Most labs order supplies online already, but few have optimized how they do it. Between multiple supplier portals, uncertain lead times, and invoice reconciliation, online ordering can still slow science if not done right. Use this guide to simplify purchasing, improve visibility, and reduce time spent on admin work.
How to order lab supplies online
- Define what your lab needs across recurring and one-off items.
- Compare prices and availability across multiple suppliers in one view.
- Consolidate items into one cart, one purchase order, and one invoice.
- Track shipments and manage backorders from a single dashboard.
- Analyze spend and cycle times to improve future purchasing decisions.
The challenge with ordering lab supplies online
The U.S. lab supplies market is the world’s largest, with equipment as the largest product segment and consumable disposables as the fastest-growing. The lab supplies market continues to climb as more teams adopt digital buying workflows.
However, common frustrations include:
- Separate logins, catalogs, and checkouts across suppliers
- Unclear pricing, lead times, or stock status at the time of order
- Multiple invoices tied to the same purchase need
- Limited visibility for finance and procurement on total spend
- Manual follow-up on backorders and substitutions
Five steps to order lab supplies online
Step 1: Define what you need before you buy
- Recurring items: consumables, tips, tubes, common reagents
- Project-specific items: antibodies, assay kits, instruments
- Non-catalog requests: anything your main suppliers do not list
Standardize requests and align approvals early. Save frequently purchased SKUs and allow suggested alternatives for out-of-stock items.
Step 2: Compare suppliers for price and availability
Opening five browser tabs to check each supplier is slow. Use a marketplace or lab procurement platform that aggregates thousands of SKUs so you can compare price, delivery, and stock in one view.
Example comparison:
|
Supplier
|
Delivery Estimate
|
Preferred Vendor
|
Unit Price
|
Stock Status
|
|---|---|---|---|---|
|
Supplier A
|
3 days
|
Yes
|
$32.50
|
In stock
|
|
Supplier B
|
5 days
|
No
|
$29.90
|
Limited
|
|
Supplier C
|
7 days
|
Yes
|
$31.75
|
In stock
|
Step 3: Consolidate orders and approvals
Fragmented purchasing leads to multiple POs and invoices for the same need. The better path is a single checkout that supports many suppliers with one PO and one invoice. Route requests through policy-driven approvals and automate three-way match between PO, invoice, and receipt.
Tip: Move frequently ordered items to a shared list so requesters can add to the same consolidated cart during a weekly buying window.
- Finance teams get a complete audit trail with fewer mismatches
- Lab managers and scientists spend less time moving between portals
- Procurement can reinforce preferred vendor rules
Step 4: Track shipments and manage backorders
Use a single dashboard to see shipment status and alerts for delays or substitutions. Visibility supports stronger supplier relationships and on-time experiments.
Step 5: Analyze and improve the workflow
Track metrics such as:
- Average order cycle time from request to receipt
- Percent of spend with preferred vendors
- Cost savings from consolidated carts
- Time saved on approvals and 3-way match
Use these insights to plan inventory, renegotiate contracts, and forecast budgets.
Smarter online ordering with a lab procurement platform
Ordering lab supplies online isn’t just about convenience anymore, it’s about integrating procurement into R&D workflows.
A modern biotech procurement platform (like ZAGENO) connects scientific teams, procurement, and finance through:
- Metasearch across 40M+ SKUs from 5,000+ suppliers
- Smart routing to your preferred vendors
- Consolidated cart and unified invoicing
- Support for non-catalog items and quotes
- Real-time availability and delivery insights
- Integrations with Coupa, Ariba, NetSuite, and more
Contact us to explore how ZAGENO makes it easy to order lab supplies online, the smart way.
FAQ
- Where is the best place to order lab supplies online?
The best approach is a platform that compares suppliers in one view, automates approvals, and consolidates checkout to a single PO and invoice. - Can I keep my preferred suppliers?
Yes. Some lab procurement platforms can route orders to your preferred vendors while still providing access to alternatives when stock or lead times change. - How do these systems help labs save money?
They surface better pricing and delivery options, reduce duplicate orders, and cut manual processing time across purchasing and finance.
