EdTech Impact Buyers’ Guide – Part 3: Checking the Small Print

This is the third instalment in our five-part series designed to help schools take a strategic, evidence-informed approach to selecting and implementing education technology.

Once you’ve defined your EdTech strategy (Part 1) and learned how to evaluate evidence behind a product (Part 2), it’s time to turn your attention to something less glamorous – but equally critical: the fine print.

From hidden costs to contract traps, a lack of scrutiny at this stage can lead to poor value, implementation issues, or long-term financial commitments to tools that don’t meet your needs.

This article helps you ask the right questions before signing anything – so you can make procurement decisions that are not only impactful, but also protected.

💸 Understand the Total Cost of Ownership

A subscription or licence price rarely tells the full story. Just like buying a car involves insurance, servicing, and fuel, EdTech purchases often come with hidden costs beyond the upfront price.

The subscription or licence cost is just one element of the total cost of ownership. Before you commit, consider the following:

• Maintenance and update fees
• Staff training costs (venues, catering, travel)
• Setup and configuration time
• Ongoing support
• Device compatibility
• Product Lifespan
• Opportunity cost: what won’t get done while staff are learning to use the tool?

The most expensive solution isn’t always the worst value – and the cheapest isn’t always the best. Think in terms of total cost vs. total benefit.

⚠️ Free Still Has a Cost

Free or freemium tools may seem attractive, but they commonly shift the burden of support, training, and troubleshooting onto your staff.

Without proper onboarding, “free” tools can create steep learning curves, fragmented usage, and wasted time. Be prepared to invest a lot of your own time learning how to use it, and consider how much time this takes from your day. What will you not be doing as a result?

As one school discovered:

”We found a free Maths solution in the hope it would help our department, but staff were spending so much time getting their heads around it, it began eating into time they could have been using for lesson planning. After 2 terms we pulled the plug having never fully used it.”

Also remember: when something is free, your data is often the real currency. Platforms may monetise usage by collecting user behaviour or selling targeted access to third parties. For example, platforms like Facebook use your data to sell targeted advertising to third parties.

🧑‍🏫 Evaluate Training and Support Packages

Technology doesn’t always work seamlessly out of the box. Its successful implementation often hinges on the training and support that comes with it, alignment with current priorities, and relevance to the context of those using it. Be aware of your options.

On EdTech Impact, providers disclose the training and support they offer, which each fall into 5 buckets:

Training

• Live Online
• Group Webinars
• In-Person
• Documentation
• Videos

Support

• Email/Helpdesk
• Telephone
• Live Chat
• FAQs/Forums
• Knowledge Base

Match your school’s capacity and needs with the training and support that will enable confident, consistent use in your setting.

📄 Read the Contract – Carefully

An increasing trend in EdTech is for suppliers to offer 3-year contracts. Whilst this isn’t inherently good or bad, there are a few considerations to be aware of before committing long-term: 

• Have you used the product before? If this is your first time using the solution, make sure it’s the right fit. Exiting a multi-year contract can be costly, as one school discovered:
  
  “In the demonstrations, the product looked great and we were told it was easy to set up. After 6 months it wasn’t fully up and running and we weren’t happy so we decided to find a different solution. When I spoke to the supplier, there was no option to cancel early. We ended up paying for 3 years for something we only used for six months.”
• Consider requesting a break clause. Ask the supplier if you can add a break clause to the contract. If the solution doesn’t meet agreed outcomes, a break clause affords you flexibility to terminate the contract early, avoiding long-term payments for something that doesn’t work for your school.
• Negotiate a bigger discount. Suppliers often offer a 5-10% discount for multi-year contracts, but don’t be afraid to push for more.  If you’re committing long-term, there may be room for further negotiation on price.
• Look at buying through a Third Party. Check if the product is available through a procurement framework rather than directly from the supplier. Frameworks often offer larger savings, especially for bulk purchases.
• Cancellation procedures. Many contracts require you to give 90 days’ notice to cancel, or they will automatically renew for another year. Some suppliers even require 180 days’ notice. – effectively six months. That is 6 months and might easily catch you out, so do read the fine print to avoid any unwanted renewals.

By paying close attention to crucial contractual details, you can avoid costly surprises and ensure the best possible outcome for your school.

👀 What’s Next?

This article is Part 3 of the EdTech Impact Buyers’ Guide 2025 – a five-part series designed to help schools make confident, evidence-informed decisions around EdTech.

In this instalment, we explored how to navigate the small print – from hidden costs and freemium limitations, to training packages, contract lengths, and cancellation terms – so you can avoid costly surprises and make smarter procurement decisions.

Up next, we’ll take a closer look at privacy and accessibility – helping you evaluate whether EdTech tools meet essential standards around data protection, safeguarding, inclusivity, and ethical AI use.

You can catch up or follow along with each instalment below:

➡️ Part 1: Defining Your Strategy – Available here
➡️ Part 2: Evaluating Evidence – Available here
➡️ Part 3: Navigating Contracts and Compliance – YOU ARE HERE
➡️ Part 4: Prioritising Privacy and Accessibility – Coming soon
➡️ Part 5: Engaging Suppliers Strategically – Coming soon