For many businesses, the fourth quarter is the best time to lease or upgrade a copier: you can use what’s left of this year’s budget, you may be able to take a tax deduction if the copier is in service by December 31, and you start January with new equipment. The other timing that matters is your current lease. The best moment to shop is usually three to six months before it ends, so you don’t miss a renewal deadline. This guide explains why Q4 works, what to expect on pricing, and a November to December timeline.
Why Q4 is a good time to lease a copier
1. Year-end budget
Many organizations have equipment budget that has to be used by the end of the fiscal year. Nonprofits, schools, churches and departments inside larger companies often work this way. Signing a lease in Q4 can put that budget to work instead of losing it.
2. Tax timing
If you buy a copier or finance it with a $1-out lease, it may qualify for the Section 179 deduction, but only if it is installed and in use by December 31 for calendar-year businesses. FMV lease payments are generally deducted as a business expense as you pay them. Our guide to Section 179 for copiers explains the rules. Always confirm with your CPA.
3. A clean start in January
January is busy. New hires start, budgets reset, and many offices head into tax season or annual reporting. Getting the new copier installed, connected and learned in December means fewer interruptions when work picks up.
4. Leases ending at year end
Many leases end in December or early in the new year, and most require written notice 30 to 90 days before the end date. If you miss that window, the lease may renew automatically. Q4 is when many offices need to decide. See copier lease end options for what you can do at the end of a term.
5. Current models
Manufacturers update their lineups regularly. Leasing late in the year lets you choose from current models and start a new term on equipment that should stay supported for the length of the lease.
Are copiers cheaper at the end of the year?
Sometimes, but don’t count on it. Some manufacturers and leasing companies run quarter-end or year-end programs, but they vary by brand and by year, and no dealer can promise one will be available. The savings that are more reliable come from choosing the right machine and comparing quotes carefully:
- Right-size the copier to your actual monthly volume instead of paying for speed you don’t use.
- Compare total monthly cost: the lease payment plus cost per page, not just the payment.
- Set black and white as the default and print color only when needed.
- Check annual increases and automatic renewal terms before you sign.
| Copier type | Typical lease per month |
|---|---|
| Small-office multifunction printer | $50 to $150 |
| Mid-volume 11×17 copier | $150 to $400 |
| High-volume copier | $300 to $800+ |
Service is usually billed per page on top of the lease, typically about 1 cent per black-and-white page and about 5 to 10 cents per color page. For a full breakdown, see printer leasing costs.
A November to December timeline
If you want a new copier in place before the end of the year, work backward from the holidays. Delivery schedules fill up in December, and many offices close for part of the last two weeks.
| When | What to do |
|---|---|
| Early November | Find your current lease. Note the end date, the notice deadline, the lease type and any buyout terms. |
| Mid-November | Get a print assessment and written quotes. Gather your monthly volume, color use and paper sizes. |
| Late November | Compare quotes on total cost. Ask your CPA whether a purchase, $1-out lease or FMV lease fits best this year. |
| Early December | Sign the lease and send any required notice on your old lease. Schedule delivery and installation. |
| Mid-December | Install, connect to the network, set up scan to email and train staff. Wipe the old copier’s data before it goes back. |
| Before December 31 | Confirm the copier is working and keep the installation paperwork showing the in-service date. |
When Q4 is not the right time
- You have a long time left on your lease. Upgrading mid-lease is possible, but you’ll need to deal with the remaining balance. Read how a copier lease buyout works before you decide.
- You don’t know your volume yet. A new office or a team that just grew may be better off with a short-term rental until volume settles.
- December is your busiest month. If your office can’t spare time for installation and training, plan for a January install and skip the year-end rush.
What to check before you sign
- Lease type and term: FMV or $1-out, and how many months.
- Cost per page: black-and-white and color rates, included pages and overage rates.
- Annual increases: how much rates can rise each year.
- Renewal terms: how much notice you must give and what happens if you don’t.
- Service: what’s included and the guaranteed response time, in writing.
Frequently asked questions
When is the best time to lease a copier?
Three to six months before your current lease ends is the best time for most offices. For businesses that want to use year-end budget or a tax deduction, Q4 is a strong choice.
Are there year-end copier deals?
Some manufacturers and leasing companies offer year-end programs, but they vary and aren’t guaranteed. Focus on right-sizing the copier and comparing total monthly cost.
How long does it take to get a new copier installed?
It depends on stock, configuration and the installation schedule. In December, plan ahead and sign early in the month so the copier can be installed before the holidays.
Can I upgrade my copier before my lease ends?
Often, yes. A new dealer can usually pay off the remaining balance on your current lease and include it in a new lease.
Plan your year-end copier upgrade
Titan Office Solutions leases copiers across North Carolina, South Carolina and Virginia, with toner, parts and service included and a guaranteed 4-hour onsite response. We offer a free print assessment and a written quote within 24 hours, and we can help with lease buyouts from your current dealer. Explore copier leasing or request a free quote.