How to Choose the Best LIMS for Your Lab

If you manage your sample, test, or inventory data manually, it’s not a matter of if something will be recorded incorrectly, but when. 

A study on healthcare data accuracy showed that manual compliance processes result in error rates of 79%-87% when complex spreadsheets are used, compared to <2% when processes are automated. 

The solution is a LIMS (Laboratory Information Management System), a powerful tool for streamlining lab operations and eliminating spreadsheets forever. There’s just one small problem: the LIMS market is broad with dozens of options and price points to sift through.

In this guide, we will walk you through your options when choosing a LIMS, how a LIMS compares to other lab software, and what to look for in your vendor search.

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

A LIMS can be a fantastic platform for automating workflows and strengthening compliance. Some of the top features of a LIMS include:

• 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

There’s more to a LIMS than a simple feature list, though. Read on as we explore how a LIMS compares to other software platforms, the key features to look for, and how they are priced.

How a LIMS Differs From Other Lab Software

A LIMS isn’t the only software platform your lab will purchase; often, labs choose one or more of the following:

• ELN
• QMS
• LIS
• LES

LIMS vs ELN

An ELN (Electronic Lab Notebook) serves as a digital version of a physical lab notebook. You can manually input data into an ELN and record notes and observations from tests; however, ELNs don’t offer the same reporting and automation capabilities as a LIMS.

Many laboratories benefit from using a LIMS alongside an ELN to completely digitize their operations and data. If you need more than a digital record and source of truth, then a LIMS is a better choice for your lab than relying solely on an ELN.

LIMS vs QMS

A QMS (Quality Management System) helps labs manage quality control processes more efficiently. A QMS can help manage quality control processes, store documentation and SOPs, calibrate instruments, and implement CAPA. 

A LIMS can serve a broader scope of use cases than a QMS, providing labs with a much more comprehensive solution for data, inventory, and workflow management. Some LIMS include quality management features or come with a built-in QMS.

LIMS vs LIS

A LIS (Laboratory Information System) is specialized software used primarily 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.

While both a LIMS and a LIS are helpful, a LIS plays an important role in streamlining medical lab workflows, enabling faster and more accurate diagnoses and treatment decisions.

LIMS vs 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.

A LES allows your lab to document processes and provides a visual step-by-step guide for staff as they work through each process in real time. You can think of a LIMS as a sort of command center for all of your lab’s data and a LES as a helper or guide when documenting and executing processes. Where a LIMS answers “what samples exist and what are their results?”, a LES answers “how exactly was this test, batch, or procedure executed, and did it follow approved instructions?”

Should You Buy Or Build A LIMS?

We work with many first-time LIMS buyers, and while it may be their first time using a cloud-hosted LIMS, it won’t be the first time they have tried to manage data and inventory for a lab.

Many labs start with some form of a homegrown LIMS, ranging from a combination of spreadsheets (Excel or Google Sheets) and pen-and-paper to a self-hosted software platform built for their specific use cases.

If you find yourself stuck between staying with a homegrown solution built on spreadsheets/custom software or moving to a cloud-based LIMS solution, we would ask:

• Is it important to your lab to have a cloud-hosted solution that everyone can access?
• Does your lab need to adapt quickly to changing processes or requirements?
• Do your needs and requirements change over time?
• Do you want to spend more time growing and scaling your lab and less time managing a homegrown solution?

If the answer to any of those questions is “yes,” we strongly recommend investing in a cloud-hosted SaaS LIMS instead of using spreadsheets or custom software to serve the same purpose. 

In most cases, it makes much more sense to buy a LIMS than build your own. The promise of cost savings and full control over your system may seem attractive at first, but over time, the burden of maintaining your system will only increase. 

One lab we spoke with ran on a custom-built system for years, and it worked well until the lone developer they hired to build and manage the LIMS retired. Their developer put a stop to all change requests, forcing this lab to create complex workarounds and even revert to physical paper-based systems and spreadsheets.

What started as a manageable project for a small lab became a major hindrance that could have been avoided if the lab had simply bought a LIMS in the first place.

6 Factors To Consider When Choosing A LIMS

When evaluating multiple platforms and their assorted features, it’s easy to lose sight of what’s best for your lab. That’s why we have grouped six keystone components of a LIMS that you should look for and use to evaluate the platforms you choose from:

1. Flexibility
2. Cloud vs. on-premise servers
3. Integrations and API access
4. User-friendliness
5. Workflow automation
6. Transparent implementation process

There is no “right” or “wrong” way to combine these building blocks. Lab managers who keep their processes, needs, and staff center stage when determining which LIMS is right for them will have the best experience choosing and implementing a LIMS.

Choose A LIMS That Is Flexible 

We’ve worked with many labs that were expanding beyond what their rigid LIMS could handle. 

On a small scale, a rigid LIMS may be suitable, as staff can adapt to its limitations and find workarounds. But what if you want to rapidly expand? Or what if new regulations were introduced, such as changes to ISO standards (17025, 9001) or FDA 21 CFR Part 11? While rigid systems work for some time, they quickly become an expensive challenge as needs and use cases change.

It’s not just custom-built solutions that pose this risk; some cloud-based LIMS still have rigid workflows that require custom code when changes are needed. Labs need to be aware of the distinction between a configurable LIMS and a customizable LIMS when prioritizing flexibility.

A configurable LIMS allows users to make changes directly in the app to enable settings or set up workflows. This is ideal for labs without internal development resources or that have decided that hiring and retaining developers are not among their core competencies. 

Customizable LIMS, on the other hand, often require a software developer with experience (or even a certification) to work with their proprietary or non-standard APIs to customize the system effectively. While the promise of “if you can dream it, we can build it” is attractive at first, in reality, modifications to your LIMS can be expensive and time-consuming, slowing you down in the long run. 

Cloud-based vs. On-Prem LIMS

After flexibility, you must also decide whether your LIMS will be cloud-based or on-premises.

Keeping servers on-premises (on-prem) means your lab will have more direct control over your hardware capabilities and the physical location of your data. After all, you own the servers and can control where they're installed and where they fit in your network.

That control comes with drawbacks:

• High upfront setup costs exist for on-prem servers and licenses, storage capacity, and upgraded broadband.
• A dedicated physical space to house new infrastructure and hire IT staff to maintain it.
• You will need to implement and run security controls and procedures.
• Ongoing costs to maintain these systems can increase. You will need to create backups and manage data recovery, patches, and cooling. 
• To enable remote access (as is common with a distributed workforce), you must have proper hardware and software (firewalls and VPN) or risk exposing your corporate network to intruders.
• Your lab should use a single operating system across the system to ensure compatibility and simplify maintenance.

A cloud-hosted SaaS (software as a service) solution means a third party owns the software you are using, and your lab just has to pay for a license to use it. 

Many of the drawbacks cited above (security, data backups, IT, staffing) are handled by the software provider, allowing your lab to focus more on using the software rather than maintaining it. This approach requires no licensing, ongoing compliance certification, or upfront capital costs. Multiple devices and operating systems can connect seamlessly for staff working remotely or traveling.

Instead of high upfront costs, the cost of a cloud system is spread over time, often paid based on the number of users. Major upgrades get included, too. Not having to contend with support or security obligations can offer companies peace of mind and contain costs.

Integrations and API Access

One of the chief benefits of a LIMS is its ability to manage data across your entire lab. It’s key, then, to select a LIMS with a variety of integration partners and a RESTful API for custom data transfers. 

Specifically, look for a LIMS that allows you to:

• Integrate your lab instruments to automate data capture and readings. 
• Import and export data to/from external systems.
• Generate custom reports from LIMS data by integrating with external reporting systems.
• Integrate with a dashboard or visualization tool for real-time monitoring of laboratory processes and provide insights into lab performance.

Be warned, though, that API access is not a universal feature across vendors. One lab we spoke with used a legacy LIMS with custom-built endpoints for each customer; when the lab’s data model changed, they had to wait months for that change to take effect in their API. 

Choose A LIMS That Is User-Friendly

A LIMS is only as useful as your staff uses it. An overly rigid and complex LIMS may promise a great deal of automation power, but if your staff continues to use spreadsheets and notebooks, then the LIMS is rendered useless. 

“Ease of use” is a broad label, so make sure to ask about and look for the following when evaluating vendors:

• An intuitive interface: A user-friendly LIMS should have a clear, easy-to-navigate interface. Users should be able to quickly find the information they need and perform tasks without consulting a manual or receiving extensive training.
• In-app configuration: Look for a LIMS that is flexible enough to allow staff to customize workflows and configure the system to fit their specific needs.
• Simple Data Entry: The LIMS should capture data quickly and accurately, with built-in validation checks to prevent errors.
• Comprehensive search and reporting: Can users easily search for and retrieve data? The system should be able to generate customized reports without requiring advanced technical skills. Note that when the FDA comes knocking, they are often more concerned about how findable data is rather than simply the results you can provide.

QBench is consistently ranked highly by G2 for ease of use and boosting lab productivity, making it a fantastic option for labs looking for a LIMS that is as user-friendly as it is configurable and powerful.

Choose A LIMS With Automation Capabilities

Next to data management, automation is another core benefit of using a LIMS in your lab. But what can you automate?

Here are a few processes and workflows for starters:

• Alerts for low inventory stock, or re-ordering supplies
• Alerts for inventory and sample storage conditions
• Calculations, generate reports, and notify customers when results are ready.
• Set up workflows between tools such as a client portal, billing, QuickBooks, inventory management, and quality management systems.
• Batch testing, and re-runs when results are out of spec

Whether you need to easily configure workflows, trigger automated processes, or update these automations as requirements change, your lab will likely benefit from a LIMS that supports automation. Check out our guide to lab workflow automation for a deep-dive into this topic.

Choose a LIMS With a Transparent Implementation Process

The implementation time of a LIMS varies widely depending on several factors, including:

• The size and complexity of the laboratory.
• The specific features required.
• The LIMS vendor's implementation process.

Many vendors prioritize speed in their messaging, but we find that implementation duration is not always the best metric to focus on. After working with hundreds of labs, we've found that there's a temptation to get everything configured perfectly before going live (you may have heard this referred to as a “Big Bang” approach). 

We understand that mindset when working in regulated industries. However, we've seen that mindset work against getting value quickly over and over again. Completing a subset of test methods and getting them into live production quickly creates a virtuous cycle for the remaining test methods. Getting a subset of methods live quickly also builds confidence and positive momentum, fueling excitement among the team.

We refer to this as “Phased Implementation” and strongly encourage all customers to adopt it. A phased approach prevents project teams from biting off more than they can chew and from experiencing “implementation fatigue”. A phased approach also helps with change management, which typically begins after implementation. By starting change management earlier in the process, you can increase staff adoption, making for a smoother transition post-implementation.

You can learn more about this approach to implementing a LIMS in our guide.

What Does a LIMS Cost?

Most vendors gate their pricing behind a sales call rather than publish it publicly. But even if those vendors published their pricing, it wouldn’t account for all the extra costs that come after signing. 

There are a few figures we can share to give a view of the market in broad strokes:

• Lower-end: At the lower end of pricing, you’ll find cloud-hosted SaaS LIMS that have lighter customization capabilities and requirements for services. Typically in the $10,000 - $25,000 range, these LIMS may be a good budget-conscious choice, but often require more workarounds on your part to adapt to them.
• Middle-range: In the mid-range platforms, you’ll find more advanced features like configurable automation, API access, and inventory management. QBench, Genemod, and Cloud LIMS are good examples of the offerings here. At this range, you’ll often find platforms ranging from $25,000 - $50,000.
• Higher-end: Legacy vendors typically price for large enterprises, resulting in contracts over $50,000, and sometimes the total cost of ownership can be as high as $100,000 - $200,000 when you factor in training, development, and implementation costs. 

Let’s acknowledge the elephant in the room: a price range that itself spans six figures needs a bit of explanation. Here are the factors that can influence the base cost of a LIMS; many of them were discussed above:

• Number of users: LIMS are data-intensive platforms. The more users you have, the more data you need to store, and the more you will need to pay. Note: Some vendors allow shared logins (think Netflix), but there are pluses and minuses to this, as it can compromise your ability to support private views or user-specific data. 
• Cloud vs on-prem: On-prem may seem like an attractive way to save on a monthly subscription, but it is not the most cost-effective solution. In fact, on-prem systems require high ongoing maintenance costs of around 25% of capital costs annually.
• Features: Want access to automation, a customer portal, or advanced analytics tools? Many vendors require a higher-tier pricing plan to access advanced features, which can increase your contract cost. Note, though these features inflate costs, they may lead to a stronger ROI. More on calculating this later.
• QMS access: Some LIMS offer a built-in QMS that can streamline your audit process, but adds to the platform's cost. Again, you’ll need to compare the cost of a LIMS + QMS versus a cheaper LIMS and a separate QMS. You may find the pricier LIMS is actually more cost-effective.

That can explain the variance between the lower-end prices of $15,000 per year and the middle range of $30,000, but to get north of six figures, you need to factor in the added costs that won’t be included in the annual subscription fees:

• Implementation and training: As mentioned above, implementation is a necessary process and will add to the first-year cost of your LIMS.
• Pro services: This is where things get especially costly for labs. While the “if you can dream it, we can build it” offering from legacy LIMS sounds attractive, in reality, that dream isn’t free. Many legacy vendors charge thousands for even the simplest changes.

We call the pro services costs the “hidden cost” of a LIMS; they can quickly inflate your total cost of ownership and are worth understanding before you select a legacy vendor that requires extensive customization. Check out our guide to LIMS pricing here for a deeper dive into this and a breakdown of vendors by cost.

Which LIMS is Best For Modern Labs?

Of the dozens of vendors on the market, which LIMS is the best choice for modern labs?

Having worked with many labs over the years, from a geothermal clean-tech lab to a beloved West Coast burger chain and hundreds in between, we can safely vouch for QBench.

Like many industry-leading LIMS, QBench offers a comprehensive suite of features for sample management, barcode scanning, test management, COA generation, and more. But what truly sets QBench apart from the rest is its highly configurable, flexible approach, putting the power directly in your hands — no coding required.

Unlike vendor-created, code-driven customizations that lead to slow, costly updates, QBench offers deep workflow configurability and flexible, user-friendly tools for quick adjustments to workflows, report modifications, and automation enhancements. Being industry-agnostic, we liken QBench to a LEGO set: if you can dream it, you really can build it and adapt our LIMS to your needs and workflows.

And this commitment is recognized by our customers on G2, with numerous badges earned in the past year:

• #1 on G2's Highest-Rated LIMS list
• #1 easiest to use LIMS list
• Highest-Rated LIMS in North America 

A LIMS can be a fantastic asset for your lab, but only if you select the right LIMS.

We’d consider the right LIMS to be one that adapts to your workflows, empowers your staff, and enables you to get more done while meeting compliance regulations. 

We believe a LIMS should help your lab work smarter, with unparalleled flexibility to drive whatever the future brings. But we don’t want you to take our word for it. Click the button below to schedule a demo to see what QBench LIMS can do for your lab.