Sample Kits: Prepaid vs. Jar Only Options

What is the Difference?

The total cost of an analyzed oil or fluid sample can be broken down into two main categories. 

• Material costs: Sample Bottle, Exterior Mailer Container, Sample Card, Lid Sticker, etc.
• Lab costs: Lab analysis services, sample disposal, etc. 

Fluid Life offers two sample kit formats which differ in the way they are invoiced for the total cost. 

• Prepaid sample kits: Material and lab costs are combined on a single invoice.
• Jar Only sample kits: Material and lab costs are invoiced separately. These are considered “non-prepaid”.

What Are The Advantages / Disadvantages of Each Sample Kit Format?   

Prepaid Sample Kits

Prepaid sample kits require less administration overall and more options in terms of payment methods.  The Fluid Life sampling kit product code reflected on the single invoice will combine the material and lab costs into a single price per sample.  When a sample bottle is used to take a sample and sent back to a Fluid Life laboratory, Fluid Life already knows what testing to complete based on the prepaid amount and bottle type.  Prepaid sample bottles can be purchased using a Purchase Order or with a Credit Card.

Jar Only “Non-Prepaid”

When ordering Jar Only sample kits, only the cost of the sample kit is invoiced when the materials are shipped out.  Total cost of an analyzed sample depends on the testing package or amount of testing completed. Note that in the majority of cases, the cost of the sampling kit alone is much lower compared to the cost of the lab services.  As such, the inventory risk of a Jar Only sample kit is much lower than that of a prepaid sample kit. 

Oil analysis programs will typically experience between 2% and 5% material loss (improper sampling bottle waste, bottle contamination prior to sampling, bottle used for another application, etc.) on an annual basis.  Inventory loss costs can be reduced using Jar Only sample kits.  Under this format, sample kit invoices are submitted following the shipment of the order while lab services invoices are submitted on a monthly basis for testing completed during that time frame.

Also, Jar Only samples can be used for multiple sample types (oil, coolant, DEF, etc.).   Test Package and Individual Testing defaults can be setup to reduce the amount of lab and customer correspondence when samples arrive at the Fluid Life lab.   

***Please be aware that fuel samples must be shipped to a Fluid Life in a metal container as per government of Canada regulations. In the U.S., metal or reinforced plastic containers can be used.      

Which Format Is Best Suited For Me?

In our experience, Prepaid Sample Kits are best suited for the following types of oil analysis users

• Low Sample Volumes (oil analysis users sending approximately 10-20 samples to the lab per month)
• Limited Sample Types (specific to engine oil only or coolant only, etc.)
• Infrequent or Non-Routine Users (large bottle stock not required or sampling on an as needed basis)
• Minimal Administration Resources (keep administration as low as possible with credit card payments and single Fluid Life invoices)

Jar Only sample kits on the other hand are better suited for the following types of oil analysis users

• High Sample Volumes (over 20 samples per month)
• Multiple Sample Types (generic bottles that can be used for oil, coolant, DEF, etc.)
• Routine Sampling (large stock of kits in warehouse or storage to facility routine sampling programs)
• Improved Cost Tracking (purchasing systems that require separation of material orders against services rendered.  Monthly lab services invoices include breakdown of completed testing on individual samples)

If you have any questions regarding which type of kit is better suited to your organization, contact your Account Manager or Customer Care at 877-962-2400.