Understanding EOT: The FAQs you need to know

When it comes to leasing technology assets, the end-of-term (EOT) process can be a source of confusion or unexpected cost - especially if you're not familiar with how different providers handle it.

At Quadrent, we believe in making EOT simple, transparent,  and aligned with your operational and sustainability goals. Below, we explore the most common questions organisations ask, and how Quadrent’s approach makes things simple.

1. How complicated is the returns process and where can I drop off my items?

With some providers, returning technology can be rigid and unnecessarily complex. At Quadrent, we keep everything simple and straightforward, offering flexibility and practical support at every step.

You have options both at contract and asset level: 

• Continue using some or all of the equipment casually on a month-to-month basis
• Formally extend your lease for some or all of the equipment
• Return all or some of the assets
• Make an offer to purchase some or all of the assets at wholesale value

How we make returning devices easier in real life:

• • Multiple, convenient return locations: You can return devices to Quadrent-approved end-of-term logistics hubs.
  • On-site collection and packing support: For larger technology fleets, Quadrent can arrange courier pick-up, pallet collection, or even supply collection boxes with return labels. Staff place devices inside, seal the boxes, and Quadrent arranges the rest. No transport runs, no disruption.
  • Clear instructions with no guesswork: Every customer receives a simple guide outlining what needs to be returned, how to prepare assets, and the steps to follow.
  • Flexible time windows: Returns can be done in batches or stages, supporting staged rollouts, equipment delivery timetables, or in-house operational constraints.

2. What counts as ‘reasonable’ wear and tear?

Wear and tear is one of the biggest areas where organisations encounter surprise charges and can be a source of debate when a lease term expires. Quadrent eliminates the ambiguity with a clear, consistent grading system used across your fleet.

With normal day-to-day usage, equipment can either come back in showroom condition or with some cosmetic age-related wear like minor scratches or a few marks or scuffs. We grade these assets as B-grade or better.

If equipment comes back and doesn’t work, has obvious damage or is missing parts, we grade these assets as C- or D-grade. Equipment in this category can attract a make-good fee to bring the device back up to a reasonable standard (capped at the wholesale value of the asset) for its age. Importantly, it’s a make-good charge verses a replacement cost charge.

Quadrent’s goal is not to penalise customers. Our grading system exists to ensure devices can be reused,
refurbished, or donated, supporting sustainability outcomes and reducing e-waste.

3. What happens if peripherals are lost or missing?

Unlike many providers, Quadrent does not charge for the non-return of most peripherals (like mice, keyboards, or laptop bags). Exceptions may include:

• Integrated keyboards (e.g. on a Microsoft Surface device)
• Power supplies (must be OEM, not generic replacements)
• Tablet styluses

Missing required items may incur fees, but our policy is clearly communicated upfront so you know exactly what to expect during the return phase at the end of your lease.

4. Who handles hardware issues during the lease term?

Quadrent’s operating model assumes customers manage hardware issues via their equipment supplier, warranty, and support arrangements. Devices can be substituted if required, offering flexibility without locking you in where hardware is not performing as it should.

5. How much notice will I get before the end of my lease term?

You’ll never be caught off guard – you are not required to notify Quadrent of your intentions in advance of the expiration of your lease.

Quadrent will proactively provide notification of your expiring lease approximately 120 days prior to expiry date and again at 75 and 45 days before expiry as you firm up your decisions regarding the available options.

6. What happens if I don’t return leased devices in time?

Whilst some lessors use late returns as an opportunity to lock you into another minimum lease term (known as an automatic rollover period), Quadrent leases have no such provisions.

If any devices aren’t returned by the expiry date, the non-returned devices are transitioned into a casual month-to-month arrangement (irrespective of your rental billing cycle) until you figure out what you want to do. You can choose to return, extend, or make an offer to purchase any of the assets at any time.

7. What happens if I don’t return all of the leased devices?

Sometimes devices are misplaced, needed longer, or returned in stages, and that’s okay. Quadrent allows:

• Partial returns
• Staggered or staged collections
• Reconciliation and reporting support to help with planning and logistics
• The Non-Return Fee will not exceed the current wholesale value of the lost, stolen, or damaged 'beyond economic repair' (BER) assets

If a device is found later, we’ll still accept it. Our focus is on closing out the lease cleanly, not penalising you.

Why Quadrent’s EOT process stands out

Quadrent’s EOT process is built around customer convenience and transparency. We pride ourselves on working alongside our customers to ensure the end of your lease term phase is as straightforward as possible:

• We have a wide range of flexible EOT options that can be employed hassle-free and in plenty of time before expiry
• We communicate clearly with real, local people here to help
• Our EOT processes are ISO-certified and our reporting is data-rich and easy to understand
• All devices undergo a hard drive erasure process utilising industry-leading software for peace of mind
• Our team offers advisory services to help you convert your owned equipment into leases, returning capital back into your organisation
• We can help you retire and dispose of any equipment you may have lying around that is redundant, often realising value that you didn’t think existed
• Obsolete equipment can be collected and diverted from landfill by recycled waste streams responsibly to international R2v3 standards
• We're a Trans-Tasman business with offices, personnel, and uniform processes for  customers who operate both sides of the Tasman

Whether you're a school, enterprise, or government agency, Quadrent works with you to build a plan that ticks all the boxes commercially, operationally, and ethically so you don't get caught out by misleading or confusing EOT requirements.

Find out more about our EOT process here.