office copy machine
by Mike Jae

Choosing a Copier for Lease

In today’s fast-paced business world, the need for efficient and reliable office equipment has never been more paramount. Among these, the copier stands out as an essential tool for businesses of all sizes. With the increasing demand for copiers, there’s been a significant rise in the popularity of copier leases. Why? Leasing offers a flexible payment option, making it easier for businesses to access top-tier equipment without the hefty upfront costs.

Leasing isn’t just limited to copiers. Think about cars. Many people opt to lease cars instead of purchasing them outright. The same principle applies to copier for lease. By understanding the intricacies of a copier lease, businesses can make informed decisions that align with their operational needs and budgetary constraints.

The Ultimate Guide to Xerox Machines offers an in-depth look into the world of Xerox machines, further emphasizing the importance of making informed decisions when it comes to leasing or purchasing.

Choosing a Copier for Lease


What is a Copier Lease Agreement?

A copier lease agreement is a contract between a business and a leasing company. This agreement allows the business to use the copier for lease for a specified period in exchange for monthly payments. It’s quite similar to a car lease. Instead of committing a large sum of money to buy a car (or in this case, a copier or printer), you can lease it, breaking down the cost into manageable monthly payments.

This approach offers several benefits:

  • Financial Flexibility: No need for a significant initial investment.
  • Up-to-date Equipment: Easily upgrade to newer models at the end of the lease term.
  • Maintenance and Support: Most lease agreements include maintenance services, ensuring the copier remains in optimal condition.

For businesses, this means they can always have access to the latest technology without the financial strain of purchasing new equipment every few years. Your monthly print volume can also influence the decision to lease or buy, as some businesses might find leasing more cost-effective based on their printing needs.


Different Types of Copier Lease Agreements

There are various types of copier for lease agreements to consider, each with its unique features and benefits:

  • Fair Market Value Agreement
    • Definition: This type of lease allows businesses to pay a monthly fee for the copier. At the end of the lease term, they have the option to purchase the copier at its fair market value.
    • Benefits:
      • Flexibility to buy or return the copy machine at the end of the lease.
      • Typically offers lower monthly payments compared to other lease types.
      • Ideal for businesses that want to keep their equipment updated with the latest models.
  • Fixed Purchase Option Agreement
    • Definition: Businesses pay a monthly fee and have the option to buy the copier at a predetermined price at the end of the lease.
    • Benefits:
      • Clarity on the purchase price from the beginning.
      • Offers a clear path to ownership if the business decides to buy.
      • Suitable for businesses that intend to keep the copier long-term.
  • Installment Purchase Agreement
    • Definition: This is for businesses that want to purchase the copier but prefer to spread out the payments over time.
    • Benefits:
      • No commitment to a long-term lease agreement.
      • Ownership of the multifunction copier once all installments are paid.
      • Best for companies that want ownership without the immediate financial burden.

In all these agreements, it’s essential to consider additional costs like toner, maintenance, and other services. Whether you choose to lease a copier, go for a rental, or decide on the buy or copier for lease option, understanding these agreements ensures you get the best value for your investment.


Top Considerations Before Leasing a Copier

When it comes to printers and copier for lease, the decision to lease can be influenced by various factors. Here are the top considerations:

  • Your Budget
    • Monthly Costs: It’s crucial to understand the monthly payment you’ll be committing to. This ensures that the lease aligns with your financial capabilities.
    • Factors Affecting Monthly Cost:
      • Print Volume: Depending on how many pages per minute you need, the cost can vary.
      • Maintenance Contract: Some leasing companies include maintenance in the monthly fee, while others charge separately.
      • Additional Services: Features like managed print services or document management can add to the monthly cost.
  • Your Term Length
    • Typical Term Lengths: Most copier lease terms range from 12 to 64 months. The length of the lease can influence the monthly payment.
    • Matching with Company Needs: It’s essential to align the lease term with your business’s projected needs. For instance, a startup might prefer shorter terms due to uncertainty, while established businesses might opt for longer terms.
  • Details of Your Lease
    • Cancellation Policies: Understand the implications of ending the copier for lease early. There might be early termination fees involved.
    • Taxes and Fees: Some leases might have hidden costs. Always ask for a breakdown of all charges.
    • End-of-Lease Options: At the end of the lease, you might have the option to buy the copier, return it, or upgrade to a new copier.


Leasing vs. Purchasing a Copier

The debate between leasing vs. purchasing a copier is ongoing. Here’s a breakdown:

Leasing vs. Purchasing a Copier agreement


  • Benefits: Flexibility to upgrade, predictable monthly expenses, and often includes maintenance and support.
  • Long-term Cost Implications: Over time, you might end up paying more than the copier’s actual cost, especially if you don’t buy it at the end of the copier for lease.


  • Benefits: Ownership from day one, no monthly payments after purchase, and potential tax benefits.
  • Long-term Cost Implications: Upfront cost is higher, but there’s no long-term financial commitment. However, maintenance and repairs are on you.


What People Also ask

What’s the difference between printers and copiers and multifunction printers?

Printers and copiers serve distinct roles in the office environment. While both can print documents, copiers are specifically tailored for duplicating existing documents. On the other hand, multifunction printers (MFPs) are versatile devices that amalgamate several functions into one machine. Beyond printing and copying, they often include scanning capabilities, and in some models, faxing features.

This consolidation of functions makes MFPs a space-saving and cost-effective solution for many businesses, especially those with limited office space or budget constraints. Their all-in-one nature ensures that employees have a one-stop solution for most of their document-related tasks.

How does print volume affect my lease cost?

Print volume, typically measured in pages per minute (PPM), is a crucial metric that indicates a copier’s efficiency. Machines with a higher PPM can produce documents more rapidly, catering to businesses with substantial printing needs.

Consequently, copiers with higher print volumes often come with advanced features and capabilities, leading to increased lease costs. When considering a lease, it’s essential to evaluate your business’s print volume requirements to ensure you’re not overpaying for features you don’t need or underestimating your demands.

Can I upgrade my copier during the lease term?

The ability to upgrade your copier during the lease term largely depends on the agreement you have with the leasing company. Some companies offer flexible terms, allowing businesses to upgrade their machines to accommodate growing or changing needs.

However, others might have stringent policies, potentially charging fees for early upgrades or alterations to the initial agreement. It’s always advisable to discuss upgrade options with your copier dealer or leasing company upfront. Understanding these terms can prevent unexpected costs and ensure your equipment remains aligned with your business’s evolving requirements.

Is it better to buy printers outright or lease them?

The decision between buying printers outright and leasing hinges on several factors. Purchasing a printer means you own the equipment from day one, eliminating monthly lease payments and providing potential tax benefits.

However, the initial outlay can be substantial. In contrast, leasing offers the advantage of spreading costs over time, often with the added benefit of maintenance and support included. Leasing also provides flexibility, allowing businesses to upgrade to newer models without a significant financial burden. However, over an extended period, leasing might result in higher overall costs. Businesses should assess their financial health, printing needs, and preference for up-to-date technology when making this decision.

Contact Us for a Free Quote


Navigating the world of office equipment, particularly printers and copiers, is no small feat. The choice between leasing or purchasing, be it a printer or copier, is a pivotal one for businesses of all sizes. As we’ve mentioned, delving deep into the nuances of copier lease agreements is not just beneficial—it’s essential. From small and medium-sized businesses to expansive corporations, the right copier or multifunction printer can significantly boost productivity and refine operational processes.

When weighing the options, it’s not merely about securing an office machine. It’s about partnering with the best copier that seamlessly aligns with your business’s unique needs and demands. Factors like the lease term, monthly payment, and service agreement play a crucial role in this decision. Brands like Canon ImageRunner, Ricoh, and Xerox Versalink offer a range of models, each with its distinct features and capabilities.

Moreover, understanding the length of the lease, potential costs at the end of the lease, and the specifics of your current lease can make a world of difference in ensuring you get the best deal. Many companies, recognizing the benefits, opt to lease their printers and copiers. This approach often provides access to the latest models, like the Canon ImageRunner Advance or the Xerox AltaLink, without the substantial initial investment of purchasing.

In conclusion, whether you’re considering leasing a printer, buying a new copier, or exploring managed print services, the journey is about more than just equipment. It’s about crafting a comprehensive solution that elevates your work environment, meets your business needs, and offers a hassle-free experience. Remember, in the vast landscape of office equipment, having the right equipment is the key to unlocking unparalleled efficiency and success.

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