Why I Stopped Buying Cheap Gym Equipment (And What It Cost Me First)

I think the 'lowest bid wins' approach to gym equipment purchases is wrong

I've been responsible for outfitting commercial gyms for over seven years now. I've personally managed procurement for three facility openings and two major equipment refreshes. And I've made mistakes—expensive ones—that I'm still paying for in credibility and budget.

Here's the thing: when you're buying for a commercial gym, the price tag you see on a used treadmill or a smith machine is not the cost you'll pay. The real cost is what happens after the equipment arrives.

My first big mistake was in 2020. We needed to outfit a new location on a tight budget. I went with the cheapest option I could find—a lot of used matrix fitness equipment from a liquidator. On paper, I saved about 40% compared to buying new. In reality, that decision cost us nearly double what we would've spent on new machines within 18 months.

Let me explain why.

The hidden costs that ate my budget

First, the maintenance. Those used treadmills? They looked fine on the surface, but the belts were worn, the motors had uneven hours, and the control boards were outdated. Within six months, three units needed major repairs. Each repair cost between $200 and $600, and we lost rental income while they were down. The gym manager was not happy.

Second, the downtime. Downtime is revenue you can't recover. When a member walks in and sees an 'out of order' sign on the only treadmill they like, they remember it. Some of them don't come back. I didn't track member churn specifically, but we had a noticeable dip in renewals that quarter. That's a soft cost I hadn't anticipated.

Third, the installation and compatibility issues. Some of the used equipment didn't fit our floor plan properly. The used elliptical machines were slightly different dimensions than the ones we'd designed around. We had to modify the layout at the last minute—more labor, more frustration, more delays.

To be fair, the liquidator delivered on time and the price was exactly as quoted. The problem wasn't the vendor—it was my assumption that 'cheaper upfront' meant 'cheaper overall.'

How I learned to calculate the real cost

After that disaster, I started tracking what I call the total ownership cost for every piece of equipment. It's not complicated: take the purchase price, add estimated maintenance over 3 years, add installation, add the cost of downtime (estimated at $XX per day per machine), and subtract any residual value if you resell.

When I ran this calculation on the used matrix fitness equipment we bought, the total cost was about 15% higher than if we'd leased new equipment with a service contract. That was a hard pill to swallow.

Now, I'm not saying used equipment is always a bad deal. There are smart ways to buy used—if you know what to check. But going in blind, focused only on the upfront price, is a recipe for regret. I've seen it happen to colleagues too. One friend bought a ritfit smith machine second-hand and discovered the guide rods were bent. Cost him $300 to fix and a month of waiting for parts.

Speaking of which: parts availability is another hidden cost. Some manufacturers (like Matrix Fitness) have great support networks. Others... not so much. If the part you need is no longer manufactured, your expensive used machine becomes a paperweight.

Based on repair data from our facility network (2022-2024), the average commercial treadmill costs about $150-300 per year in routine maintenance. But that number can triple in the first year if you buy used equipment with pre-existing wear.

The counterargument I keep hearing

I get it. Budgets are real. When you're opening a gym and you're already stretching to cover lease, marketing, and staffing, the temptation to save on equipment is strong. I've been there. I know what it feels like to say, 'We can get more machines for the same money if we buy used.'

Here's my honest response: that thinking got me into trouble. Yes, you can get more machines. But if those machines break down frequently, you're not actually adding capacity—you're adding risk. Members don't care how many machines you have in the back room. They care about what's available and working when they come in.

I'm not saying you should always buy new. There are legitimate reasons to buy used matrix fitness equipment: you might need to test a new format, you have a limited run for a pop-up gym, or you find a certified refurbished unit with a warranty. But 'it was the cheapest option' is not a legitimate reason—it's just the one that sounds like a good idea until the first breakdown.

In my view, the smartest approach is to evaluate equipment on total cost over its expected life in your facility. That might lead you to new, it might lead you to certified refurbished, or it might lead you to a different brand entirely. But it won't lead you to the cheapest upfront quote—not if you're thinking long term.

And if your budget absolutely cannot stretch to new? Then lease. Many manufacturers, including Matrix Fitness, offer leasing options that include maintenance. You pay more over time, but you avoid the lump-sum shock of replacing a failed used machine. In my experience, leasing new equipment costs roughly the same as buying used and paying for repairs out of pocket—except you get peace of mind and uptime guarantees.

That's the lesson I wish someone had told me back in 2020. Maybe it would've saved me from that spreadsheet I now keep—titled 'Mistakes to avoid when buying gym equipment.' It has 14 items on it now. I hope you don't need to write your own.