Limited sample traceability
Sample lifecycle from receipt to usage decision was hard to trace across plants and testing categories.
Petrochemical & Lubricants
Digital transformation for one of India's largest lubricant exporters
A SAP-integrated LIMS that gave a leading lubricant manufacturer full sample traceability, instrument-level data integrity, and audit-ready compliance across every plant.
- Client
- Leading lubricant manufacturer
- Location
- Multi-plant operation, India
Client overview
The client is one of India's largest lubricant manufacturing companies and a major global exporter, supplying finished lubricants across automotive, industrial, and specialty segments. With multiple product lines, high testing volumes, and stringent regulatory expectations, the organization needed a robust digital system to manage end-to-end laboratory operations while protecting data integrity and staying audit ready.
15,000+
samples/year, standardized across plants
30–35%
faster lab turnaround time
70%
less manual data entry
0
data integrity findings in customer audits
The challenge
Where the laboratory started.
No SAP integration
Laboratory systems and SAP ran separately, with no real-time link between production and quality data.
Compliance on paper records
Meeting NABL and ISO 17025 audit requirements was difficult while records lived on paper.
Fragmented sample tracking
Samples were tracked manually and inconsistently across finished product, in-process, and complaint categories.
Manual result entry risk
Heavy dependence on manual result entry increased the risk of data manipulation and transcription errors.
No view of quality projects
There was no centralized system to track quality improvement projects and objectives across the QA team.
The solution
What Sampleify put in place.
Deepak Cybit implemented a fully integrated, enterprise-grade LIMS tailored to the lubricant manufacturing domain, covering every laboratory process, enforcing regulatory compliance, and connecting cleanly into the client's existing enterprise systems.
01
End-to-end sample management
Sampleify was configured to manage and trace the complete lifecycle of finished product, in-process samples, base oil, additives, packaging material, IQC, customer complaints, condition monitoring, filling line samples, and benchmark testing, each on its own predefined workflow.
- Complete traceability from sample creation to final usage decision
- Full audit trail of the analyst assigned and the technical manager who approved it, with time stamps
Reduced overall lab turnaround time by 30–35% through automated workflows and fewer manual handoffs.
02
SAP integration for real-time operations
The LIMS was tightly integrated with SAP: samples are created automatically from SAP transactions, sample status syncs in real time, and usage decisions post back to SAP the moment quality approves them.
- Automatic sample creation from SAP transactions
- Real-time status sync between LIMS and SAP
- Usage decisions written back to SAP after approval
- No duplicate entry, no manual reconciliation
Cut manual data entry by 70% and reduced production release decision time by 25%.
03
Instrument integration & data integrity
Every critical lab instrument was integrated directly with the LIMS. Results are captured automatically, manual entry is disabled for integrated instruments, and analysts cannot modify or overwrite instrument-generated data.
- Test results captured automatically from instruments
- Manual entry disabled where instruments are integrated
- Complete audit trail on every result
Achieved zero data integrity observations in customer audits after go-live.
04
NABL & ISO 17025 compliance
Electronic forms for mandatory quality records, instrument calibration and service management, a controlled document management system, analyst authorization tracking, reagent traceability, and trend analysis, all centrally available, audit-ready, and searchable.
Cut audit preparation effort by 60% and closed audit observations in 48–72 hours instead of weeks.
05
Quality & project management
Beyond routine lab work, the LIMS tracks quality improvement projects, monitors objectives and timelines, and surfaces trend analysis and dashboards, shifting the QA team from reactive to proactive quality management.
Helped teams track improvement projects 40% faster and lifted on-time objective completion from 65% to over 90%.
Key differentiator
A single source of truth across manufacturing, quality, and supply chain
By writing sample status and usage decisions directly back into SAP, Sampleify removed the reconciliation gap between the lab and the rest of the business, so production, quality, and supply chain teams work off the same live record instead of three separate ones.
Business impact
The results, end to end.
- 100% digital tracking of laboratory samples and processes
- Improved audit outcomes with demonstrable data integrity
- Faster decision-making through SAP–LIMS integration
- Reduced manual effort and operational errors
- Enhanced compliance with NABL & ISO 17025 standards
- Better visibility into lab performance and quality trends
By deploying Sampleify, the manufacturer transformed its laboratory operations into a secure, compliant, and fully integrated digital ecosystem, meeting regulatory expectations while strengthening customer confidence and supporting its position as a leading global lubricant exporter.
Get started
See what Sampleify would do for your lab.
A working demo on your own sample types, reports and workflow, so you can see the problems Sampleify catches before they cost you.