The Startup’s Guide to Equipment Leasing: Save Capital, Scale Faster

Table of Contents

What Is Equipment Leasing & How Does It Work?

For startups navigating limited resources, acquiring essential business equipment can be daunting. Equipment leasing offers a practical and cost-effective solution, allowing entrepreneurs to access the tools they need without a substantial upfront investment.

In an equipment leasing agreement, a lender (often an equipment leasing company) retains ownership of the equipment, while the lessee—your startup or new company—makes monthly payments over a specified lease term. This arrangement enables startups to finance equipment in installments, preserving their working capital for other critical needs like hiring, product development, or marketing.

Leasing also comes with flexible options at the end of the lease, such as upgrading to the latest equipment, purchasing the item outright, or returning it. For startups in industries with rapidly evolving technology, like biotech or restaurants needing heavy equipment, this adaptability is invaluable. Additionally, the application process for leasing is often more straightforward than traditional financing methods, with leasing companies catering to businesses with varying credit scores and financial histories.

By opting to lease instead of buy, startup businesses can focus on scaling operations without the financial strain of a large down payment. This flexibility is why equipment leasing has become a cornerstone of business financing for new companies across industries.

Equipment Leasing vs. Financing

While equipment leasing falls under the broader category of equipment financing, it's important to distinguish it from other financing options like loans or lines of credit. Understanding the differences can help startups identify the best approach for their business needs.

Leasing vs. Loans: Leasing allows startups to rent equipment without a large down payment. Monthly payments are predictable and may include maintenance or repair services. At the end of the lease term, options often include purchasing the equipment, upgrading to newer models, or returning it. In contrast, equipment loans provide funds to purchase equipment outright. This leads to full ownership, but it requires a larger initial payment and places the responsibility for maintenance and repairs on the business owner.
Credit History Requirements: Equipment leasing is often more accessible to new businesses or those with bad credit or limited credit histories. Leasing companies are typically more flexible than traditional lenders, making leasing a viable option for startups still building their financial profiles. Loans, however, generally require a strong business credit score or significant personal credit backing, which can be challenging for new business owners.
Tax Implications: Lease payments are typically considered operating expenses, allowing startups to deduct them from their taxable income. Loans, on the other hand, offer tax benefits through depreciation and interest deductions, which might appeal to businesses planning long-term ownership.
Flexibility: Leasing offers startups the advantage of upgrading to the latest equipment without being tied down by ownership, making it ideal for equipment that may become obsolete quickly. Loans, while offering ownership benefits, lock the business into a long-term investment that may not align with evolving needs.

Whether prioritizing flexibility or ownership, it’s helpful to weigh these differences to select the financing option that aligns best with your cash flow, equipment type, and long-term goals.

The Benefits of Equipment Leasing

Startups face unique financial challenges, especially in their early stages. Limited working capital, unpredictable cash flow, and the need to scale quickly often leave new businesses searching for cost-effective solutions to acquire essential tools. Equipment leasing and financing offer viable alternatives to purchasing outright, providing flexibility and preserving cash reserves.

Cash Flow Management: Leasing allows startups to avoid the large upfront costs associated with purchasing equipment. Instead, they make manageable monthly payments, aligning expenses with revenue generation. This ensures they maintain liquidity for other critical needs, such as marketing, hiring, or research and development.
Access to New Equipment: Startups often rely on cutting-edge equipment to compete effectively in their industries. Leasing enables businesses to access the latest technology without the high purchase cost. Additionally, many leases include the option to upgrade at the end of the term, ensuring startups always have the best equipment available.
Overcoming Credit Barriers: For startups with limited or bad credit, leasing can be a more accessible option than securing traditional loans. Leasing companies often consider the equipment itself as collateral, reducing reliance on a business’s credit score or credit history during the approval process.
Flexibility and Scalability: Leasing aligns with the dynamic nature of startups. As business needs evolve, leases allow for adjustments such as upgrading equipment or expanding inventory without significant financial strain. This flexibility is particularly beneficial for rapidly growing companies adapting to changing markets.
Tax Benefits: Lease payments are often deductible as business expenses, potentially reducing a startup’s taxable income. These benefits can improve overall financial health, freeing up resources for reinvestment.

Leasing or financing equipment ensures startups remain agile while focusing on innovation and growth. By avoiding significant upfront expenses and embracing scalable options, new businesses can stay competitive and maintain operational efficiency without compromising cash flow.

Types of Companies That Offer Equipment Leasing & Financing

Startups looking to lease or finance equipment have access to various institutions that cater to different needs. Here’s a breakdown of the primary options:

Traditional Banks: These established lenders often provide competitive interest rates and flexible loan terms, especially for startups or small businesses with strong credit histories and financial statements. However, they may have stricter requirements, such as higher down payments or extensive documentation.
Credit Unions: Similar to banks but often community-focused, credit unions might offer more personalized financing options. Entrepreneurs seeking lower interest rates or member-specific benefits can explore this option.
Equipment Leasing Companies: Specialized lessors focus exclusively on leasing agreements, offering tailored solutions based on the type of equipment needed. These companies are often more lenient with startups, relying on the leased equipment as collateral.
Online Lenders: With streamlined application processes and faster approvals, online lenders are an attractive choice for startups needing quick access to financing. While convenient, these options may come with higher interest rates, so it’s essential to weigh costs carefully.
Manufacturers & Suppliers: Many equipment manufacturers and suppliers provide direct financing or leasing programs. These deals can include perks like reduced interest rates, bundled maintenance packages, or discounts for specific equipment types.
Peer-to-Peer Lenders (P2P): In the fintech space, P2P lending connects startups directly with individual investors willing to finance equipment loans. This option often offers more flexible repayment terms and caters to new companies with varying credit scores.
Government-Backed Programs: Organizations like the Small Business Administration (SBA) provide guarantees on loans, reducing the risk for lenders and opening doors for startups with limited credit histories. These programs can be especially helpful for startups purchasing heavy equipment or investing in long-term assets.
Trade Associations: Some industry-specific associations offer equipment leasing and financing solutions tailored to their members. This can be a cost-effective choice for startups seeking equipment unique to their field.
Commercial Finance Companies: These institutions specialize in business loans, lines of credit, and leases, offering versatile financing options for startups. Their industry expertise often results in customized solutions for entrepreneurs.

Be sure to determine the right kind of partner for your business needs. It will make the process of choosing a leasing or financing company that much easier. Each option will have unique benefits.

Equipment Procurement Options Compared

Choosing how to acquire equipment is a critical decision for startups. Leasing, buying, financing, and even outsourcing through contract research each offer unique advantages. Understanding these options helps entrepreneurs align their decisions with business needs, cash flow, and growth objectives.

Leasing vs. Buying

Leasing: Ideal for startups with limited working capital or businesses needing the latest technology. Leasing avoids the high upfront cost of purchasing and offers predictable monthly payments. Startups can upgrade equipment more easily as their needs evolve.
Buying: Ownership provides full control over equipment, making it suitable for long-term use. However, it requires significant upfront investment, which may strain a new company’s budget. Purchasing used or refurbished equipment can reduce costs but might lead to higher maintenance expenses.

Compare leasing vs buying in more depth here.

Leasing vs. Financing

Leasing: Offers flexibility and lower upfront costs, making it suitable for startups or companies with bad credit. Lease agreements often include maintenance, reducing operational burdens. However, there’s no equity gained unless a purchase option is exercised at the lease term's end.
Financing (Loans/Lines of Credit): Equipment loans provide ownership but require a down payment and regular installments. Financing through traditional lenders often includes lower interest rates for businesses with strong credit histories, while online lenders may cater to startups with less rigid credit requirements.

Leasing vs. Contract Research

Leasing: Provides direct access to equipment and control over operations, ideal for startups building proprietary technologies.
Contract Research: Outsourcing equipment needs to specialized labs or providers eliminates the need for procurement but may reduce control over processes and results. This is an excellent option for short-term projects or startups lacking the resources to operate complex equipment.

Long-Term Leasing vs. Short-Term Rentals

Long-Term Leasing: Best for consistent equipment needs, offering lower monthly payments and stability. Lease agreements often span multiple years and include options for upgrades or buyouts, making it cost-effective for startups scaling operations.
Short-Term Rentals: Suitable for project-based needs or temporary usage. Rentals provide maximum flexibility but come at a higher cost over time. Startups testing equipment before committing to a lease or purchase may find this option appealing.

Don't skip on evaluating these various procurement strategies. Many startups use one or a mix of these options to balance their cash flow, operational efficiency, and long-term growth. It can help to consult with your financial advisor (or one that’s recommended) to ensure the option you choose aligns with your company’s specific goals.

Some equipment leasing companies or financiers will often you honest advice as well. At Excedr, we also make sure to have a transparent conversation first to figure out your goals and if they align with our leasing program or not.

How to Determine If You're Eligible for Financing

Determining your startup’s eligibility for equipment leasing or financing involves understanding key criteria that lenders and lessors evaluate. While traditional lenders may have stringent requirements, equipment leasing companies often cater to startups and small businesses, making the process more accessible.

Key Factors Lessors & Lenders Evaluate

Credit Score & Credit History: A solid business or personal credit score demonstrates reliability and financial responsibility. However, startups with bad credit or limited credit history may still qualify through alternative financing options or higher initial payments.
Business Plan & Financial Statements: A clear and detailed business plan with accurate financial projections helps lenders assess your company’s growth potential. Financial statements, including bank statements, provide insight into annual revenue and cash flow stability.
Stable Revenue Streams (if applicable): While startups often lack a long financial track record, showing steady income or promising revenue streams boosts credibility.
Collateral or Guarantees: Some lenders may require collateral, such as other business equipment or assets, to secure financing. Personal guarantees might also be requested to mitigate risks.
Equipment Type: The type of equipment you need impacts approval. High-value or industry-specific equipment like heavy machinery or restaurant equipment may require specialized financing terms.

Overcoming Challenges

Bad Credit: If your credit history includes bankruptcies, late payments, or low scores, leasing may still be viable. Leasing companies like Excedr specialize in working with startups and can tailor repayment terms to fit your circumstances.
Lack of Business History: Startups in their early stages can demonstrate credibility through strong market potential, personal credit, and detailed plans.

Pre-Qualification & Professional Advice

Consider seeking pre-qualification to understand potential terms without impacting your credit score. Working with a financial advisor can help optimize your application, ensuring you highlight strengths and address any weaknesses. By understanding eligibility requirements and preparing a comprehensive application, startups can help speed up the application process and improve their chances of securing a lease.

How to Qualify For Leasing

When seeking equipment leasing, there are several key factors that lessors typically consider to assess your eligibility:

Good Business Credit Score: A solid business credit score is a crucial indicator of your financial responsibility and reliability. It demonstrates your ability to manage debt and fulfill financial obligations. Lenders often use this score to evaluate the risk associated with providing financing. Maintaining a good credit score shows that your business is financially responsible and increases your chances of qualifying for a lease.
Clear Business Plan and Financial Projections: A well-defined business plan is essential for demonstrating your company's viability and growth potential. It should outline your business goals, target market, competitive analysis, and marketing strategy. Additionally, including detailed financial projections provides insight into your business's expected revenue and expenses over a specific period. This information helps lessors gauge the financial health of your business and assess its ability to meet lease payments.
Evidence of Stable Revenue (if applicable): If your business has been operating for some time, providing evidence of stable revenue can significantly enhance your leasing application. This could include financial statements, tax returns, or bank statements that demonstrate consistent income. It shows lessors that your business has a reliable income stream, increasing their confidence in your ability to meet lease obligations.
Collateral or Personal Guarantee (if required): Depending on the lessor's policies and the nature of the equipment being leased, they may request collateral or a personal guarantee to secure the lease. Collateral can be in the form of assets like real estate or existing equipment. A personal guarantee involves a commitment from you, as the business owner, to personally cover any outstanding lease payments in case of default.
Compliance with Industry Regulations and Licensing: Demonstrating that your business complies with industry-specific regulations and holds any necessary licenses or certifications can bolster your application. It showcases your commitment to operating within legal parameters and adds credibility to your business.

By taking these steps, you'll not only increase your chances of qualifying for a lease but also present your business as a reliable and responsible candidate for equipment financing. Remember, each lessor may have specific requirements, so it's crucial to communicate openly and honestly with potential leasing partners throughout the application process.

How to Qualify For Financing

Much like equipment leasing, securing financing for your startup involves several critical steps, with lenders typically considering the following factors when evaluating your eligibility:

Strong Credit Score (both business and personal): A robust credit history, both for your business and personally, is a cornerstone of qualifying for financing. Lenders use these scores to gauge your creditworthiness and ability to manage debt responsibly. A higher credit score indicates a lower risk for lenders, making them more inclined to offer favorable terms. It's essential to maintain a good credit standing by making timely payments, managing debts wisely, and addressing any discrepancies in your credit report.
Detailed Business Plan with Financial Forecasts: A comprehensive business plan serves as a roadmap for your company's growth and success. It should encompass key elements like your business's mission, target market, competitive analysis, marketing strategy, and operational plans. Including detailed financial forecasts provides lenders with insights into your expected revenue, expenses, and profitability over a specific period. This information allows them to assess the feasibility and profitability of the equipment investment.
Collateral Might Be Required: Depending on the lender and the nature of the equipment being financed, collateral may be a requirement. Collateral serves as a form of security for the lender in case of default. It can take various forms, such as real estate, inventory, or existing equipment. Offering collateral increases your chances of approval and may lead to more favorable terms and interest rates.
Stable Business Operations and Revenue (if applicable): Demonstrating a track record of stable business operations and consistent revenue can significantly bolster your financing application. Providing financial statements, tax returns, or bank statements that showcase a reliable income stream lends credibility to your business's financial stability. It reassures lenders that your business has the capacity to meet loan obligations.
Industry Expertise and Experience: Lenders often value industry-specific expertise and experience. Highlighting your knowledge and track record in your field can instill confidence in lenders that you have the know-how to effectively manage the equipment and generate returns on the investment.

By addressing these key factors, you'll enhance your eligibility for financing and position your business as a reliable and responsible borrower. Remember to communicate openly with potential lenders, providing them with all necessary documentation and demonstrating your commitment to a successful equipment investment. Keep in mind that requirements may vary between lenders, so it's essential to research and approach potential financing partners with a clear understanding of their specific criteria.

Are There Other Benefits to Leasing?

Extend Your Cash Runway

Opting for equipment leasing is akin to giving your business a financial breather. It allows you to allocate your limited upfront capital to other critical areas of operation, such as marketing, talent acquisition, and research and development. By reducing the initial cash outlay, leasing provides a vital extension to your cash runway, providing more room for maneuvering in those crucial early stages of business development. We cover some tips to managing cash runway after early-stage fundraising here.

Preserve Budgets

Predictability is a priceless asset in the world of business. With leasing, you're met with steady, predictable monthly expenses. This helps tremendously with budgeting and financial planning. By knowing exactly how much is going towards equipment costs each month, you can allocate resources with confidence, without being blindsided by unexpected expenditures.

Pick From the Manufacturer of Your Choice

Leasing liberates you from the constraint of budget limitations when it comes to selecting the equipment manufacturer. You can aim for the industry leaders, ensuring that you're equipped with top-tier tools and machinery. This way, you never have to compromise on the quality of your equipment, which is paramount to maintaining operational efficiency and competitive advantage.

Build Your Company’s Credit Score

Leasing offers a valuable opportunity to enhance your company's creditworthiness. Making regular lease payments in a timely manner establishes a positive credit history, which can be invaluable when seeking additional financing or negotiating favorable terms in the future. It's a practical step towards strengthening your business's financial standing and expanding its opportunities for growth.

Service Coverage Is Often Included

Many leasing agreements come bundled with service coverage, offering added peace of mind. Maintenance and repairs may be included, reducing the burden on your operational team. This means you can focus on what matters most—driving your business forward—while knowing that the upkeep of your equipment is in capable hands.

Potential Tax Benefits

Leasing might also open the door to potential tax benefits. However, it's important to consult a tax professional who is well-versed in business equipment leasing. They can provide specific advice tailored to your business, ensuring you maximize any tax advantages available to you.

Wrap-Up & Takeaways

Equipment leasing is more than a financing option—it’s a growth strategy. By enabling startups to acquire essential equipment without significant upfront costs, leasing offers a practical and flexible solution for preserving cash flow, managing operational costs, and staying ahead in rapidly evolving industries.

The benefits of leasing go beyond financial convenience:

Predictable monthly expenses streamline budgeting.
Access to high-quality equipment supports efficiency and competitiveness.
Opportunities to improve creditworthiness pave the way for future growth.
Service coverage and potential tax benefits provide added value.

Whether your startup is looking to extend its cash runway, upgrade to the latest technology, or maintain financial flexibility, equipment leasing can be a game-changing strategy. Ready to explore leasing options? Get in touch today to learn how our leasing program can help your business scale and thrive.