Top 7 Mistakes When Buying Lab Equipment (And How to Avoid Them)

1. Hidden Costs

The Mistake

Looking only at the price tag while ignoring long-term expenses like maintenance, consumables, and training.

Examples:

• Forgetting about annual calibration costs and certification fees
• Not accounting for specialized reagents or consumables that can only be purchased from the manufacturer

How to Avoid It

• Create a total cost worksheet including:
  • Annual maintenance fees
  • Expected consumables for 3-5 years
  • Training costs
  • Utility costs (power, water, gas)
  • Required software licenses
• Get quotes for service contracts upfront
• Ask current users about their actual running costs

2. Infrastructure Oversights

The Mistake

Discovering too late that your lab can't properly support the equipment.

Examples:

• Equipment requiring 240V power in a lab with only 120V outlets
• Instruments needing ultra-pure water when only distilled water is available

How to Avoid It

• Create an infrastructure checklist covering:
  • Power requirements (voltage, phase, stability)
  • Space needs (including access for maintenance)
  • Temperature and humidity controls
  • Vibration sensitivity
  • Water/gas supply needs
• Have facilities team review requirements before purchase
• Schedule necessary upgrades before equipment arrival

3. Poor Vendor Research

The Mistake

Choosing a vendor based on price alone, then struggling with poor support.

Examples:

• Vendors with limited technical support availability
• Companies with no local service representatives

How to Avoid It

• Talk to at least three current users about their experience
• Ask about local service response times
• Check the vendor's financial stability
• Review service contract terms carefully
• Visit a lab using the same equipment if possible

4. Insufficient Planning

The Mistake

Rushing the purchase without proper evaluation or preparation.

Examples:

• Last-minute budget spending without proper research
• Not allowing time for competitive quotes and negotiations

How to Avoid It

• Start planning 6-12 months before needed
• Create a timeline including:
  • Research and evaluation period
  • Budget approval process
  • Site preparation
  • Delivery and installation
  • Training and validation
• Build in buffer time for delays

5. Skipping User Input

The Mistake

Not consulting the people who will actually use the equipment.

Examples:

• Purchasing automated systems without considering staff expertise
• Selecting equipment with interfaces that don't match user preferences

How to Avoid It

• Form a small evaluation team including:
  • Daily users
  • Maintenance staff
  • Lab manager
• Have potential users test the equipment if possible
• Consider everyone's training needs
• Review workflow impact with the team

6. Overlooking Compatibility

The Mistake

Buying equipment that doesn't work well with existing systems or processes.

Examples:

• Software that can't export data in required formats
• Instruments using incompatible sample containers or plates

How to Avoid It

• List all required interfaces (physical and digital)
• Check data format compatibility
• Verify software integration capabilities
• Consider future connectivity needs
• Test integration before purchase if possible

7. Safety and Compliance Gaps

The Mistake

Finding out too late about regulatory requirements or safety issues.

Examples:

• Equipment requiring special permits or certifications
• Systems producing waste that needs specialized disposal

How to Avoid It

• Review relevant regulations early
• Check certification requirements
• Assess safety risks and controls
• Plan for waste handling
• Document compliance requirements

Quick Tips for Success

Before Purchase

1. Make a requirements checklist
2. Get real user feedback
3. Calculate total ownership cost
4. Check infrastructure needs
5. Review safety requirements

During Purchase

1. Get everything in writing
2. Negotiate service terms
3. Plan for installation
4. Document training needs
5. Set clear timelines

After Purchase

1. Train all users properly
2. Set up maintenance schedules
3. Keep good records
4. Monitor performance
5. Review costs regularly

Red Flags to Watch For

• Vendors who won't provide references
• Unclear service terms
• Hidden fees or charges
• Limited training options
• Poor technical support
• Unusual warranty terms

Remember: Taking time to plan and evaluate now saves significant headaches later. When in doubt, talk to other labs using similar equipment - their experience is invaluable.