Purchasing vs. Leasing Equipment for Schools: Making the Right Choice

When it comes to acquiring technology for schools, one of the biggest decisions districts face is whether to purchase or lease equipment. Both options come with advantages and challenges, and the best choice depends on budget constraints, long-term sustainability, and instructional needs. Understanding these factors can help school leaders make informed decisions that align with district goals and provide the best learning experience for students.

Purchasing Equipment: A Long-Term Investment

Purchasing technology outright is often seen as the more cost-effective solution in the long run. When a district buys devices, they own the equipment, meaning there are no ongoing lease payments, and schools have full control over how long they use the devices. According to Frazier and Hearrington (2024) in The Technology Coordinator’s Handbook, standardizing purchases across the district can lead to bulk pricing discounts, easier maintenance, and more consistent professional development for teachers.

Some key benefits of purchasing:

• Lower total cost over time – Schools avoid ongoing leasing fees.
• No contractual restrictions – Districts decide when to replace or upgrade.
• Customization and flexibility – Schools can install software, adjust configurations, and make long-term infrastructure decisions without third-party limitations.

However, purchasing also has drawbacks. Technology evolves rapidly, and devices can become outdated before districts are financially ready to replace them. Schools must also factor in repair costs, software updates, and device management, which can strain IT departments and budgets.

Leasing Equipment: Flexibility and Predictability

Leasing technology offers schools the ability to keep up with the latest advancements without making a large upfront investment. Many leasing agreements allow districts to replace or upgrade devices every few years, ensuring that students and teachers are always working with up-to-date technology.

Some advantages of leasing:

• Lower upfront costs – Districts don’t have to make large, immediate purchases.
• Easier budget management – Fixed monthly payments make financial planning predictable.
• Access to the latest technology – Regular upgrades prevent districts from being stuck with outdated equipment.

However, leasing also comes with limitations. Schools never fully own the devices, meaning they must follow the leasing company’s usage terms and return policies. Over time, leasing can end up costing more than purchasing because of continuous payments and potential extra fees for damage or contract adjustments. Additionally, districts have less control over software, configurations, and IT security since devices are under the leasing company’s policies.

What’s the Best Choice for Schools?

There’s no one-size-fits-all answer when it comes to purchasing vs. leasing, and many districts use a combination of both depending on their needs. Frazier and Hearrington (2024) suggest that districts should carefully evaluate the longevity of the equipment, funding cycles, and technical support requirements before making a decision.

Here’s a general guideline for when each option might be best:

Purchase equipment if:

• The district has funding available for large upfront investments.
• Devices will be used for at least 4-5 years without becoming obsolete.
• Schools want full control over software, configurations, and IT security.
• Bulk purchasing discounts or grant funding make it cost-effective.

Lease equipment if:

• The district prefers lower upfront costs and predictable payments.
• Schools need to upgrade technology frequently to keep up with advancements.
• IT staff want to minimize maintenance responsibilities (some leases include repairs and replacements).
• Short-term initiatives require tech that won’t be needed after a few years.

**Check out this video by Grow Schools for help when making the decision to buy or lease tech devices.

Finding a Balance: Hybrid Approaches

Some districts combine purchasing and leasing to balance cost, flexibility, and sustainability. For example, they may purchase core instructional devices like teacher laptops and standardized student devices while leasing specialized technology like high-powered STEM or multimedia lab equipment that needs frequent upgrades.

Procurement programs like the Alabama Joint Purchasing (ALJP) agreement offer pre-approved vendor pricing, making it easier for districts to compare options and negotiate cost-effective purchasing or leasing contracts (Morrison, Ross, & Corcoran, 2015).

ALJP- Alabama K-12 Joint Purchasing – Information Technologies

County/Local Competitive Bid and Public Works Law Manual 2023

Final Thoughts

Whether a district decides to purchase, lease, or use a combination of both, the key is to plan strategically based on long-term educational goals, financial sustainability, and IT infrastructure support. Schools need technology that enhances learning without creating budget burdens or logistical headaches.

By carefully weighing costs, flexibility, and sustainability, districts can ensure that students and teachers have the tools they need to succeed, both now and in the future.

References

Frazier, M., & Hearrington, D. (2024). The technology coordinator’s handbook (4th ed.). International Society for Technology in Education.

Morrison, J., Ross, S., & Corcoran, R. (2015). Do teachers and students get the Ed-Tech products they need? The challenges of Ed-Tech procurement in a rapidly growing market. World Journal on Educational Technology, 7(1). https://doi.org/10.18844/wjet.v7i1.25