Your new hire is excited to start. But there’s a problem—they don’t have the right laptop. Shipping delays, high costs, and security risks make hardware management a headache. And you’re not alone. 

Remote work is growing fast. 

A report by Owl Labs found that 56% of companies worldwide now allow remote work at least part-time. Even businesses that aren’t fully remote are hiring employees across different locations. That means IT teams must rethink how they equip workers with the right tools. 

Buying hardware for remote teams isn’t always practical. It’s expensive, hard to manage, and a risk if employees leave. That’s where hardware leasing comes in. It offers flexibility and security. 

In this guide, we’ll cover how hardware leasing works, the common challenges, and best practices to keep your team productive while ensuring your company’s data stays secure. 

Let’s dive right in! 

What is Hardware Leasing? 

Hardware leasing is a model where businesses rent devices like laptops, desktops, and accessories instead of purchasing them. This allows companies to provide essential equipment to employees without the high upfront costs.

With the rise of remote work, more companies are adopting hardware leasing to streamline IT operations. It ensures that remote employees get the necessary tools without long procurement processes.

Unlike purchasing, leasing means businesses don’t own the equipment. Instead, they pay a recurring fee for usage. This shifts hardware from a capital expense to an operational expense, offering financial and operational flexibility. 

Top Benefits of Hardware Leasing for Remote Companies 

Technology evolves fast. A laptop bought today may be outdated in just a few years. Many companies replace devices sooner than expected to keep up with performance demands. Leasing helps remote businesses stay agile without large upfront costs. 

Here’s why it makes sense to lease hardware for your remote company: 

• Cost Management & Predictable Expenses: Spread costs over time with fixed monthly payments instead of a large one-time investment. 
• Access to the Latest Technology: Upgrade to newer, high-performance devices without the burden of ownership. 
• Flexible Scaling: Easily add or reduce hardware based on team size, ideal for startups and growing businesses. 
• Simplified Maintenance & Support: Many providers include repairs, replacements, and technical support, reducing IT workload. 
• Tax & Accounting Benefits: Leased hardware is often classified as an operating expense, improving cash flow management. 
• Avoids Technology Obsolescence: Ensure employees always have up-to-date devices, which helps improve productivity and security. 

Essential Hardware Types for Remote Businesses 

The right hardware ensures remote employees stay productive, secure, and efficient. Hardware needs vary based on job roles, but these are the essential categories for any remote workforce:

1. Laptops and Mobile Workstations 

Laptops are the backbone of remote work. They offer portability, flexibility, and enough power for most tasks. High-performance models, such as MacBook Pro, Dell XPS, or Lenovo ThinkPad, are ideal for developers and business professionals who need reliable performance. 

2. Desktop Computers for Specialized Roles

Some employees require more power than a laptop can provide. Graphic designers, video editors, and software engineers may need high-end desktop setups with powerful GPUs and additional storage. Leasing desktops ensures these professionals have the right tools without significant capital investment. 

3. External Display Setups 

A single laptop screen may not be enough for productivity-heavy roles. Dual-monitor setups improve workflow for coders, analysts, and designers. Leasing external displays helps companies provide ergonomic and efficient setups without the cost burden. 

4. Networking Equipment 

A stable and secure internet connection is crucial for remote teams. Remote businesses often lease VPN routers, secure Wi-Fi hotspots, and mesh network systems to ensure employees have encrypted connections and uninterrupted service. This is required especially in locations with unreliable internet. 

5. Peripherals 

Clear communication and comfort are essential. Leasing high-quality webcams, noise-canceling headsets, ergonomic keyboards, and chairs ensures employees work efficiently while maintaining good health and posture. 

6. Mobile Devices and Tablets 

For field workers, sales teams, and executives, leasing smartphones and tablets provides mobility without requiring employees to use personal devices. This enhances security and ensures company apps and data remain separate from personal use. 

Challenges in Hardware Leasing for Remote Teams 

While hardware leasing offers flexibility and cost savings, it does come without challenges for remote teams. Here are the key equipment leasing challenges businesses need to address:

1. Handling Shipping and Logistics for Distribution

Ensuring that remote employees receive their devices on time can be complicated. Companies must coordinate with leasing providers for global shipping, customs clearance, and local delivery delays. Tracking shipments, verifying receipt, and managing lost or damaged hardware in transit require an efficient process to avoid downtime. 

2. Data Security Across Locations 

Leased hardware often moves between employees, which increases the potential security risks. Devices must be encrypted, pre-configured with security policies, and remotely manageable to prevent unauthorized access. For companies operating in multiple countries, ensuring compliance with local data protection laws (such as GDPR or CCPA) adds another layer of complexity. 

3. Managing Device Returns and Replacements

Employees leaving the company or upgrading devices need a smooth return process. Without a structured approach, there could be delays. There can be cases of lost hardware or potential data breaches too if devices aren’t properly wiped. A good leasing agreement should cover reverse logistics, certified data wiping, and replacement policies to prevent these complications. 

4. Technical Support for Geographically Dispersed Teams 

Remote teams rely on IT support for troubleshooting, but traditional in-office IT help desks aren’t available. Companies must ensure that leasing providers offer 24/7 remote support, on-site repair options, or quick device swaps to reduce the downtime. If you lack proper IT support, minor technical issues can disrupt productivity for hours or days. 

5. Balancing Standardization with Individual Member Needs 

A standardized hardware setup simplifies IT management, but different roles require different specs. A software engineer needs a powerful workstation, while a customer support agent may only require a basic laptop. Leasing providers should offer customizable options, ensuring every employee gets the right tools while maintaining procurement efficiency. 

How to Choose the Right Hardware Leasing Provider for Your Remote Company? 

Choosing a hardware leasing provider isn’t just about cost. It’s about reliability, flexibility, and security. 

Your provider should ensure that every remote employee gets the right device on time, with proper security and ongoing support. 

Delays, poor support, or hidden fees can cause unnecessary disruptions. That’s why selecting the right partner is critical. 

Criteria for selecting a hardware leasing partner 

Not all leasing providers are the same. Consider these key factors before making a decision: 

• Can they ship and support hardware in all the locations where your employees work?
• Do they offer a range of laptops, desktops, peripherals, and networking tools?
• Do they provide pre-configured devices with encryption and security features?
• Is 24/7 remote IT support included? How do they handle repairs and replacements?
• Can you scale up or down easily without heavy penalties?
• Do they offer seamless device returns, data wiping, and upgrade options? 

You should consider going forward only when the IT asset leasing provider fits right on all of these parameters. 

Why is ZenAdmin the right leasing provider for remote companies? 

ZenAdmin is built for all the IT needs of remote teams. It checks all the right boxes. 

With global shipping, it ensures employees get devices no matter where they are. Every device is pre-configured with essential security settings, so businesses don’t have to worry about compliance or data risks. 

Their IT helpdesk handles technical issues, meaning your in-house team won’t waste time troubleshooting. From deployment to retirement, ZenAdmin takes care of the entire IT equipment lifecycle. 

When an employee leaves, ZenAdmin handles returns, data wiping, and refurbishing. This prevents data loss and ensures devices are always ready for the next hire. 

Comparison of lease terms, pricing models, and support 

Lease terms, pricing, and support vary by provider. Some require long-term commitments, while others offer short-term leases.  

Monthly pricing structures can be fixed or usage-based. Fixed pricing provides predictability, while usage-based models may be cost-effective for fluctuating teams. Support also differs. 

Some providers only cover repairs, while others, like ZenAdmin, offer full IT helpdesk services to keep remote employees productive. Comparing these factors helps you find the right fit. 

Vendor-specific offerings for remote and distributed teams 

Not all leasing providers understand remote work needs. Some focus on traditional office setups, offering limited shipping and slow support. 

Others don’t provide full IT lifecycle management, leaving businesses to deal with deployment, returns, and security concerns. 

ZenAdmin is different. It’s designed for both in-office and distributed teams, providing fast device deployment, global reach, and proactive IT support. Employees can request help anytime, reducing downtime and keeping workflows uninterrupted. 

Important contract considerations and fine print 

Contracts and fine print matter. Businesses should check early termination fees, upgrade policies, and data security clauses. 

Some providers charge high fees for changes, making it hard to scale. Others may not guarantee proper data wiping when devices are returned. 

ZenAdmin, on the other hand, offers transparent terms with flexible leasing options. Their return process includes certified data wiping, protecting company information and ensuring compliance with privacy regulations. 

Best Practices to Implementing Hardware Leasing for Remote Businesses 

The following hardware leasing best practices have helped our remote clients achieve faster onboarding cycles, reduction in IT support tickets and employee satisfaction with equipment:

Develop a Clear Equipment Policy 

A structured equipment policy is essential for managing company-issued devices. It should specify the types of hardware provided, maintenance expectations, and security requirements. The policy must also cover onboarding, offboarding, and device return procedures to ensure accountability and data protection.

Simplify the Procurement Process 

A centralized, automated procurement system improves efficiency and reduces delays. Cloud-based procurement tools allow real-time order tracking, vendor coordination, and inventory updates. These systems also help businesses secure better pricing and streamline the acquisition process. 

Strengthen Security Measures

Protecting company devices in remote environments is a priority. Businesses should implement Mobile Device Management (MDM) solutions to monitor and secure hardware. Additional security layers, such as VPNs, firewalls, and encryption, help safeguard sensitive company data against cyber threats. 

Optimize Logistics and Delivery

Reliable logistics partners simplify the shipping, maintenance, and retrieval of leased equipment across different locations. Working with vendors experienced in remote work logistics ensures smooth deliveries, quick replacements, and solutions for customs clearance or temporary storage needs. 

Ensure a Smooth Onboarding and Offboarding Process 

Providing pre-configured devices before an employee’s start date reduces downtime. A structured offboarding process should include timely device retrieval, secure data wiping, and proper reassignment or disposal to prevent security risks. 

Track and Optimize Equipment Usage

Regularly monitoring device performance helps identify maintenance needs and upgrade cycles. Asset management software allows businesses to track warranties, repair histories, and replacement schedules. Proactive lifecycle management reduces costs and ensures employees always have reliable tools. 

Manage Your Hardware From Leasing to Retiring With ZenAdmin 

Managing hardware for a remote team doesn’t have to be complex. With ZenAdmin, you gain full control over your entire device fleet, from leasing to return. All company assets can be tracked in a single platform, ensuring devices are assigned, secured, and retrieved seamlessly when employees leave. 

ZenAdmin simplifies every stage of the device lifecycle. Lease and deploy devices globally with a few clicks, pre-configure them remotely, and manage security updates effortlessly. When employees exit, ZenAdmin ensures safe retrieval, remote data wiping, and secure storage, eliminating logistical headaches. 

A comprehensive dashboard provides real-time tracking of device status, allocation history, and health metrics. Plus, ZenAdmin’s global device retrieval service and IT helpdesk support keep businesses running smoothly. Whether you need to reassign devices, enforce security policies, or manage inventory, ZenAdmin handles it all. 

Schedule a demo today and experience hassle-free hardware leasing and lifecycle management.