Not everyone who buys industrial automation is a robotics expert, and that’s okay. But if you’re leading a project with no technical background, gaps in knowledge can slow things down, inflate costs, or lead to the wrong solution entirely. We’ve seen buyers spend months contacting the wrong suppliers or receive quotes that are nearly 40% more expensive than they should be.
In this guide, we’ll show you how to avoid common pitfalls, ask the right questions, and confidently move your automation project forward, even if it’s your first time buying a robot. No jargon. Just straight answers that help you make smarter decisions.
The Cost of Not Knowing:
What happens when you don’t have in-house robotics experience
Waste Time on the Wrong Suppliers:
If you don’t know how the automation market works, your first instinct might be to contact a robot manufacturer like ABB. But these companies only sell components, they don’t deliver complete, working systems. To get a full setup, you’ll need a system integrator. Finding the right one can take months if you don’t know where to look.
Overpriced, Custom-Built Solutions:
When suppliers don’t understand your specific application, they often propose fully custom builds. These take longer to design, are harder to support, and cost significantly more. We’ve seen quotes that were nearly 40% higher than what was actually needed, just because the buyer didn’t know what to ask for.
Lost in the Technical Details:
Warranties, delivery timelines, safety zones, refurbished hardware, if these terms aren’t familiar to you, comparing offers becomes nearly impossible. You risk accepting terms that don’t protect you or committing to timelines that won’t be met.
What You Really Need:
You need access to suppliers who know your use case. You need clear, structured communication. And you need a reliable solution that works—without overspending or stalling your project.
The Most Common Technical Knowledge Gaps:
Based on real automation project experiences
Confuse Component Suppliers with Solution Providers:
A common mistake is contacting a robot manufacturer expecting a full system. These companies only sell hardware. They don’t provide installation, programming, or application-specific setup. If you don’t know the difference, you’ll waste time and still need to find an integrator later.
Overlook the Role of System Integration:
Buying a robot is just one part of the process. Making it work requires software, safety, material handling, and sometimes custom programming. Without experience in system integration, it’s easy to underestimate the complexity, and the cost of making everything function together.
Lack Internal Project Ownership:
When too many stakeholders are involved and responsibilities shift, the process breaks down. If your main contact changes mid-project, or there’s no clear decision-maker, it creates confusion, delays, and inconsistent communication with suppliers.
Struggle with Technical Terminology:
Warranties, cycle times, safety zones, I/O configurations, if you’re not familiar with the language of automation, you can’t confidently evaluate what suppliers are offering. This makes it harder to compare quotes or ask the right questions.
Have No Reference for Price or Delivery:
Without previous experience, you don’t know what’s reasonable. Is this quote overpriced? Is a 20-week lead time normal? Without benchmarks, you’re guessing, and that puts your project at risk.
How to Bridge the Knowledge Gap:
Practical steps to move your automation project forward with confidence
Work with an Independent Technical Advisor:
One of the most effective ways to close the knowledge gap is to bring in someone who has experience with automation projects. A technical advisor helps you connect with suppliers who understand your specific application, whether that’s machine-tending, palletizing, or 3D printing. You avoid wasting time with companies that only sell hardware and instead focus on partners who provide complete solutions. If your internal project lead changes during the process, an advisor keeps everything moving without disruption.
Bring in Robotic Expertise During the Buying Process:
If your team has never purchased a robotic system before, it’s important to get support from someone who has. Experts can help you understand technical specifications, compare software features, and identify risks before they become problems. They can also evaluate quotes, highlight what’s missing, and give you a clear comparison between suppliers. This allows you to make informed decisions with confidence.
Streamline Communication and Coordination:
Disorganized communication is one of the most common reasons automation projects fall behind. When updates are spread across email chains, phone calls, and internal chats, it’s easy for information to get lost. Assign one point of contact to manage supplier communication, gather technical feedback, and handle project updates. This structure keeps your internal team aligned and ensures your suppliers stay on track.
Decoding Complex Purchasing Terms:
What to look out for before you sign anything
Warranty:
Before agreeing to any warranty terms, ask for specifics. What exactly voids it? In projects where experimental materials or custom use cases are involved, this matters. Some suppliers allow for testing within certain parameters, while others exclude anything outside the standard setup. Be sure the warranty starts on the delivery and installation date, not when the quote is signed. If you’re considering refurbished components like ABB robot arms, confirm that they’re covered under the same terms as new equipment. Many are, but you need that guarantee in writing.
Delivery Time:
Delivery is rarely straightforward. It’s influenced by multiple factors, and timelines often shift during the project. Component availability, especially for items like robot arms, can change week to week. After that comes system assembly, programming, testing, and final shipping. Air freight might save time but costs significantly more than sea freight. Finally, include time for on-site installation and training. Ask for regular timeline updates so you can keep your own schedule realistic and adjust if needed.
Transportation and Travel Costs:
These are easy to overlook. International freight can range widely in price. Sea freight might cost around €5,000, while air freight can more than double that. On top of that, most suppliers charge for travel when sending a team on-site for installation. Flights, lodging, and meals can add another €5,000. Always confirm what’s included in the quote and what isn’t.
Safety:
Safety shouldn’t be overcomplicated. The right system depends on your setup. Light curtains work well in open, educational, or collaborative spaces where clear visual boundaries are important. In tighter setups, limiting the robot’s movement along certain axes is often enough. Avoid solutions that look impressive on paper but make the system harder to use or maintain. Keep safety clear, visible, and easy to understand.
Training and Support:
Training matters just as much as the hardware. Make sure you know what kind of training is offered. Some suppliers provide basic online sessions, while others offer on-site training after installation. Ensure your operators get hands-on time before the system is handed over. If your supplier is overseas, ask how they handle remote support. Knowing how quickly you’ll get help in case of issues is essential to keeping your project running smoothly.
Refurbished vs. New: Know Your Options:
How to choose the right robot arm for your project
Consider the Value of a Refurbished Unit:
Refurbished ABB robot arms are often a smart option for reducing both cost and lead time. These units are typically inspected, tested, and restored by the manufacturer before resale. Many come with the same one-year warranty as new models, which gives you some peace of mind. If your timeline is tight, refurbished arms can often be delivered weeks or even months faster than new ones. This can make a big difference if you’re working toward a fixed installation date or student course schedule.
Request Proof Before You Commit:
Just because a robot is refurbished doesn’t mean it’s ready to go. Ask the supplier for a detailed inspection report or test data on the specific unit they plan to ship. This gives you clarity on its performance and history. If the supplier is confident in the product, they should be able to provide that without hesitation.
Weigh the Benefits of Buying New:
New robot arms come with fewer question marks. You get full warranty coverage, the latest hardware revisions, and complete documentation. If you have the budget and want to reduce risk, this is often the safer route. Some suppliers even offer optional warranty extensions for extra protection.
Know Your Risk Tolerance:
There’s no universal right choice. A refurbished arm may be a better fit for a limited budget or flexible project. A new one may make more sense for long-term reliability. Define your priorities and ask the right questions before deciding.
Conclusion:
If you’re leading your first automation project, you’re not alone. Most technical buyers don’t have a background in robotics, and that’s completely normal. But automation projects come with high stakes. Delays, vague specs, and surprise costs can quickly get out of hand. That’s why it’s essential to bring in the right support early. Whether it’s a technical advisor, an experienced integrator, or a supplier network that understands your application, the right guidance makes all the difference. By filling the knowledge gap, you protect your budget, save time, and move your project forward with clarity and confidence.
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Great advice on choosing the right suppliers. It’s easy to assume that a robot manufacturer is the complete solution, but that’s where many people trip up. Having a system integrator on board early can really save a lot of time and money.