When a critical instrument fails: what happens next? Imagine this: your lab’s high-speed centrifuge seizes up during a crucial timepoint in a multi-day assay. The data's already in motion. Your team’s pacing the floor. The protocol doesn’t pause for equipment failures—and neither does your funding timeline.
Whether you’re running a shared core or a startup R&D lab, breakdowns are more than inconvenient—they’re expensive. Not just in repair bills, but in lost time, missed milestones, and cascading workflow disruptions. And the question hits fast: Do you repair it, replace it, or lease a new one?
It’s not always a simple call. Repairs may be cheap—or cost half the price of a new system. Replacements take time to source, especially for specialized laboratory equipment. And leasing, while often faster, isn’t always on your radar until something breaks.
This post is your decision-making framework for those moments. We’ll break down:
- When repairs are worth it (and when they’re not)
- What to consider before purchasing a replacement
- How leasing can be a flexible bridge—or a long-term fix
Because if you're already dealing with downtime, you shouldn’t have to waste more time second-guessing the next move.
Repairing equipment: cost-effective or a money sink?
When a piece of lab equipment fails, the instinct is often to fix it—especially if it’s been reliable or replacing it seems cost-prohibitive. But not all malfunctions are worth repairing.
Ask these questions before greenlighting a fix:
- Is the equipment under warranty or service contract? If so, a repair is almost always the first move. But if coverage has lapsed, repair services can get expensive—fast.
- How old is the system? Equipment near end-of-life may be harder to service. Replacement parts may be scarce, and vendors may no longer support the model.
- Is this a one-off failure or part of a pattern? If your -80°C freezer has broken down three times in 18 months, it’s no longer reliable—it’s a liability.
- What’s the cost of downtime? If the system supports daily workflows or time-sensitive assays, even brief downtime can result in wasted reagents, lost data, or missed deadlines.
Repairs make sense when:
- The issue is minor and easy to fix (e.g., a calibration or single part swap)
- The equipment is relatively new
- You’re covered under a solid maintenance plan or warranty
But when repair costs start to resemble replacement costs—and you’re still dealing with recurring breakdowns—it’s time to look at other options.
Replacing equipment: when buying is the right move
Sometimes the cleanest choice is to replace the equipment outright. But “buying” isn’t just a matter of purchase price. It’s a capital investment that should reflect your broader operational and financial strategy.
Buying makes sense when:
- The equipment will be used long-term: If a tool is central to your workflows and will be used for 5+ years—like biosafety cabinets, freezers, or PCR systems—buying can be cost-effective.
- You’re scaling or standardizing: Growing labs may benefit from locking in consistent, high-quality instrumentation across sites or programs.
- You need the latest technology: New equipment may offer performance gains in automation, throughput, or sensitivity that older models—even refurbished ones—can’t match.
- You have budget flexibility: Some teams with grant support or CapEx approval prefer to own equipment outright, leveraging depreciation or tax benefits.
But keep in mind:
- Lead times may be long—sometimes months
- You assume full responsibility for preventive maintenance, calibration, and lifecycle management
- Technological advancements can quickly outpace today’s top-of-the-line model
Buying is best when you have clarity—on your workflows, timelines, and long-term needs. If you don’t? Leasing might offer the flexibility your lab actually needs.
Leasing as a bridge—or long-term strategy
Leasing isn’t just a workaround when capital’s tight. It’s a strategic financing option—especially when lab priorities are evolving, funding is staged, or you need equipment in place fast.
Leasing makes sense when:
- You need to act quickly: Leasing companies can often shorten lead times by working with pre-vetted vendors or offering on-demand equipment availability.
- You want to preserve cash flow: Instead of sinking six figures into a mass spectrometer or microscope, leasing turns a large upfront investment into manageable monthly payments.
- Your workflows are still evolving: Startups and early-stage labs often shift gears fast. Leasing allows you to upgrade, replace, or return equipment as priorities change.
- You’re piloting new capabilities: Need to evaluate a high-throughput assay or automated workflow? Leasing helps you test the function without committing long term.
Leases often include installation, regular maintenance services, calibration, and warranties—all of which support optimal performance and reduce downtime. And it’s not just for new labs. Even established biotechs lease to scale infrastructure without overcommitting or dealing with aging equipment that no longer fits the lab’s needs.
Making the right call: a smarter decision framework
Here’s a four-part decision-making model to help you weigh repair, replacement, or leasing:
1. Understand the role and reliability of the equipment
- Is it central to daily experiments—or nice to have?
- Is this its first failure—or part of an ongoing pattern?
- How old is it, and how available are parts or service providers?
If it’s mission-critical and unreliable, consider replacement or leasing before the next breakdown causes more damage.
2. Compare the total cost—not just upfront expenses
- Repairs come with technician labor, part sourcing delays, and productivity losses.
- Purchases may require capital approvals and have long lead times.
- Leasing offers a lower upfront cost, built-in support, and end-of-term flexibility—but may appear more expensive month-to-month.
Don’t just chase the lowest number. Evaluate each option based on cost-effectiveness, maintenance costs, and operational impact.
3. Consider your funding and runway
- Early-stage startup? Leasing can free up cash and limit overcommitment.
- Grant-based lab? Ensure replacements or repairs align with budget constraints.
- Scaling rapidly? A capital equipment purchase may slow you down if approvals or sourcing take too long.
Pick the path that aligns with your financial planning—not just your current cash position.
4. Align your decision with broader infrastructure strategy
- Are you treating equipment like a one-time purchase when you should be thinking in life cycles?
- Are you planning for flexibility—or just reacting to emergencies?
If you’re constantly scrambling when equipment breaks, it may be time to rethink your procurement strategy entirely.
Conclusion: smart labs don’t just fix—they future-proof
No one wants to deal with breakdowns. But when they happen, your response can make or break momentum. Sometimes repairs are the fastest route back to stability.
Sometimes replacing with new equipment improves reliability and future-proofs your workflows. And sometimes, leasing gives you the breathing room to adapt and grow—without the stress of a large upfront investment. Whether you manage a startup lab or a multi-site healthcare facility, your decision doesn’t have to be reactive.
It can be strategic.
If you're navigating a breakdown—or want to be ready for the next one—leasing could offer a smarter, more flexible path forward. Let’s talk about how to keep your lab running smoothly, without losing time to equipment downtime or budget dead ends.