The hidden costs of ownership: Why leasing makes sense for schools

In an era where digital learning is no longer optional but essential, and AI is developing at lightspeed, schools are under increasing pressure to provide students and staff with up-to-date technology. From laptops and tablets to interactive whiteboards, the demand for modern educational tools is growing. While many schools still opt to purchase these assets outright, this approach often overlooks the significant hidden costs that accumulate over an asset’s lifecycle, particularly as it nears the end of its useful life.

At Quadrent, we believe leasing offers a smarter, more sustainable alternative for schools. Here’s why:

The illusion of ownership savings

On the surface, buying technology outright may seem like the most cost-effective option. After all, once the asset is paid for, it’s yours, with no ongoing payments and no contracts. But this perspective ignores the full picture. Ownership comes with a host of hidden costs that can strain already tight school budgets, including:

• Maintenance and repairs: As devices age, they become more prone to breakdowns. Schools often underestimate the cost of repairs, replacement parts, and the IT support time required to manage these issues
• IT downtime: Troubleshooting outdated or failing equipment consumes valuable IT resources. Instead of focusing on innovation or supporting digital learning initiatives, IT teams are bogged down with reactive maintenance
• Decreased productivity: Older devices slow down over time, leading to frustration for teachers and students alike. This can directly impact learning outcomes and staff morale. Older devices also can't run the latest software and applications, or using them requires excessive processing power that ends up significantly reducing their performance over time
• Data security risks: Ageing technology may no longer receive critical security updates, exposing schools to data breaches and compliance issues

Maintenance and repairs over the course of an asset's life can decrease its usefulness and cost-effectiveness. Regularly upgrading to modern
devices can improve the productivity of your staff and students.

The end-of-life dilemma

Perhaps the most overlooked cost of ownership is what happens when the asset reaches the end of its useful life. Schools are often left with outdated, depreciated equipment that is difficult to dispose of responsibly and takes up storage space, with nobody keeping track of which devices are still operating and which are unusable. E-waste management, data wiping, and compliance with environmental regulations all add to the total cost of ownership.

In contrast, leasing shifts this burden to the lessor. At the end of the lease term, Quadrent manages the return, refurbishment, or recycling of the equipment, ensuring compliance, sustainability, and peace of mind.

The leasing advantage

Leasing technology through Quadrent offers a range of benefits that directly address the challenges of ownership:

• Predictable budgeting: Fixed monthly payments make it easier to plan and allocate budgets without unexpected repair or replacement costs
• Access to the latest tech: Leasing allows schools to upgrade regularly, ensuring students and staff always have access to current, high-performance tools. It also enables schools to rollout upgrades in larger tranches, rather than through a piecemeal approach when purchasing outright, which increases efficiency
• Reduced IT burden: With newer, more reliable equipment, IT teams can focus on strategic initiatives rather than constant maintenance
• Sustainability and compliance: Quadrent ensures that returned assets are either reused or recycled responsibly, supporting schools’ environmental goals

A smarter, more sustainable future

In today’s fast-paced digital landscape, clinging to outdated ownership models can hold schools back. Leasing offers a forward-thinking alternative that aligns financial efficiency with educational excellence and environmental responsibility.

By recognising the true costs of ownership, schools can make more informed decisions about how they invest in technology. We’re here to help education providers unlock the full value of their tech investments without the hidden costs. Find out how we can help.