Last Updated on
February 12, 2025
By
Excedr
Lab equipment represents a major financial investment, with some instruments—like mass spectrometers, centrifuges, and biosafety cabinets—costing hundreds of thousands of dollars. Beyond the initial purchase, ensuring accuracy, reliability, and longevity requires routine maintenance and preventive service coverage.
While many manufacturers provide a one-year warranty, service coverage beyond that period is often seen as an optional expense. However, skipping service contracts can lead to unexpected breakdowns, costly repairs, and operational disruptions. Without proactive maintenance, labs may experience downtime that impacts research timelines and productivity.
Despite these risks, many biotech startups, research institutions, and healthcare facilities opt out of extended service plans, thinking they can manage repairs as they arise. Yet, without service coverage, labs often face:
An equipment service contract provides financial protection and operational efficiency, ensuring that preventive maintenance and emergency repairs are included in a predictable service plan. These agreements help labs:
This article will explain the importance of equipment service contracts, how they differ from on-demand repairs, and why preventive maintenance is crucial for lab efficiency and cost savings.
Equipment manufacturers typically offer technical product support services to assist with real-time troubleshooting and issue resolution. Unlike other industries, where customer support is limited, manufacturers provide knowledgeable technical support representatives to help with general questions and maintenance tasks.
For customers with service coverage, escalated support is often faster and more efficient. Technicians can access your equipment’s history, allowing them to quickly troubleshoot problems and minimize downtime. Without a maintenance program or service contract in place, labs may face longer wait times for corrective services and the need to approve quotes before repairs can begin, leading to delays.
Certified manufacturer technicians are highly skilled in servicing specific types of equipment, such as medical equipment and HVAC systems. With a maintenance plan in place, these technicians can offer on-site and in-house repair services at no additional cost. They also follow the manufacturer’s recommendations for proactive maintenance to help extend the useful life of your equipment.
Without service coverage, customers must request on-demand service, which involves labor charges, repair costs, and the possibility of extended downtime if parts are not immediately available. For example, replacing a part like the PCB in a centrifuge can cost up to 20% of the original price, not including labor fees.
Most manufacturers offer both in-house and on-site service for equipment maintenance and repairs. Depending on the piece of equipment and the nature of the issue, either option may be available to you.
For smaller equipment, in-house service, where the equipment is shipped to the manufacturer’s service center, is often the best option. This is especially true when there are multiple units in need of preventive maintenance. If your equipment is under a maintenance program, the manufacturer will often provide shipping and inspection at no additional cost.
During extended repair periods, labs with service coverage may receive a loaner unit to avoid disruption. This ensures that workflows are maintained without significant downtime while waiting for equipment repairs.
Larger instruments or more urgent repairs typically require on-site service. Before a technician arrives, the technical support team reviews your work orders and prepares the necessary parts. Without a maintenance contract, on-demand repairs often involve additional charges for inspections, travel, and repairs. However, service contracts eliminate these extra costs, allowing technicians to focus on resolving the issue quickly.
Routine maintenance tasks, such as lubrication, cleaning, and regular inspections, are crucial for preventing equipment failure and extending the life cycle of your instruments. Annual or semi-annual maintenance schedules, which are often included in service contracts, help ensure your equipment continues to perform at optimal levels. Proper preventive maintenance can reduce long-term maintenance costs and prevent unexpected breakdowns. Neglecting regular maintenance can result in more frequent equipment failures and higher operating costs due to unplanned downtime.
Service contracts typically include time-based maintenance services, ensuring your equipment receives care according to the manufacturer’s maintenance schedule. This type of proactive maintenance is essential for improving the resale value and useful life of your equipment.
Managing service contracts for multiple pieces of equipment can be a challenge, particularly when manufacturers increase prices by 10-12% each year. Purchasing multiple years of contracts upfront can drain cash flow and reduce working capital.
Leasing equipment, or securing it via a loan, can alleviate these burdens. Companies like Excedr offer equipment leasing programs that include service coverage for the entire leasing term, simplifying contract management and reducing administrative overhead. By spreading costs over time, leasing also helps small businesses and health care providers avoid large upfront costs.
Investing in service coverage is a smart decision for any lab using medical equipment or high-cost instruments. Similar to an extended warranty, service coverage provides protection against unexpected repair costs, reduces downtime, and ensures access to manufacturer-recommended maintenance services.
Regular maintenance not only extends the equipment life but also improves equipment performance and operational efficiency. Service coverage ensures you get the corrective and preventive maintenance you need, whether it's a quick repair or a maintenance strategy that covers annual routine maintenance tasks.
With Excedr’s leasing program, service coverage is included for the duration of the lease, eliminating the need for annual renewals or rising contract costs. This means you’ll receive access to unlimited repairs, preventive maintenance, and manufacturer services without worrying about additional fees or contract renewals.
Investing in service coverage is a proactive strategy that protects lab equipment, ensures reliability, and minimizes unexpected expenses. Preventive maintenance, timely repairs, and expert support contribute to better operational efficiency, ultimately allowing labs to focus on research and development without disruptions. While some labs opt for on-demand repairs, this approach can lead to longer downtime, higher repair costs, and operational inefficiencies.
Labs that integrate service contracts into their financial planning benefit from fixed costs, reduced administrative burden, and predictable maintenance schedules. Whether you’re managing a single instrument or an entire lab, ensuring consistent maintenance helps extend equipment lifespan, improve performance, and prevent costly breakdowns.
For labs looking to avoid large upfront costs while maintaining state-of-the-art equipment, Excedr offers a cost-effective solution. Our leasing program not only provides access to high-quality lab instruments but also includes comprehensive service coverage throughout the entire lease term.
By bundling service coverage into your leasing agreement, Excedr ensures that maintenance, repairs, and technical support are taken care of—so you can focus on what matters most: advancing your research. Let Excedr help you simplify your lab operations, reduce maintenance costs, and keep your research running smoothly. Contact us today to learn more about our flexible leasing options and included service coverage.
