By Matt Logan, Senior Account Executive, JK Commercial Services
Buying lab equipment isn’t something most people do every day — and when the time comes, the pressure to get it right can be real. Whether you’re outfitting a brand new space or finally replacing that centrifuge that’s been on borrowed time, the decisions you make upfront can save you a lot of headaches (and budget) down the road.
Here’s what I’d walk any lab manager through before they pull the trigger on a purchase.
Start with the people using the lab equipment
Before you look at a single spec sheet, talk to your team. The people who will actually use the equipment day-to-day often have strong opinions about brands, features, and deal-breakers – and those opinions matter. Build your list from those conversations, not just from what’s available or what’s on sale.
Once you have that list, get honest about priorities. What’s truly non-negotiable? What would be nice to have? And just as importantly, what does your lab need now versus what might you need a year from now?
Don’t limit yourself to one buying path
There’s no single right way to source lab equipment. You might go directly through a manufacturer, work with a third-party supplier, or explore online auction sites for used and demo gear. Each path has its tradeoffs. Manufacturers sometimes sell discontinued or demo models at a real discount, which can be a great middle ground. You get a known brand without the full price tag.
Ask peers what’s worked for them. Your own past vendor experiences are data too. A supplier who was responsive and honest when something went wrong is worth a lot more than one who offers the lowest sticker price.
Research costs like you’re buying a car
That analogy might sound a little tired, but it holds up. The listed price rarely tells the whole story. Does it include service charges? What does the warranty actually cover, and for how long? What are the ongoing costs: replacement parts, consumables, calibration?
Used equipment can look like a bargain until you factor in maintenance challenges or the reality that parts are no longer manufactured. Set a realistic budget, account for the full lifecycle, and stick to it while you compare options.
If you’re considering used, do your homework
Used equipment can absolutely be the right call, but go in with eyes open. Ask for the full history of the instrument, review maintenance logs, and don’t finalize anything until you’ve confirmed it’s fully functional. A few extra questions upfront can prevent a costly surprise later.
Ask for a demo, and pay attention to more than the equipment
A demonstration isn’t just about whether the equipment works. It’s also a window into the vendor. Are they knowledgeable? Do they answer your questions clearly? Do they seem invested in making sure the equipment is a good fit for your needs?
Also ask about training. Onsite, online, or a manual in a box – it varies widely, and it matters, especially if you have staff who will need to get up to speed quickly.
Negotiate – it’s expected
Lab equipment pricing has room to move. Get at least three competitive bids, compare what’s actually included in each, and don’t be shy about asking for better terms – whether that’s price, a longer warranty, or a stronger service contract. Vendors expect it.
The bottom line
A thoughtful purchase process protects your budget and sets your lab up for smoother operations. The extra time you spend on research and conversations upfront is almost always worth it.
And if your equipment purchase is part of a larger facility transition or new space setup, it’s worth thinking through logistics early. Our laboratory and medical moving services are built for exactly these situations, making sure high-value assets arrive safely and are ready to use from day one.