How Long Does It Take to Build a Custom Automation System?

May 2025

At SP Automation & Robotics, one of the most common questions we’re asked is:

“How long will it take to build our custom machine?”

The short answer is: it depends—but there’s more to it than that. In this article, we’ll outline typical project timelines, the factors that influence them, and how we work to deliver reliably, without compromising on quality.

Typical Project Timeline: What to Expect

While every project is unique, the journey from concept to commissioning for a bespoke automation system typically takes between 3 and 9 months, but can extend to as long as 14 months. Here’s a breakdown of the typical stages:

Quotation Stage

Discovery & Requirements (2–4 weeks)

We begin by gaining a thorough understanding of your process, challenges, and goals. This phase includes site visits, feasibility assessments, and gathering of requirements.

Concept Development & Proposal (2–6 weeks)

Our engineering team develops initial concept solutions and presents them for review and feedback. Once the concept is refined and approved, we provide a detailed proposal that includes the project scope, costings, and timelines.

To help understand how the project costs have been derived, our applications team can and will provide a breakdown of the costs. This allows you, the customer, to gain an understanding of the cost of each section of the machine, from design through to final installation.

Transparency is crucial to the success of any project, whether technical or commercial.

Project Stage

As with any project, timelines are driven by the scale of the project, but also the hardware that is to be used, but a typical project would look like;

Project Handover – (1-2 weeks)

At the project kick-off, our sales and applications team would present the system concept and accompanying documentation to the design and project team. Previously, a project manager would be assigned to the project and serve as the primary point of contact for the customer.

A pre-project risk assessment would be conducted to identify areas that require attention and to clarify any new hardware that may necessitate training early in the project. Whilst this is a handover, it’s more likely that some members of the design team were involved with the project at the sales stage, providing further technical input.

Design & Engineering (4–8 weeks)

With the concept agreed upon, we proceed to detailed mechanical, electrical, and software design. Component selection, CAD modelling, and system integration planning all take place during this phase. This would follow any proof-of-concept stage if it has been identified.

Internal designs are carried out prior to design reviews with the customer. Additionally, documentation is created for the machine manual, risk assessment, and CE marking, all of which run in parallel.

Manufacturing & Assembly (6–12 weeks)

Components are machined or sourced, sub-assemblies are built, and the complete machine is assembled in our facility. At this stage, stations are debugged mechanically, and control system checklists, such as PLC checklists, are carried out to ensure the system is ready for initial programming.

Offline Programming (3–6 weeks)

Offline programming is carried out in parallel with the machine design, with close and documented communication between the multi-disciplinary teams. The software engineer uses sequences created by the mechanical project engineer to create flow charts, which form the basis of the program. The offline code is made using the I/O taken from our internal system

Programming (3–6 weeks)

The program is then introduced in stages to ensure a safe transition for the machine. This may start off (in the case of a rotary indexing system) the indexing of the dial plate, and then the gradual introduction of each operating station.

Pre-FAT acceptance (2-3 weeks)

It is normal for SP Automation & Robotics to agree on a factory acceptance criterion with the customer, and the team uses this protocol to carry out a replica trial of the tests. Until the machine reaches the acceptance criteria, the system will not be passed for the next stage of factory acceptance.

FAT acceptance (1-2 weeks)

At this stage, data and signs of pre-FAT acceptance would be shared with the customer to ensure the machine is ready for FAT trials. The customer would conduct the agreed-upon testing over a specified timescale to ensure that quality and performance are met. If the machine fails the test, documented procedures are then used to carry out remedial work, allowing it to be tested again.

Delivery, Installation & Commissioning (1–3 weeks)

The system is transported, installed on-site, and recommissioned. Following the machine rebuild and installation, site acceptance testing (SATs) is carried out, which are usually very similar to the factory acceptance testing (FATs). An agreed-upon training program is then implemented to ensure that all operators and maintenance personnel are fully trained to operate the machine. Typically, a post-installation visit is conducted to address any issues that may arise, with support available only when needed.

What Can Affect Project Timelines?

Several variables can impact how long a project takes from start to finish. One of the most significant is system complexity. More advanced systems, especially those involving robotics, vision inspection, or high-precision components, naturally require more time for both design and testing. The more bespoke the requirement, the more effort is needed to engineer a reliable, long-term solution.

Component availability also plays a major role. With global supply chains still recovering from recent disruptions, certain electronic parts or mechanical components can have long lead times. Wherever possible, we mitigate this through early procurement and using trusted suppliers, but it remains a factor to consider.

Client-side factors are also important. Timely approvals, prompt feedback on design reviews, and a clearly defined scope all help keep projects on track. Conversely, delays in decision-making or changes to requirements midway through a project can extend the timeline, as adjustments often have a ripple effect across design, manufacturing, and programming stages.

In addition, projects that involve integration with existing production lines, software platforms, or legacy systems can take longer due to the added complexity of ensuring seamless communication and compatibility between systems.

Our Commitment to Timely Delivery

At SP Automation & Robotics, we understand how critical reliable timelines are for your production planning and business continuity. That’s why we take a structured, collaborative approach to every project, designed not only to meet your deadlines, but also to adapt effectively when project needs evolve.

We pride ourselves on rigorous project management and transparent communication from start to finish. Our delivery process includes:

• Clearly defined milestones and schedules, so you always know what to expect and when.

• Weekly or bi-weekly progress updates, ensuring visibility and accountability throughout the build.

• Risk assessments and contingency planning allow us to manage unforeseen challenges proactively.

• Collaborative design reviews and client sign-offs keep the project aligned with your goals at every stage.

While the nature of bespoke automation means that timelines can occasionally shift, particularly with complex systems or evolving requirements, our team is highly experienced at identifying potential delays early and adjusting accordingly. Our proven track record across industries such as medical devices, electronics, and industrial packaging reflects our ability to deliver reliable, high-performance automation solutions on time and to specification.

By maintaining this disciplined yet flexible approach, we help ensure your investment in automation pays off with minimal disruption and maximum return.

Final Thoughts

Custom automation is a significant investment in your business’s efficiency, productivity, and competitiveness. While the development process requires time and planning, the long-term benefits are substantial.

If you’re considering an automation project, we encourage early engagement. The sooner we begin the conversation, the sooner your automation journey can begin.

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