Sample Arrival Workflow
- 1Technician scans incoming package barcode
- 2Automated SMS and email sent to client confirming receipt
- 3Internal task created for triage to assign to the correct bench
Systems for Testing Labs
Automated Logistics for Independent Testing Laboratories
The business model for testing laboratories runs through precise sample analysis and technical consulting for commercial clients. Revenue leakage often occurs through disorganized sample intake, unbilled rush requests, and delays in reporting that stall the billing cycle.
B2B & Industrial
- Sample Intake Automation
- Client Result Portal
- Rush Request Workflows
- Missed Call Text Back
- Technical Document Follow-Up
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective clients request testing quotes and technical specifications for specific analytes.
- 02
Sample Intake
Physical specimens arrive at the lab and are logged into the system for chain of custody.
- 03
Triaging
Samples are prioritized based on standard turnaround times or expedited rush requests.
- 04
Analysis
Technicians perform the required methodology and record raw data findings.
- 05
QA Review
Senior analysts verify results for accuracy and compliance with industry standards.
- 06
Reporting
The final technical report or certificate of analysis is generated for the client.
- 07
Invoicing
Billing is finalized based on the specific tests performed and any surcharges.
- 08
Data Archival
Results are stored securely for future reference and compliance audits.
Where it leaks
Common problems for testing labs.
01
Chain of Custody Gaps
When sample arrival notifications are manual, specimens can sit in receiving without being logged. This creates liability and delays the start of the billable testing window.
02
Technical Bottlenecks
Technicians often face interruptions from clients asking for status updates on their samples. Constant manual communication reduces the number of assays completed per shift.
03
Uncaptured Rush Fees
Verbal requests for expedited turnaround times often fail to translate to the final invoice. This results in the lab performing high pressure work without the associated premium revenue.
04
Reporting Delays
The gap between completing a test and delivering the certificate of analysis is a common friction point. Clients waiting on data for their own compliance will frequently look for faster competitors.
05
Fragmented Documentation
Storing methodology notes, raw data, and client communications in different silos makes audits difficult. Retrieval of historical data for a recurring client becomes a manual, non-billable chore.
What LATTICE can build
Systems built around how you work.
Sample Intake Automation
Automated notifications trigger the moment a tracking number shows a delivery or a technician scans a sample into the intake log.
Client Result Portal
A secure digital environment where clients can download their certificates of analysis and view the progress of current batches.
Rush Request Workflows
Automated tagging for expedited samples ensures they stay at the top of the queue and triggers the appropriate surcharge on the final invoice.
Missed Call Text Back
Ensures that field technicians or facility managers calling for urgent testing instructions are immediately engaged even when the front office is busy.
Technical Document Follow-Up
Systematically reminds clients when they have failed to provide necessary safety data sheets or sample descriptions required for analysis.
Automated Re-engagement
Identifies clients who haven't submitted samples in a set period, such as quarterly compliance windows, and prompts them to schedule their next batch.
Payment Follow-Up
Automatically sends reminders for outstanding balances before the next round of testing can be initiated for a specific account.
Example systems
What it looks like in practice.
Report Delivery Automation
- 1QA manager marks a report as approved in the system
- 2System generates a secure link to the Certificate of Analysis
- 3Client receives notification and the invoice is automatically sent
Compliance Window Reminder
- 1System detects a client's annual testing requirement is 30 days away
- 2Email sent with updated pricing and sample submission instructions
- 3Automated follow-up if no sample is logged by the 15 day mark
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from testing labs
Can the system handle different turnaround time tiers?
Yes, workflows can be segmented by priority levels such as standard, expedited, or emergency. The system can automatically apply different communication cadences and billing rules based on the tier selected at intake.
How does this help with chain of custody?
By automating the time stamping of every client interaction and sample status update, you create a digital paper trail. This provides a clear record of when the lab took possession and when results were delivered.
Can we send large technical reports through the platform?
The platform utilizes secure links to a client portal rather than large email attachments. This ensures that high resolution data and long form reports are delivered reliably without hitting inbox size limits.
Can the system distinguish between different test methodologies for the same client?
Workflows can be customized to trigger specific instructions or follow-ups based on the type of test being performed. This ensures the client receives the correct preparation instructions for each unique assay.
Will this help reduce the volume of status inquiry calls?
By providing clients with proactive updates at key milestones, like sample receipt and QA completion, the need for them to call for status updates is significantly reduced. This allows your technical staff to focus on bench work.