Buying industrial automation seems straightforward—find a solution, get a quote, and install it. But hidden challenges can delay your project, inflate costs, and leave you stuck with the wrong supplier. Many companies faced long lead times, unclear quotes, and unexpected installation costs. The good news? You can avoid these pitfalls. In this article, you’ll learn how to prevent budget overruns, speed up procurement, and choose the right supplier from day one. If you’re investing in automation, read on—you’ll save time, money, and frustration.
Common Pitfalls in Sourcing Industrial Automation Solutions:
Choosing the Wrong Suppliers:
One of the biggest mistakes companies make is selecting the wrong supplier. It’s easy to assume that the manufacturer of a key component—such as a robot arm—also provides a complete solution. However, many manufacturers only sell hardware and don’t offer full integration services. This can lead to months of wasted time trying to find the right system integrator.
How to avoid it: Work with suppliers that provide end-to-end automation solutions, not just components. If you’re unsure, use platforms that connect you with pre-vetted automation providers.
Long and Costly Procurement Processes:
Delays and budget overruns are common in automation projects. Finding the right supplier can take months, especially if you rely on traditional procurement methods. Worse, some integrators create custom solutions unnecessarily, driving up costs by 25-40%.
How to avoid it: Streamline your supplier search with automation marketplaces that connect you with experienced providers quickly. Get multiple quotes early on to compare pricing and avoid overpaying for unnecessary customizations.
Mismanaged Stakeholders and Communication Issues:
Automation projects involve multiple stakeholders—engineers, managers, operators, and finance teams. If responsibilities aren’t clearly defined, the project can stall. Poor handovers between decision-makers can also create confusion and duplicate work.
How to avoid it: Assign a dedicated automation project owner to oversee the process and ensure smooth communication between internal teams and suppliers.
To learn more about Stakeholder management, check out this article:
Unclear Delivery Timelines and Unexpected Costs:
Delivery times for industrial automation vary widely due to supply chain fluctuations. Custom projects, like robotic integrations, often depend on components with long lead times. Unexpected costs, such as travel expenses for supplier installation and training, can also catch buyers off guard.
How to avoid it: Demand clear lead time estimates from suppliers and request a full cost breakdown, including shipping, installation, and post-sales support.
Lack of Technical Expertise:
Many companies struggle to evaluate automation solutions because they lack in-house robotics expertise. This can lead to poor supplier choices, overly complex integrations, or missing critical features.
How to avoid it: Work with automation consultants or supplier platforms that offer technical guidance, ensuring you ask the right questions and choose the best solution for your needs.
How to Avoid Delays and Budget Overruns:
Work with the Right Supplier from Day One:
Choosing the wrong supplier can set your project back by months. Many buyers waste time reaching out to manufacturers that only sell components, not full solutions. Others rely on local distributors who may not have integration expertise. These missteps lead to long delays and unnecessary costs.
How to avoid it: Use supplier comparison platforms to connect with pre-vetted automation providers who specialize in complete solutions. This approach can save months of searching and ensure you start with the right partner.
Demand Clear and Transparent Quotes:
One of the most common causes of budget overruns is unclear pricing. Some quotes only cover hardware costs but exclude critical expenses like installation, training, and travel. Warranty terms can also be vague, leaving buyers uncertain about what’s covered.
How to avoid it: Always request a detailed quote that includes all costs—hardware, software, integration, installation, training, and support. Verify warranty conditions, especially if you plan to experiment with different materials or configurations.
Get Realistic Delivery Timelines:
Automation projects often depend on long-lead components. Robot arms, for example, can take months to arrive, causing unexpected delays. Buyers sometimes consider refurbished equipment for faster delivery, but lead times can still fluctuate.
How to avoid it: Get a clear timeline upfront, including supplier lead times, shipping options (air vs. sea freight), and installation schedules. Factor in potential delays and choose suppliers who provide regular updates.
Improve Internal Project Management:
Many delays happen internally due to poor communication between departments. If project ownership changes hands without proper documentation, critical details get lost, slowing progress.
How to avoid it: Assign a dedicated automation project lead and ensure all stakeholders receive structured updates. Use project management tools to track progress, document decisions, and prevent miscommunication.
Best Practices for Selecting the Right Supplier:
Choose a Supplier with Proven Expertise:
Not all automation suppliers are equal. Some specialize in certain industries, while others only provide hardware without offering integration services. Choosing a supplier without expertise in your specific application can lead to costly mistakes, such as unnecessary custom solutions or improper system configurations.
How to avoid it: Look for suppliers with a proven track record in your industry. Avoid general integrators if they lack experience with your automation needs. A supplier with direct experience will provide a smoother implementation, better support, and fewer surprises.
Compare Quotes Objectively:
One of the biggest challenges in automation procurement is comparing supplier proposals. Each supplier formats their quote differently, making it difficult to evaluate costs, included services, and warranty terms side by side. This lack of standardization can lead to poor decision-making and unexpected costs.
How to avoid it: Request a standardized breakdown of costs from each supplier. If possible, use supplier comparison platforms that help unify proposals, ensuring a clear, data-driven decision.
Ensure Strong After-Sales Support:
Post-installation support is critical, especially if the supplier is located overseas. Some providers only offer remote troubleshooting, while others charge extra for on-site support. If your automation system encounters issues, slow response times can lead to costly downtime.
How to avoid it: Clarify support terms before purchasing. Ask about response times, remote assistance, and costs for on-site service. Choose a supplier that provides reliable post-installation support.
Understand Payment Terms:
Payment structures vary between suppliers. Some require a significant upfront deposit, while others stagger payments across project milestones. Poorly structured payment terms can strain cash flow or leave you vulnerable if the project encounters issues.
How to avoid it: Review payment options carefully. Look for a structure that balances supplier commitment with financial flexibility, ensuring fair terms for both parties.
Safety Considerations in Industrial Automation:
Understanding Safety Standards:
Safety in industrial automation isn’t optional—it’s a necessity. Yet, many buyers focus on cost and functionality while overlooking compliance with safety regulations. Failing to meet safety standards can lead to operational risks, legal issues, and unexpected costs.
When purchasing automation, you need to ensure your system complies with recognized safety standards, such as:
- ISO 10218 – International standard for industrial robot safety.
- RIA R15.06 – North American standard for robotic systems.
- EN 13849 – European standard for functional safety in machinery.
How to avoid issues: Confirm that your supplier designs solutions that comply with these safety standards. Ask for documentation proving compliance before finalizing your purchase.
How Safety Measures Affect Cost and Implementation:
Safety features impact both cost and project timelines. More advanced safety solutions often require additional hardware, integration time, and programming. However, skipping safety investments can result in downtime, injuries, or regulatory fines—all of which cost far more in the long run.
How to plan for it: Budget for safety from the start. Work with your supplier to identify the safest and most cost-effective solution for your workspace.
Choosing the Right Safety Solution: Light Curtains vs. Safety Fences:
Different safety solutions offer different benefits:
- Light Curtains – Ideal for collaborative environments, stopping the robot when a person enters the work area. Easier to integrate but may cause unwanted stoppages.
- Safety Fences – Provide a physical barrier but require more floor space. Better suited for high-speed industrial robots.
Best practice: Choose a solution that balances safety, efficiency, and ease of use for your operators.
Conclusion:
Buying industrial automation isn’t just about selecting the right technology—it’s about avoiding costly mistakes. Delays, budget overruns, and supplier issues can derail your project, leading to wasted time and resources. By working with experienced suppliers, demanding transparent quotes, planning for safety, and managing stakeholders effectively, you can streamline the process and stay on budget. Automation is a long-term investment, and making informed decisions now will save you headaches later. Take a strategic approach, compare suppliers carefully, and prioritize both efficiency and safety to ensure a smooth, cost-effective, and successful automation project.
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