Laboratories are increasingly turning to software-as-a-service (SaaS) offerings to streamline operations, reduce maintenance burdens, and improve collaboration. SaaS, a subscription-based model in which applications are accessed via a browser or lightweight client, has become common across industries. For labs, however, the benefits extend beyond convenience. SaaS can address shortages in IT expertise, space constraints, cybersecurity pressure, and the growing need for scalable, reliable digital infrastructure.
Below, we break down what SaaS is, its interplay with the cloud, and where labs can apply SaaS tools most effectively.
What is SaaS and the cloud?
Many SaaS platforms are cloud-hosted, but SaaS and cloud are not the same thing.
- SaaS is a delivery model.
You subscribe to software, access it through a browser or a dedicated desktop program, and let the vendor handle updates, infrastructure, and maintenance. - Cloud is an infrastructure model.
It describes where the software runs—public cloud, private cloud, hybrid cloud, or on-prem cloud-like systems (i.e., a server in your lab running a LIMS that you access in your web browser).
Most SaaS products run in the public cloud, but not all do. Some vendors offer private cloud SaaS for regulated industries, hybrid SaaS where sensitive data stays on-prem while the interface runs in the cloud, and region-specific cloud deployments for compliance with data residency laws.
Why this distinction matters to labs:
- Data residency requirements (clinical, forensics, pharma QA/QC) may prohibit certain cloud regions.
- Validation expectations differ between cloud and on-prem SaaS deployments.
- Cybersecurity responsibilities shift depending on the cloud model.
- High-security labs may require private or hybrid cloud options, not generic public-cloud SaaS.
Understanding this difference helps lab managers ask better questions during vendor evaluations and avoid surprises during audits or accreditation reviews.
1. Why SaaS? Key benefits for lab operations
Continual updates and lower maintenance burden
Most SaaS tools receive ongoing enhancements without requiring manual patching or downtime. For labs where staff already juggle experiments, reporting, equipment upkeep, and compliance, this removes a meaningful administrative load. Continuous updates also reduce version conflicts—everyone is always running the same build, which is especially valuable for multi-site labs.
Scalable and cost-flexible infrastructure
SaaS pricing models typically scale based on user count, storage needs, or feature tiers. This allows labs to adjust software usage as programs expand, contract, or evolve. Cloud-based SaaS also eliminates the need to purchase and maintain local servers, databases, or backup appliances—as well as the staff to support that hardware.
Reduced physical footprint
Space is at a premium in nearly every laboratory environment. Running software on-premises often requires additional hardware that competes with benchtop instruments, storage, and working space. SaaS offloads these requirements to the vendor’s hosting environment, leaving only end-user devices and any optional local backup hardware the lab chooses to maintain.
Stronger cybersecurity posture
Cybersecurity remains one of the fastest-growing concerns for lab managers. The more computers a lab runs locally, the wider the attack surface. Cloud-hosted SaaS platforms consolidate infrastructure and rely on hardened data centers backed by industry certifications like SOC 2 or ISO 27001. While labs still need strong internal practices (password hygiene, data handling SOPs, user training), SaaS reduces the burden of patching, monitoring, and securing on-prem hardware.
SaaS opportunities for labs
SaaS tools now span nearly every aspect of laboratory operations and scientific workflow. Here’s where they make the most impact.
Laboratory information management systems (LIMS)
SaaS LIMS platforms streamline sample tracking, workflows, instrument data capture, and reporting while eliminating the infrastructure demands of on-prem systems. Because they update automatically and run in the cloud, they deploy quickly, maintain consistent version control across sites, and improve audit readiness with built-in traceability tools.
Inventory management and ordering
Cloud-based inventory tools provide real-time visibility into stock levels, automate reordering, and integrate vendor catalogs to reduce shortages and waste. They also centralize budget tracking, making it easier for labs to monitor consumable use across departments.
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Project and task management
SaaS project management platforms help labs coordinate shifting timelines, responsibilities, and datasets by giving teams shared task boards, clearer handoffs, and tools that support hybrid or distributed work, without relying on scattered spreadsheets or email chains.
Documentation and knowledge retention
Cloud documentation systems keep SOPs, protocols, training materials, and administrative records organized and accessible in a version-controlled, searchable environment. They support collaborative editing, simplify onboarding, and reduce confusion caused by outdated documents.
3. Considerations before adopting SaaS
Even with clear advantages, SaaS adoption requires due diligence.
- Data location and sovereignty: Where is the data stored, and under which laws?
- Offboarding and portability: Can the lab export data in open formats if switching platforms?
- Connectivity: Labs must plan for network disruptions and ensure sufficient bandwidth.
- Validation: Vendors should support documentation needed for regulated workflows (21 CFR Part 11, ISO 17025, etc.).
- Service level agreements: Confirm uptime guarantees, response times, and incident communication procedures.
SaaS tools offer labs meaningful advantages in operational efficiency, security, scalability, and collaboration. From LIMS and inventory platforms to project management and documentation tools, SaaS can simplify workflows and free lab managers to focus more on science and less on infrastructure. With thoughtful vendor vetting and strong internal practices, SaaS becomes not just a software model, but a strategic asset for the modern laboratory.
This article was produced with the assistance of generative AI and has undergone editorial review.
