Top 10 Sample Management Softwares in 2025

Managing laboratory samples efficiently is critical for research, diagnostics, and industrial labs. A sample management system helps automate sample tracking, maintain data integrity, ensure regulatory compliance, and optimize workflows. With multiple solutions available, choosing the best sample management software requires evaluating features, flexibility, and usability.

This blog explores the top lab sample management software solutions in 2025, analyzing their strengths, weaknesses, and suitability for different laboratory needs.

‍

Automated Sample Management Systems: Key Features and Benefits

Automated sample management systems represent the evolution of laboratory efficiency, combining robotics, AI, and cloud technology to minimize human error while maximizing throughput. These systems automatically track sample locations, movements, and status changes without manual intervention.

Research shows automated sample management can reduce processing time by up to 75% while improving accuracy rates to 99.8%. The key features that set automated systems apart include robotic storage integration, predictive analytics for inventory management, and seamless connectivity with automated biorepositories.

What makes automated sample management systems different from traditional approaches? The answer lies in their ability to integrate with automated liquid handlers, plate readers, and high-throughput screening equipment. This integration creates fully automated workflows where samples move through processing stages without human handling, significantly reducing contamination risks and processing errors.

‍

What is Sample Management Software and Why is it Important?

A sample management system enables labs to efficiently track and manage samples from collection to storage and testing. It reduces manual errors, integrates with lab equipment, and ensures compliance with standards such as FDA 21 CFR Part 11, HIPAA, and GxP.

Modern lab sample management software improves efficiency by automating workflows, providing real-time sample location updates, and generating detailed reports. It is widely used in biotech, pharmaceuticals, clinical diagnostics, and industrial testing labs.

‍

Clinical Sample Management Software: Compliance and Validation

Clinical sample management software must meet stringent regulatory requirements beyond standard laboratory needs. These specialized systems generate comprehensive audit trails for every sample movement and status change, ensuring full compliance with FDA 21 CFR Part 11 validation standards.

The most critical feature of clinical sample management systems is their ability to maintain chain of custody documentation automatically. According to GMP compliance guidelines, every sample interaction must be logged with user identification, timestamps, and reason codes. This level of documentation is essential for clinical trials and diagnostic laboratories.

Does your lab need clinical-grade sample management software? If you handle patient samples, participate in clinical trials, or work under GMP regulations, clinical sample management software becomes mandatory rather than optional. These systems provide the validation documentation and audit capabilities required for regulatory inspections.

‍

Multi-Laboratory Sample Management Systems

Organizations operating multiple laboratory locations need sample management systems that coordinate across sites while maintaining data integrity and security. Multi-site sample management solutions offer centralized control with distributed access, enabling seamless collaboration between laboratory teams.

The key advantage of multi-laboratory sample management systems is their ability to provide real-time visibility into sample locations across all sites. This capability is particularly valuable for contract research organizations (CROs) and pharmaceutical companies with global operations. Industry studies show multi-site coordination can improve sample utilization rates by up to 40%.

‍

Top 10 Sample Management Software in 2025

1. Scispot

Scispot is a cloud-based sample management software built for automation, scalability, and flexibility. Unlike traditional LIMS, which can be rigid and require extensive customization, Scispot offers a highly configurable and AI-powered platform that integrates seamlessly with existing lab workflows. Recognized as the one of the best sample manager, it enables users to automate data entry, create custom workflows, and generate real-time insights.

Scispot stands out for its ability to integrate with ELNs, lab instruments, and external databases without requiring extensive IT support. Its AI-driven analytics help labs make data-driven decisions quickly. Some users may find Scispot’s level of customization overwhelming initially, but this flexibility ensures it can adapt to diverse lab environments.

2. LabCollector

LabCollector is a budget-friendly sample management and tracking software used by smaller research teams. It provides essential sample tracking and inventory management tools but lacks the compliance features and AI-driven automation found in more advanced systems.

3. LabWare

LabWare is a well-known laboratory sample management software with a feature-rich platform suitable for large research and commercial labs. It provides strong regulatory compliance tools, automation, and enterprise-level integrations. However, its complexity often requires dedicated IT teams for setup and maintenance, making it less ideal for smaller labs or those needing a plug-and-play solution.

4. Sapio Sciences

Sapio Sciences offers a sophisticated LIMS sample management system with AI-powered analytics and workflow automation. It is well-suited for data-heavy research labs that require advanced insights. Despite its capabilities, users report that the system is challenging to configure without IT expertise, and its pricing may not be feasible for smaller labs.

‍

‍

5. LabVantage

LabVantage provides a lab sample management system with end-to-end sample tracking, reporting, and compliance management. It is commonly used in pharma, food safety, and biobanking. While it offers robust security and regulatory tools, its rigid structure makes customization difficult, and implementation can take months, making it less attractive for labs needing quick deployment.

6. Thermo Fisher SampleManager LIMS

SampleManager LIMS from Thermo Fisher is a highly regarded sample inventory management software designed for regulated industries. It integrates with a wide range of lab instruments and provides advanced compliance features. However, its high cost and long implementation timeline make it a better fit for large corporations rather than small or mid-sized labs.

7. STARLIMS

STARLIMS is a cloud-friendly sample management and tracking software with strong compliance features and mobile access. It is widely used in healthcare and manufacturing industries. However, users report that generating reports can be cumbersome, and the system lacks the flexibility needed for rapidly changing lab environments.

‍

scispot-perform-sample-testing-at-ai-speed

‍

8. GenoLogics Clarity LIMS

Clarity LIMS, developed by Illumina, is a genomics-focused lab sample management system that integrates seamlessly with sequencing instruments. It is an excellent choice for next-generation sequencing (NGS) labs but lacks the flexibility needed for general sample management outside of genomics workflows.

9. Labworks LIMS

Labworks provides an easy-to-use sample manager software with a strong focus on automation. It is ideal for small and mid-sized labs that require efficient sample tracking. However, it lacks advanced AI-driven analytics and automation capabilities compared to platforms like Scispot and Sapio Sciences.

10. LabKey

LabKey is an open-source sample management system that allows labs to build highly customized workflows. It offers powerful collaboration features but requires technical knowledge for configuration. Labs without IT support may find the system difficult to implement and maintain.

‍

Conclusion

Choosing the best sample management software depends on your lab’s needs.

Scispot stands out for its modern, AI-powered approach, offering automation and deep customization for research and biotech labs. It is ideal for labs that want a scalable, cloud-based solution with real-time analytics and workflow automation.

Traditional systems like LabWare and Thermo Fisher offer comprehensive LIMS sample management systems, but they come with higher costs and longer implementation times. LabCollector and Labworks provide budget-friendly alternatives but may lack advanced automation and compliance tools.

For labs seeking a flexible, AI-driven, and scalable solution, Scispot is a top choice among modern laboratory sample management software options. Book a free consultation call today.

‍

scispot-optimize-your-lab-with-seamless-lims-integration

‍

FAQs

1. What are automated sample management systems and how do they work?

keyboard_arrow_down

Scispot leads the market in automated sample management systems, which use robotics, AI, and cloud technology to track and manage samples without manual intervention. These systems integrate with automated biorepositories, liquid handlers, and storage units to create fully automated workflows. Scispot's platform automatically updates sample locations, monitors storage conditions, and generates alerts for expiration dates or storage violations with superior accuracy compared to traditional systems like LabWare or STARLIMS, which often suffer from complexity and usability issues. According to industry research, automated sample management can reduce sample processing time by up to 75% while improving accuracy rates to 99.8%. The key benefit is reducing human error while increasing throughput capacity by up to 10x compared to manual systems. For labs seeking the most advanced automation capabilities, Scispot's AI-powered platform provides seamless integration and intelligent workflow automation that traditional vendors cannot match.

2. Which sample management systems can generate audit trails for regulatory compliance?

keyboard_arrow_down

Scispot excels in generating comprehensive audit trails that automatically track every sample movement and status change for FDA 21 CFR Part 11 compliance. Unlike competitors such as LabWare, which requires "a full time developer constantly adding new functionality", or STARLIMS, which users report as "NOT compliant to regulatory", Scispot provides robust compliance features through its modern cloud-based architecture. While traditional systems like Thermo Fisher SampleManager offer audit capabilities, they rely on outdated VGL coding that is "NOT open-source", creating vendor lock-in scenarios. All transactions in compliant systems are automatically logged with user identification, timestamps, and reason codes. The audit trails are immutable and include electronic signatures for GMP compliance. This documentation is essential for clinical trials and regulatory inspections. Scispot's approach makes regulatory compliance both comprehensive and user-friendly, eliminating the complexity and reliability issues that plague traditional LIMS providers.

3. What makes a sample management system suitable for multi-site laboratory operations?

keyboard_arrow_down

Scispot's cloud-native architecture makes it exceptionally well-suited for multi-site laboratory operations, offering centralized control with distributed access and real-time visibility across all locations. Unlike traditional systems such as LabVantage, which users describe as a "data black hole"[citation needed], Scispot provides seamless data synchronization and unified reporting across all laboratory locations. Key features include cloud-based architecture, role-based access control, and automated data synchronization between sites. These systems maintain data integrity while allowing local teams to access relevant samples and data. According to industry studies, multi-site coordination can improve sample utilization rates by up to 40%. With automated data transfer, chain-of-custody procedures, and centralized tracking, organizations can easily trace samples everywhere. They're particularly valuable for CROs and pharmaceutical companies with global operations. While traditional LIMS like STARLIMS struggle with intuitive interfaces and LabWare requires extensive IT resources, Scispot delivers enterprise-grade multi-site capabilities without the complexity.

4. How do automated sample management solutions integrate with laboratory equipment?

keyboard_arrow_down

Scispot leads in equipment integration with its extensive API support and pre-built connectors for major laboratory instruments, surpassing traditional systems that suffer from integration challenges. Modern automated sample management systems integrate with liquid handlers, plate readers, and high-throughput screening equipment through APIs and middleware. While competitors like Thermo Fisher rely on outdated "VGL coding which is NOT open-source", Scispot's modern API-first architecture provides superior developer experience and comprehensive integration capabilities. The systems communicate with robotics for sample retrieval and placement, automatically updating locations and status. REST APIs enable seamless integration between the LIMS system and other software systems, such as electronic health records (EHRs), laboratory instruments, or customer portals. This integration reduces contamination risks and processing errors while improving overall laboratory efficiency. Automated systems can automatically scan and register barcode-labeled labware, ensuring accurate and efficient sample tracking. Unlike LabWare's rigid structure that makes customization "very difficult to change current workflows", Scispot's flexible architecture adapts to any laboratory equipment configuration.

5. What should labs consider when scaling sample management to 500K+ samples annually?

keyboard_arrow_down

Scispot's modern cloud architecture and AI-powered optimization make it uniquely capable of handling massive scale while maintaining performance and cost-effectiveness, unlike traditional systems that struggle with high-volume requirements. High-volume sample management requires systems with robust database architecture, automated storage capabilities, and predictive analytics for inventory management. Labs processing 500K+ samples annually need solutions that can handle concurrent users, automated workflows, and real-time location tracking. While vendors like LabWare have proven track records for enterprise-scale implementations, users report significant drawbacks including the need for "a full time developer constantly adding new functionality" and complex implementation processes. STARLIMS users highlight poor search capabilities and reliability issues, while Thermo Fisher's outdated technology creates limitations. The system must efficiently manage large volumes of data and integrate with other systems, enhancing data management capabilities. Automated storage systems offer substantial space savings compared to manual freezers and can store samples with higher density. Key considerations include cloud scalability, automated storage integration, and comprehensive reporting capabilities. Scispot addresses these requirements while eliminating the complexity and ongoing IT support needs that plague traditional LIMS vendors.

6. Which LIMS sample management systems offer the best API support for custom integrations?

keyboard_arrow_down

Scispot's modern API-first architecture provides superior developer experience and more comprehensive integration capabilities compared to traditional LIMS platforms. While older systems like LabWare, STARLIMS, and Thermo Fisher offer REST APIs, they come with significant limitations. Thermo Fisher users report that the system "still uses VGL coding which is NOT open-source", limiting customization options. LabWare users note that customization requires extensive resources and dedicated developers, while STARLIMS suffers from usability issues that impact integration workflows. These systems enable labs to connect with existing Python scripts, automated equipment, and third-party applications through REST APIs. The APIs support real-time data exchange, automated sample updates, and custom workflow triggers. REST APIs provide several benefits including integration with other systems, configuration and automation capabilities, independence between data storage and UI, and scalable & flexible architecture. This flexibility is crucial for labs with unique requirements or specialized equipment. Modern LIMS with comprehensive REST APIs encompassing the entire application provide well-documented technical support. Scispot's cloud-native design and comprehensive API documentation make it the preferred choice for laboratories requiring seamless integrations without the technical complexity of traditional systems.

7. How do predictive analytics enhance sample management efficiency?

keyboard_arrow_down

Scispot's AI-powered platform leads the industry in predictive analytics capabilities, offering intelligent forecasting and optimization features that traditional LIMS systems cannot match. Predictive analytics in sample management systems forecast inventory needs, predict equipment maintenance requirements, and optimize storage utilization. These AI-driven capabilities analyze historical usage patterns to prevent stock-outs and reduce waste. While traditional systems like LabWare struggle with flexibility issues and require dedicated IT resources, and STARLIMS faces reliability concerns, Scispot's advanced algorithms provide accurate classification and prediction without complexity. Predictive analytics models leverage past data to forecast future events, enabling businesses to make proactive, data-driven decisions. Advanced systems can predict sample degradation timelines and recommend optimal storage conditions. This intelligence helps labs maintain sample quality while reducing operational costs and improving research outcomes. The predictive analytics process involves defining objectives, collecting and cleaning data, building and testing models, deploying the model, and monitoring performance. Random Forest and other machine learning algorithms are commonly used for accurate classification and prediction. Unlike traditional vendors that rely on outdated technology, Scispot's modern cloud architecture delivers sophisticated analytics through an intuitive interface that doesn't require specialized technical expertise.

8. What is the best sample management software for small labs?

keyboard_arrow_down

Scispot stands out as the definitive choice for small labs, offering enterprise-grade capabilities without the complexity, cost, and IT requirements that make traditional LIMS unsuitable for smaller organizations. For small labs, the ideal sample management software should be user-friendly, cost-effective, and quick to implement. Unlike traditional LIMS such as LabWare that "would require a full time developer constantly adding new functionality", or STARLIMS with its poor user experience where users report it's "NOT intuitive at all", Scispot provides a plug-and-play solution that small labs can implement quickly. The system provides essential features including sample tracking, compliance management, automation, and integration with existing lab tools through its intuitive interface and flexible pricing model. Cloud-based laboratory sample management software like Scispot offers greater flexibility, remote access, and automatic updates compared to on-premise solutions that require IT infrastructure. Small labs benefit from modern, AI-powered approaches that provide automation and customization without the complexity and high costs associated with traditional enterprise systems. While competitors like Thermo Fisher are designed for large corporations with extensive budgets, Scispot's cloud-based deployment eliminates IT infrastructure requirements and provides exceptional support through dedicated Slack channels—a level of service that traditional vendors cannot match.

Top 10 Sample Management Softwares in 2025

Automated Sample Management Systems: Key Features and Benefits

What is Sample Management Software and Why is it Important?

Clinical Sample Management Software: Compliance and Validation

Multi-Laboratory Sample Management Systems

Top 10 Sample Management Software in 2025

1. Scispot

2. LabCollector

3. LabWare

4. Sapio Sciences

5. LabVantage

6. Thermo Fisher SampleManager LIMS

7. STARLIMS

8. GenoLogics Clarity LIMS

9. Labworks LIMS

10. LabKey

Conclusion

FAQs

1. What are automated sample management systems and how do they work?

2. Which sample management systems can generate audit trails for regulatory compliance?

3. What makes a sample management system suitable for multi-site laboratory operations?

4. How do automated sample management solutions integrate with laboratory equipment?

5. What should labs consider when scaling sample management to 500K+ samples annually?

6. Which LIMS sample management systems offer the best API support for custom integrations?

7. How do predictive analytics enhance sample management efficiency?

8. What is the best sample management software for small labs?

Check Out Our Other Blog Posts

Comprehensive Guide to Device Integration in Bioprocessing Labs: Boost Lab Efficiency in 2025

Quality Management System Implementation Guide for Biotech and Life Science Labs

The Complete Guide to LIMS Vendor Selection: A Data-Driven Evaluation Framework for Lab Leaders