cost of ownership.

What solvent consumption and safety standards should a system meet?

An automated sample preparation system should consume less than 100 mL of organic solvent per sample and should operate without dichloromethane. These are meaningful benchmarks for both operator safety and environmental compliance, and any vendor who cannot confirm their system meets them deserves careful scrutiny.

High solvent consumption is not just an environmental concern. It increases reagent costs, generates hazardous waste that requires regulated disposal, and creates ongoing occupational health risks for laboratory staff. Regulatory pressure on solvent use is increasing across Europe and North America, and laboratories that invest in high-consumption systems today may face compliance challenges within the lifetime of that equipment.

When reviewing vendor specifications, ask for actual solvent consumption data from validated runs rather than theoretical minimums. Ask specifically whether dichloromethane is required at any stage, including conditioning or column regeneration steps. Also ask whether the system requires fume hood installation, as this affects laboratory layout and infrastructure costs. Vendors offering genuinely low-solvent platforms will have clear, documented answers to all of these questions.

How can you verify a system prevents cross-contamination between samples?

You can verify cross-contamination prevention by asking the vendor whether samples ever come into direct contact with the instrument’s internal flow path. In systems where samples pass through shared tubing or valves, contamination between runs is a structural risk. The safest designs eliminate direct contact entirely, so each sample interacts only with its own dedicated consumables.

For laboratories analyzing ultra-trace contaminants such as dioxins or PFAS, even minimal carryover between samples can invalidate results and trigger costly reruns. Ask the vendor to provide validation data showing carryover levels across a range of sample types, including high-concentration samples followed by blanks. This data should be available from real analytical runs, not just engineering specifications.

Also consider the flow path materials. For PFAS analysis in particular, systems with Teflon components in the flow path can introduce background contamination that compromises results at low detection levels. Ask vendors explicitly whether their systems are Teflon-free in all wetted parts, and request documentation to confirm it.

Which matrices and analytes should the system be validated for?

The system should be validated for the specific matrices and analytes your laboratory analyzes, not just the most common ones listed in a brochure. Validation across food, feed, soil, water, sludge, and air matrices requires different method parameters, and a system validated only for one matrix type may not perform reliably across your full sample range.

Ask the vendor for published validation data or peer-reviewed literature supporting the system’s performance for your target analytes. For dioxins and PCBs, this means confirmation against EU regulatory criteria or EPA methods. For PFAS, it means demonstrated performance at the low detection levels now required under evolving regulatory frameworks. For pesticides, it means coverage across the compound classes relevant to your monitoring scope.

Validation should also cover the range of sample volumes and concentrations you encounter in routine work. A system validated only at mid-range concentrations may not perform reliably at the detection limits required for regulatory compliance. Ask whether the vendor can support method development for matrices or analytes not yet covered by their existing validation data, and whether that support is included in the purchase or billed separately.

What questions reveal whether a vendor is a long-term partner or just a supplier?

The questions that reveal partnership quality are the ones about what happens after the sale: method development support, software updates, spare parts availability, and how the vendor responds when a system underperforms. A supplier ships equipment. A partner stays engaged with your laboratory’s analytical challenges over the system’s full operational life.

Ask the vendor how long they have been active in your specific application area and whether they have reference laboratories you can contact. Ask about their roadmap for system updates and whether existing customers receive software improvements or need to purchase new hardware. Ask how spare parts are sourced and what the typical lead time is for critical components.

Also ask about their relationship with the manufacturer. Vendors who distribute equipment they had no hand in developing may have limited ability to escalate technical issues or influence product improvements. Vendors who work closely with manufacturers, or who have deep application expertise in your analyte area, are better positioned to support you when problems arise that go beyond standard troubleshooting.

Finally, ask whether the vendor offers outsourced analytical services or method validation support. A vendor with in-house analytical expertise understands your workflow from the inside, not just from a sales perspective. That depth of knowledge makes a material difference when you are qualifying a new method or troubleshooting an unexpected result.

How DSP-Systems supports your laboratory automation procurement

DSP-Systems is a specialist in automated sample preparation for laboratories analyzing environmental contaminants, and their approach to vendor partnership addresses every question covered in this article. Here is what they bring to the evaluation process:

Fully integrated automation: Systems such as the GO-EHT platform automate the complete purification workflow for dioxins, PCBs, PBDEs, and PCNs across food, feed, soil, water, sludge, and air matrices.
Low solvent consumption: All systems operate with less than 100 mL of organic solvent per sample and without dichloromethane, meeting current and foreseeable regulatory standards.
Cross-contamination eliminated by design: Samples do not come into direct contact with the system, removing carryover risk at the instrument level.
Teflon-free flow paths: SPE systems from LabTech feature fully inert, Teflon-free wetted parts, making them reliable for PFAS analysis at trace levels.
Validated across matrices and analytes: Systems are supported by peer-reviewed literature and application notes covering dioxins, PCBs, PFAS, pesticides, PAHs, and more.
Method development and training: DSP-Systems supports laboratories with method development, validation, operator training, and turnkey lab setup.
Outsourced analysis available: For laboratories building capacity, DSP-Systems works with ISO 17025 accredited laboratories to provide internationally recognized analytical reports on a temporary or long-term basis.

If you are currently evaluating automated sample preparation systems and want to work through these questions with a specialist, contact DSP-Systems directly at +31 85 047 9266 or reach out by email to discuss your laboratory’s specific requirements.

Veelgestelde vragen

How do I compare multiple vendors side by side without getting overwhelmed by technical specifications?

Create a standardized evaluation matrix before contacting any vendor, listing your specific workflow steps, target analytes, matrices, and compliance requirements as fixed criteria. Ask every vendor the same set of questions and request documentation — not verbal assurances — for each answer. This approach makes gaps and inconsistencies between vendors immediately visible and prevents glossy demonstrations from overshadowing practical fit.

What are the most common mistakes laboratories make when purchasing an automated sample preparation system?

The most frequent mistakes are evaluating the system in isolation from the full workflow, underestimating the cost of post-purchase support, and accepting brochure specifications instead of validated run data. Laboratories also frequently overlook infrastructure requirements — such as fume hood installation, solvent waste disposal capacity, or IT integration — that add significant hidden costs after purchase. Requesting a site visit or pilot run with your own sample types before signing a contract is one of the most effective ways to avoid these pitfalls.

How long does it typically take to implement and qualify an automated sample preparation system in a regulated laboratory?

Implementation timelines vary depending on method complexity and regulatory framework, but laboratories should realistically plan for three to six months from installation to routine use when qualification documentation is required. This includes installation qualification (IQ), operational qualification (OQ), and performance qualification (PQ), as well as operator training and any method adaptation needed for your specific matrices. Vendors with in-house application expertise can significantly compress this timeline by providing pre-validated protocols and supporting documentation from the outset.

Can an automated system handle low-volume or irregular sample loads, or is it only cost-effective at high throughput?

Modern automated sample preparation systems are designed to be flexible, and many platforms can process as few as one sample per run while still delivering reproducibility advantages over manual preparation. The cost-effectiveness argument for automation extends beyond throughput — reduced analyst time, lower error rates, improved data quality, and eliminated solvent exposure provide value even at modest sample volumes. Ask vendors specifically about minimum batch sizes and whether the system can be paused and restarted between runs to accommodate irregular workloads.

What should I do if my laboratory analyzes analytes or matrices that a vendor's system has not yet been validated for?

Ask the vendor directly whether they offer method development support for non-validated matrices and analytes, and clarify upfront whether this service is included in the purchase price or billed separately. A vendor with genuine application expertise should be able to outline a realistic development pathway, including expected timelines and the validation criteria they will work toward. If a vendor cannot provide a credible answer to this question, treat it as a signal that their support capability may not extend beyond their existing standard applications.

How do I evaluate whether a vendor's cross-contamination claims are backed by real data rather than engineering theory?

Request carryover validation data from actual analytical runs, specifically experiments where high-concentration samples are followed immediately by procedural blanks, and check that the concentration range tested reflects the extremes you encounter in your own work. Published method validation studies or peer-reviewed application notes are stronger evidence than internal engineering reports, as they have been subject to independent review. If a vendor cannot produce this data for your target analytes, ask whether they can run a demonstration using your sample types before purchase.

What ongoing costs should I budget for beyond the initial purchase price of an automated sample preparation system?

Beyond the capital cost, budget for consumables (cartridges, solvents, and disposables), annual service contracts, software maintenance fees, and periodic requalification if your regulatory framework requires it. Operator training for new staff and the cost of method development for new analytes are often overlooked but can be substantial over a five-to-ten-year equipment lifecycle. Requesting a full five-year total cost of ownership estimate from each vendor — broken down by category — is the most reliable way to make an accurate financial comparison between competing systems.

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