The Pitfalls of Price-First Thinking: Uncovering the Real Cost of Laboratory Equipment
When budgets are tight and procurement teams are under pressure, it's tempting to focus on the lowest sticker price when buying freezers, refrigerators, and incubators. But in life sciences, the real cost of laboratory equipment extends far beyond the initial purchase. Factors like energy efficiency, maintenance, consumables, reliability, and service support all add up over time — and they can make a 'bargain' buy surprisingly expensive.
Here, Joe LaPorte, Chief Innovation Officer at PHC Corporation of North America (PHCNA), discusses the pitfalls of a purchase-price-first mindset and how laboratories can make smarter, long-term decisions that protect both budgets and science.
How have customer expectations changed when buying laboratory equipment?
We've seen a significant shift in customer expectations, particularly for cold storage products. Much of this began during the COVID pandemic, when storage conditions came under intense scrutiny. Today, customers are far more demanding of their cold storage equipment. In the US, temperature uniformity has become the primary requirement—not only for FDA-regulated applications, but also increasingly in less-regulated settings where laboratories want confidence their samples are consistently held at the right temperature.
Energy consumption also remains a prime requirement. While environmental standards in the US may be less stringent than in Europe, global operations must still meet international regulations and sustainability targets. Manufacturers that want to sell into global markets also benefit from designing equipment that complies across geographic regions.
Both temperature uniformity and energy efficiency now define value—and are central to the real cost of laboratory equipment.
How are market pressures influencing equipment choices today?
Economic uncertainty has led many laboratories to be more cautious about spending. Tariffs, NIH budget cuts and wider cost pressures mean some customers are delaying purchases until absolutely necessary. When a freezer or incubator finally needs replacing, they may default to the cheapest available model to fill the gap.
While understandable, this short-term fix can often backfire. Low-cost equipment may lack the reliability, service coverage and/or performance features needed for demanding applications. Over time, further hidden expenses, such as higher maintenance bills, sample loss, and staff disruption, can outweigh the savings. The cost of laboratory equipment isn’t just about the sticker price; it's about long-term value.
Planning for tomorrow: How can the right equipment features save costs in the long term?
It's easy to assume incubators are all the same, but that can be a costly mistake. Beyond basic CO2 and temperature control, features such as precise humidity management, hypoxia capability, and high-speed, validated decontamination can play an important role in certain applications. These are particularly important for cell and gene therapy, for example, where contamination or variability can't be tolerated.
Planning ahead matters too. A laboratory may think a basic incubator will suffice today, but in a few years, it may need tri-gas control or more advanced humidity stability. Choosing equipment that supports future needs can reduce the risk of costly upgrades and helps control the total cost of laboratory equipment over its lifecycle.
What should buyers consider about the cost of ownership?
The purchase price is only part of the equation. True cost of ownership includes:
- Energy consumption - especially for ultra-low freezers that run continuously. These can use as much energy as an average household every day.
- Maintenance requirements - Annual defrosts and filter cleaning, for example, not only take time but also present logistical challenges, including the temporary storage of the freezer or incubator's contents.
- Consumables - like internal HEPA filters in incubators, which laboratories must replace regularly.
- Staff time and inconvenience - This can pose a significant problem when alarms go off outside of normal hours.
Neglecting these factors may shorten equipment lifespan, void warranties and inflate running costs. A freezer or incubator may appear affordable upfront, but when you factor in the hidden and future costs, the true cost of laboratory equipment can be far higher.
What role do warranties and support play in managing costs?
Warranty terms and service support often determine whether equipment is cost-effective over the long term. Some warranties cover only parts, leaving customers responsible for labor, which can account for up to 90% of the total bill. Others expire once a product is discontinued, making replacement parts difficult and expensive to source.
Support is equally important. Customers need to know who to call when equipment fails, whether it's an incubator struggling to maintain humidity or a freezer alarm in the middle of the night. Having reliable, industry-trained service technicians and transparent warranty coverage helps prevent minor issues from turning into major costs, protecting both uptime and the cost of laboratory equipment.
How useful are benchmarks like ENERGY STAR®?
ENERGY STAR provides one of the most reliable ways to compare energy efficiency and other specifications, such as storage capacity. Independent third parties test products so that buyers can trust the baseline data. It's especially valuable because it requires manufacturers to report usable capacity, not just nominal numbers.
But buyers should remember that these are controlled tests. Just as cars rarely achieve the advertised miles per gallon in everyday driving, freezers and incubators may consume more energy in real-world laboratory conditions. ENERGY STAR is a solid starting point, but actual use will determine the real cost of laboratory equipment in your facility.
How can laboratories be confident in the manufacturers they choose?
New competitors are entering the market, often from the commercial refrigeration sector, offering products that appear attractive in terms of price. However, some may not be there to provide service and parts in five years' time.
Choosing global manufacturers with a track record in regulated markets is usually safer. These suppliers design their products to meet the most strict international standards, particularly in the EU, where refrigerant and energy regulations are among the most comprehensive in the world. Working with established global companies reduces risk and can help manage the lifetime cost of laboratory equipment.
Why is the supplier relationship so important?
Equipment features matter, but so does the relationship with the supplier. Customers need confidence that they can rely on fast, knowledgeable support. That means service engineers who understand biosafety requirements and representatives who know the industry well enough to guide purchasing decisions.
Online peer networks may offer candid feedback on laboratory equipment, but nothing replaces a trusted local supplier who can respond quickly. This relationship can be the difference between smooth operation and recurring problems, and can directly reduce the long-term cost of laboratory equipment.
What's the takeaway for laboratories planning ahead?
Energy costs are rising, sustainability standards are tightening, and therapies like CAR-T demand incubators and freezers that deliver reliable performance. In this context, the purchase price alone is an inadequate measure of value.
Energy, maintenance, consumables, service and vendor reliability all shape the cost of laboratory equipment. By asking the right questions upfront and planning for the total cost of ownership, laboratories can better protect their budgets, safeguard their samples, and ensure their science moves forward with minimal disruptions.