Tax Treatment: Lease payments can be claimed as an operating expense. Purchased assets may also be depreciated.
Get training on the new equipment
1-3 months
When buying copiers or MFPs, consider the following factors:
Rental fees include service and supplies
Compare warranty details between makes and models
Renting a MFP or a copier for ten months is a good idea because:
Request quotes from at least two authorized dealers
Equipment delivery, installation, and training included
Upgrade options available during the term?
Typical copier/MFP rental terms:
Short-term rentals are a good option for sporadic equipment needs. They allow you to access the equipment without making a large investment. Rental costs can be deducted as part of your business's operating expenses.
Service guarantees for response time and uptime
Maintenance Tips for Leased/Purchased Copiers
Supply/consumables costs
Lease fees often include maintenance and supplies
Print and copy speed - Measured in pages per minute (PPM)
The following are typical steps for leasing a copier or multifunction device:
Evaluate printing/copying needs and requirements
The maximum monthly print/copy volume is allowed; any overages will cost you more.
Upgrade options - Available during term? Under what conditions?
Lease payments are made monthly
Service and supplies included - Confirm what is covered under lease payments
Power consumption - ENERGY STAR ratings to help reduce costs
Find the best models and sellers in your price range
Maintaining your leased/purchased copiers
Following a leasing process ensures you get the right equipment with the most favorable terms and pricing.
When problems occur, call for service immediately
Considerations to consider when buying a copier
Copiers and MFPs today can provide reliable service in busy office environments for up to 3-5 years.
Update firmware and drivers
Lease terms are typically 36-60 months
Read customer reviews and ratings online
Upgrade or extend rental period as needed
With a copier or MFP lease, it's important to examine:
Benefits of copier/MFP leasing include:
Inspect equipment and test features firsthand before buying
Some of the key differences between copier/printer leasing versus buying include:
Page volume allowances and overage fees
Upgrade or extend the rental period if needed
Lease payments may include service and supplies. Confirm the coverage.
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.