11 Key Features to Look for in a LIMS

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Your lab is drowning in spreadsheets. Sample tracking happens across three different systems. And when it’s time for an audit, you're scrambling to piece together documentation that should have been automatic all along.

Sound familiar? You're not alone. Fortunately, a LIMS can fix this. But with dozens of platforms claiming to solve your problems, how do you separate genuine capability from feature bloat?

In this guide, we’ll show you the key features to look for when choosing a LIMS as you look for the right LIMS for your lab. While one lab’s essential feature may be optional for yours, we’ll do our best to highlight where and when these features are necessary.

What is a LIMS?

A LIMS is a comprehensive software platform designed to manage and track samples, tests, and results throughout the entire lab workflow. 

LIMS are information management and automation powerhouses for modern labs, available in multiple deployment models and configurations:

• They can be built from scratch and self-hosted or licensed
• You can host them yourself (on-prem) or access them via the cloud
• Some require heavy customization to make changes, while others offer in-app configuration
• Some are industry-agnostic, while others are industry-specific
• Some are enterprise platforms with pro services, while others are self-service

LIMS have broad applications. From manufacturing and consumer goods to environmental testing, a LIMS can help labs with the following:

• Sample management and tracking
• Workflow automation and optimization
• Instrument integration and data capture
• Quality control and assurance
• Reporting and data analysis
• Chain of custody management
• Product lot tracking
• Batch test re-runs
• Equipment scheduling and calibration

Without a LIMS, labs often manage the above functions and more manually, usually in a mix of spreadsheets and physical lab notebooks. One such lab we spoke with was bogged down in manual work before switching to a LIMS. 

They reported spending a significant amount of time entering data manually when building their worksheets, entering data from instruments, and maintaining inventory records. Rather than transcribing, copying, and double-checking for good measure, a LIMS can automate this and much more, freeing your staff for higher-value work.

How a LIMS Compares to Common Lab Software

• QMS: A QMS (Quality Management System) is a software platform for labs to meet customer requirements and regulatory standards, ensuring a company produces products and performs services consistently and efficiently.
• ELN: An ELN (Electronic Lab Notebook) is a digital platform designed to replace traditional paper-based lab notebooks.
• LIS: An LIS (Lab Information System) is a specialized software platform primarily used in medical and clinical laboratories. Unlike a sample-centric LIMS, a LIS is patient-centric; a LIS is designed to manage patient data, test orders, and results, ensuring seamless integration with Electronic Health Records (EHR) systems.
• LES: A Laboratory Execution System (LES) is a software platform designed to enforce, guide, and document the execution of laboratory and quality control procedures in highly regulated manufacturing environments.

The Types of LIMS You Will Encounter

Since their inception, LIMS have been implemented in various ways depending on how many users you need, where your data will be stored, and how quickly you want to scale. 

The three types of LIMS you will encounter are:

• On-premise: A client-server LIMS is a custom-built solution that works best for large laboratories with dedicated IT teams and resources to manage an on-prem (on-premise) server. If you are looking for control over data and a highly customizable system, this is usually a good fit
• Web-based: A web-based LIMS is hosted on a web server and can be accessed from multiple locations while still giving control of your data.
• Cloud-based: Unlike a web-based LIMS, a cloud-based LIMS is hosted on a remote server, giving users access to the LIMS online. A cloud-based LIMS is scalable and hosted by a third-party provider, making it a cost-effective option for labs without an IT team or developer resources. 

For many labs, a cloud-based LIMS is a wonderful option (and often superior to on-prem). Many cloud-based LIMS support extensive features (which we’ll cover in the next section), offer security controls, and remove the headaches of managing software yourself.

Why Modern Labs Should Invest in a LIMS

Before we get to the key features to look for, let’s talk about ROI. For labs running on shoestring budgets, the expense of a LIMS can be off-putting.

Most LIMS will be able to save you time and money through the following:

• Improved data management: No need for multiple spreadsheets or paper records. The same goes for transcribing readings from instruments and software. A LIMS gives you a single source of truth in your lab and reduces errors.

• Increased efficiency and productivity: Routine tasks such as sample logging, tracking, and reporting are automated, freeing your staff to focus on more complex, intellectually demanding tasks. Automated workflows also mean standardized processes, reducing variability and increasing reproducibility.
• Improved compliance: A LIMS can help ensure processes are in line with these standards and provide tools for monitoring and documenting quality control measures. QBench LIMS includes a built-in QMS to help labs automate compliance across their processes and data.
• Greater control: Paper-based systems lend themselves to chaos and unpredictability. Centralizing data in a LIMS, though, gives you full control. You have control over what data is stored, how it is stored, and who can access it. This control leads to a more secure and organized lab, which means a lot more time to focus on higher-priority work.

While a LIMS can certainly be expensive, the ROI often justifies the cost if you select the right platform. Learn more about understanding the ROI of a LIMS in our guide. Read on for a breakdown of the top features to look for in a LIMS.

11 Key features to look for in a LIMS

The LIMS market is broad. Some are industry-specific. Some include cutting-edge technology like AI. Others are self-hosted. No matter which vendor you choose, we find labs across most industries benefit from the following features:

1. Automation
2. Instrument Integration
3. Software Integrations
4. Reporting
5. Compliance
6. Sample Management
7. Inventory Management
8. Customer Portal
9. Batch Testing
10. Security Features
11. Billing Support

Automation

Of all the benefits of using a LIMS, automation is right up there at the top of the list.

Automation can mean so many things, though. When we say “automation,” we mean things like:

• Generating worksheets and reports
• Batch running tests, and re-running if results are out of spec
• Monitoring inventory and alerting or re-ordering when stock gets low
• Tracking samples as they move through your lab
• Collecting data from instruments

Essentially, all of the activities you either log on a whiteboard for your staff to remember to do, or do yourself manually.

There’s one caveat to automation: Is your LIMS configurable or customizable? Configurable LIMS can be set up by anyone on your staff in the app, while customizable LIMS require custom code from a developer or your vendor. The latter can get very expensive, very quickly.

You’ll need to weigh the pros and cons of each if you’re caught between the two. Personally, we strongly recommend choosing a configurable LIMS, as it will be much more cost-effective (and save time) in the long run.

Instrument Integration

Remember that lab from earlier? The manager we spoke with spent hours transcribing readings from instruments into spreadsheets and notebooks. A LIMS eliminates that right away. 

By integrating your lab instruments with your LIMS, you can centralize all of your data in one platform and completely cut out the need to manually review and transcribe readings from instruments. This ensures real-time data transfer and minimizes manual data entry errors, which can slow you down as well. 

Software Integrations & API Access

Support for external software integrations is also key. 

The ability to integrate with other software and systems enables seamless data exchange and continuity across your systems. For example, you can integrate a LIMS with accounting software to manage invoices or integrate your LIMS with your CRM to sync customer data

This connectivity ensures that your lab can adapt to evolving technology landscapes and collaborate effectively across your systems. Bonus points for a LIMS that offers a REST API that allows you to set up custom integrations as well. 

Be warned, though. While many vendors offer an API, it’s not always flexible. We’ve heard horror stories about legacy vendors who had to spin up new endpoints for each new customer they signed on. One lab waited months for a simple schema change to accommodate new data they wanted to send to their LIMS.

Reporting

Whether you wish to report on data to view tests at a glance, forecast demand, or generate an audit trail for compliance purposes, look for a LIMS that offers flexible reporting tools that turn your data into insights. 

Without reporting tools, your lab risks flying blind. Armed with the right LIMS, though, you can be confident in your data.

Compliance Support

To be clear, a LIMS is not a complete compliance solution. For that, you’d need a QMS.

Fortunately, some LIMS include QMS features, or even a fully integrated QMS, to support compliance. For example, QBench’s QMS features allow you to:

• Track quality records
• Track instrument calibration and maintenance records
• Create and update standard operating procedures
• Create and update training materials
• Store all lab documentation

A LIMS with strong compliance tools reduces the risk of non-compliance penalties and enhances the lab's reputation for reliability and safety.

Sample Management

At their core, LIMS are sample-centric platforms. From receipt to disposal, and every step in between, a LIMS can help you track everything that flows through your lab. With the right LIMS, the days of flipping through notebooks or spreadsheets to piece together a chain of custody are gone. 

Look for a LIMS that supports automated barcode scanning, quality-control integrations, and the ability to categorize, sort, and filter sample records with ease.

Inventory Management

Likewise, inventory management is a core functionality for any good LIMS. 

When we say “inventory management,” you may jump to the spreadsheets you use to track stock levels manually. A LIMS can do far more than that; a LIMS helps you:

• Track all consumables, assays, and equipment in your lab
• Alert your team to low stock levels
• Warn if the inventory is expiring soon or expired
• Re-order inventory if necessary to prevent slowdowns

Between sample and inventory management features alone, you may be able to cut several hours from your workflow and drastically improve your processes.

Self-Service Customer Portal

Whether you work with external or internal customers, a self-service customer portal is a must-have.

A customer portal in a LIMS enhances client engagement by providing direct access to data, test results, and service requests. This cuts down on costly back-and-forth communication and gives customers greater visibility into your lab's operations. With QBench LIMS, you get a brandable and configurable customer portal that allows you to:

• Provide real-time status updates
• Download PDF reports
• Send invoices 
• Plan capacity in your lab
• Manage account relationships

And also allows customers to:

• Submit sample details remotely
• Upload sample details in bulk
• Get alerts on issues with samples and prompts for resubmission
• Place orders
• Communicate with the lab
• View order and test results history
• Manage billing and view invoice history
• Check for test results
• Download test results and COAs

For labs with dedicated client services staff, the time savings add up quickly. If your customer-facing team (even just 3-4 people) saves 2 hours per week handling sample submissions and results inquiries, that's 300-400 hours annually!

Batch Testing

Support for batch testing is helpful, as it allows your lab to process multiple samples at once, saving time and boosting efficiency.

But here's where batch testing becomes invaluable: when something goes wrong. For example, if you find that you’ve processed 150 samples overnight only to discover a calibration issue with one of your instruments the next morning, this could lead to days of wasted time without batch testing.

Look for a LIMS that makes batch testing easy to configure. You should be able to:

• Run the same test across multiple samples simultaneously
• Automatically flag and re-run samples that fail QC checks
• Apply the same test protocols consistently across batches
• Track batch-level quality control for compliance purposes

Billing Support

Contract testing labs, especially, should prioritize a LIMS with billing support as you browse providers. 

It may seem minor, but not every LIMS supports billing and invoicing. Fortunately, QBench does. With QBench, your lab can:

• Streamline your accounting by auto-generating invoices
• Customize your own Invoice Templates to your own branding
• Create Quotations, volume-based discounts, panel pricing, rush order pricing, and customer-specific pricing
• See paid and reconciled Invoices
• Integrate with QuickBooks and other accounting software

The time savings matter, but so does accuracy. When billing is directly tied to your sample and test data, you eliminate the risk of under-billing (lost revenue) or over-billing (client disputes). Your invoices reflect exactly what work was performed, with full traceability back to the original samples.

Security Features

QBench takes security seriously – and your lab should too.

One compromised sample or one exposed client dataset can trigger regulatory investigations, contract terminations, and months of remediation work. 

A good LIMS will have features to safeguard your data, generate audit trails, and create electronic signatures. You should also look for a LIMS that is ISO 17025 and HIPAA compliant, and that meets best-in-class security standards, including SOC 2 compliance. This ensures that, no matter your lab industry, your data is secured to the correct standards.

Why Modern Labs Trust QBench

You’ve got the features to hunt for, so of the dozens of vendors to pick from, which will you choose?

We can’t make the decision for you, but we can say that if you’re looking for a LIMS to automate and optimize your lab’s processes, we’d recommend QBench. 

Here are a few reasons why labs that range from a beloved West Coast burger chain to cutting-edge green technology trust QBench with their data and processes:

• Configurable, not complex
• Industry-agnostic and flexible
• Built-in QMS

Configurable, Not Complex

As shared above, LIMS are more sophisticated than other lab software platforms like ELNs, but that doesn’t mean they have to be complex.

To be sure, most legacy LIMS certainly are complex. Legacy LIMS platforms require custom code and pro services to fit the LIMS to your exact specifications, which will introduce complexity and drive up costs in the long run. But a configurable LIMS like QBench puts the power in your hands to set up and alter processes as needed.

With QBench, you can do the following and more in-app:

• Generate COAs and worksheets
• Configure dashboards to monitor tests
• Build a customer-facing portal
• Manage billing and invoicing

All without custom code. With legacy LIMS, you often run into hidden costs from the complexity tax, but with QBench LIMS, modern labs can get more done and prioritize more important work 

Industry-agnostic & Flexible

QBench LIMS isn’t specifically built for the manufacturing industry, but that’s not necessarily a limitation.

QBench is industry-agnostic, but many labs see this as a strength. Rather than hyper-focusing on a single set of lab workflows, QBench is built to be configurable for a variety of needs, giving your lab full flexibility to set things up the way you want. 

We’d liken QBench to a LEGO set; you are free to match it to your needs and specifications – and you can do so much faster and more easily than a legacy LIMS that requires custom code.

Built-In QMS

Whether you purchase a LIMS or not, you’ll need some form of compliance management in your lab to meet regulatory standards and best practices.  Fortunately, QBench comes with a built-in QMS, allowing you to manage compliance and documentation at scale. 

With an integrated QMS, you can store SOPs and compliance documentation, allowing you to get much more done than having a LIMS on its own. QBench is proud to be SOC 2 compliant and to support labs in meeting 21 CFR Part 11 and ISO 17025 standards. 

Looking for a LIMS? Make the Right Choice With QBench

If you’re set on a LIMS for your lab, then the next step is to evaluate vendors and select which one(s) you want to demo. 

There’s one small problem: which vendor(s) will you review?

With so many vendors to pick from and features to consider, we created a LIMS buyer’s guide to help you make the right choice for your lab. In this guide, you will learn the following:

• The different types of LIMS available
• Key features to look out for
• A vendor comparison

And more!

Fill out the form below to get your free guide and take the first step toward automating your lab today.