Many companies have found leasing to be a very popular option. Leases are based on a fixed monthly payment that covers the use of equipment for a specified period, such as 3 to 5 years. You can either return the equipment at the end of your lease or buy it.
Purchasing copiers, printers, and MFPs outright is another avenue to acquire the equipment your business needs. Buying provides long-term ownership and control over the assets.
Purchases or Down Payments - Costs upfront
With proper care and maintenance, today's copiers and MFPs can deliver reliable service for 3-5 years or more in busy office environments.
Receive training on operating the new equipment
Typical steps to lease a new copier or multifunction printer include:
Reduce costs for short-term needs
Benefits of buying copiers and printers include:
Use recommended maintenance and duty cycle schedules
Maintenance/service charges over the term
Lease vs. Buy Copier Cost Analysis
Compare the cost of leasing vs. buying a copier
Response time and uptime service guarantees
Compare warranties between models and makes
The ideal lease fits your current and projected usage levels while providing the services and capabilities needed by your business.
Schedule delivery and installation
Current and future business printing needs
Keep firmware and drivers updated
For businesses with established ongoing printing demands, buying equipment may offer advantages in terms of long-term costs and control. However, it requires having the capital available upfront.
Assess your printing and copying requirements
When purchasing copiers, printers, and MFPs, it helps to:
Ability to upgrade models during the term
If applicable, buyout options are available at the end of the lease term.
If you analyze these differences in relation to the specific circumstances of your situation, it will be easier for you to determine whether leasing or purchasing makes more sense financially and operationally.
Ongoing maintenance and supply expenses
Upfront purchase costs - From $200 to $20,000+
Printing needs for the future and current business
Compare lease terms, SLA, and costs
Customization and maintenance are fully controlled
Lease term length - usually 3-5 years, but can be shorter.
Acquiring Copiers & Multifunction Printers: Leasing, Rentals, or Buying
Tax Treatment - Lease payments are a deductible operating expense; purchased assets can be depreciated
SLA uptime guarantee - Ensure an adequate response time
Steps to Lease a Copier or Printer
It is important to consider the following when purchasing copiers, MFPs and printers:
Research leasing companies and vendors
Select provider and negotiate final agreement
Search for leasing companies and vendors
For sporadic needs, short-term rentals provide access to equipment without a major investment.
Get quotes from 2-3 authorized dealers at minimum
The Differences between Leasing and Buying
ENERGY STAR ratings can help you reduce your costs.
Compare lease offers from different providers, negotiate terms, and consider refurbished or lower-volume models for affordability.
Opt for a fair market value lease, consider energy-efficient models, negotiate service agreements, and assess your true copier needs to save costs.
Leasing provides budget flexibility, access to advanced technology, tax advantages, and eliminates the hassle of equipment disposal.