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Why Leasing a Copier Might be the Best Decision for Your Company

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Why leasing a copier might be best for your company

Leasing a Copier

Every business, at some point, faces the crucial decision of whether to lease or buy a copier. This seemingly simple choice can have long-term implications on a company’s finances, operations, and overall efficiency. With technological advancements and changing business dynamics, making an informed decision has never been more essential. Both options come with their set of advantages and challenges. The key is to understand which choice aligns best with the company’s needs and future goals.

Leasing a Copier

Leasing a Copier

The Evolution of Office Copiers

From the rudimentary machines of the past to today’s advanced multifunction printers (MFPs), the journey of office copiers has been transformative. Initially, copiers had a singular function – to replicate documents. However, as businesses evolved, so did their requirements. This led to the birth of MFPs that could print, scan, fax, and more, all in one device.

In today’s digital age, where remote work and digital documentation are becoming the norm, the role of copiers in modern businesses is still pivotal. They bridge the gap between the digital and physical realms, ensuring that businesses can operate seamlessly in both spaces. With the rise of brands like Xerox, the market has seen innovations that have made these machines more efficient, user-friendly, and adaptable to the changing business environment. Choosing a Reliable Copier Provider can further enhance the benefits businesses derive from these machines.

Benefits of Buying a Copier

When you decide to purchase a copier, you’re looking at a range of benefits:

  • No Monthly Payment: A significant advantage is the absence of monthly payments. It’s a one-time purchase, ensuring no recurring costs that can strain the company’s finances over time.
  • No Finance Charges: Leasing often comes with additional costs. When you buy, you sidestep any finance charges that a lease company might impose.
  • Tax Benefits: One of the overlooked benefits of buying a copier is the potential tax advantages. In many cases, businesses can write off the entire purchase cost of a copier and printer in the year of purchase, providing substantial tax relief. Understanding Service Level Agreements can give insights into such benefits.
  • Retain Asset Value: When you buy, you own the asset for its entire useful life. This ownership means that even after years, the copier still holds value for the business, either as a functional machine or as a sellable asset.
  • Flexibility: Ownership provides flexibility. Whether it’s a decision to upgrade, trade-in, or sell the copier, businesses aren’t bound by the constraints of a lease agreement.

Drawbacks of Buying a Copier

However, buying isn’t without its challenges:

  • Depreciated Value: Like most assets, copiers depreciate over time. The machine that was once a significant investment might not hold much value after a few years.
  • Obsolescence: In a world where technology is advancing at a breakneck pace, even the most advanced copy machine today might become outdated in a few years. With brands continually launching newer models with enhanced features, the copier you buy today might not meet the business’s requirements tomorrow.

The decision to buy or lease a new copier should be based on a company’s operational needs, financial health, and future goals. Whether it’s the allure of no monthly payments or the flexibility of a lease term, businesses must weigh the pros and cons before making a choice.

Benefits of Leasing a Copier

In the dynamic realm of printers and copiers, the trend of leasing has gained significant traction among various businesses. The reasons for this shift are manifold, and here we delve deeper into the myriad benefits that leasing a copier offers:

Lower Upfront Expense: One of the standout benefits of entering into a copier lease agreement is the drastically reduced upfront cost. When you opt to buy, you’re often faced with the daunting task of paying the entire amount upfront. In contrast, leasing, more often than not, demands minimal or even zero down payment. This becomes a game-changer, especially for startups or small businesses operating on a tight budget.

Predictable Costs: Financial predictability is a boon for any business. With a monthly lease, businesses can streamline their budgeting process. The consistent monthly lease payments eliminate unforeseen expenses, paving the way for a more stable financial planning. This becomes particularly crucial for business owners who prioritize consistent operational costs over sporadic large expenditures.

Ease of Upgrade: The technological landscape is in a constant state of flux. What’s considered a cutting-edge multifunction printer today might be rendered obsolete in just a few years. This is where leasing shines. It offers businesses the agility to upgrade to the latest models as they approach the end of the lease term. This ensures that businesses are always equipped with the latest technology, keeping them ahead in the game.

Managed Print Services: Often overshadowed by the more apparent benefits, the inclusion of managed print services in many lease agreements is a hidden gem. These comprehensive services encompass maintenance, timely repairs, and in some cases, even the necessary supplies. This ensures that the office copier is always functioning at its peak. The result? Reduced downtimes and consistently high print quality.

Flexibility and Adaptability: Leasing provides businesses with the flexibility to adapt to their changing business needs. Whether it’s a short-term operating lease or a longer lease like a capital lease, companies have the liberty to choose what best aligns with their operational requirements. This flexibility extends to the type of lease, the length of the lease, and even options at the end of lease – be it upgrading to the next copier, opting for a new lease, or even purchasing the copier outright.

Financial and Operational Efficiency: Leasing can be a more efficient choice, both financially and operationally. The reduced upfront cost and predictable monthly expenses can improve cash flow. Moreover, businesses can often classify lease payments as a pre-tax business expense, potentially leading to tax benefits.

Additionally, leasing ensures that businesses always have access to the latest technology, enhancing operational efficiency.

In essence, the decision to lease or buy a copier hinges on a business’s unique requirements and financial standing. However, with the myriad benefits that leasing offers, it’s evident why many modern businesses are gravitating towards this option. Whether it’s the allure of reduced upfront costs, the promise of cutting-edge technology, or the operational efficiencies, leasing a copier emerges as a compelling choice for businesses in today’s fast-paced world.

Drawbacks of Leasing a Copier

However, like all decisions, leasing comes with its set of challenges:

  • Potential Higher Long-Term Costs: Over the term of the lease, the cumulative payments might exceed the copier’s actual cost, especially when you factor in finance charges and other associated fees.
  • Less Flexibility: While leasing offers the advantage of easy upgrades, it can also bind businesses. Penalties for breaking the lease early or for early termination can be steep, limiting the company’s options if their needs change before the end of the lease term.

Leasing is Great Option

Leasing emerges as the optimal choice for businesses in today’s rapidly evolving technological landscape. It offers unparalleled flexibility, allowing companies to stay updated with the latest advancements without the hefty upfront costs associated with outright purchases. This financial advantage is further accentuated by predictable monthly expenses, enabling businesses to budget effectively and allocate resources to other pressing needs.

Moreover, leasing agreements often come bundled with comprehensive managed print services, ensuring that equipment is always maintained at peak performance, reducing downtimes and ensuring consistent output quality. The ease of upgrading at the end of a lease term ensures that businesses are never left behind in the technological race. In essence, leasing provides a harmonious blend of financial prudence, operational efficiency, and technological agility, making it the best option for businesses aiming for sustained growth and competitiveness.

What People Also Ask

How long is the average copier lease term?

The average copier lease term typically ranges between 36 to 60 months. However, the exact duration can vary based on the type of lease, the specific needs of the business, and the terms negotiated with the copier companies.

What happens at the end of a copier lease term?

At the end of the lease term, businesses usually have several options. They can choose to return the machine, upgrade to a new model under a new lease, or sometimes purchase the copier outright depending on the lease terms and conditions.

Can I upgrade my copier during the lease term?

Yes, many leasing arrangements allow businesses to upgrade their copier during the lease period. However, it’s essential to read the lease contracts carefully as upgrading might come with additional costs or extend the length of the lease.

Are there any hidden costs associated with leasing a copier?

While reputable copier companies are transparent about costs, some leases might have hidden fees. These can include penalties for excessive use, charges for not maintaining the machine as per the conditions of the lease, or fees at the end of lease for wear and tear beyond the acceptable limit.


The decision to lease or buy a copier is multifaceted. While leasing offers flexibility, lower upfront costs, and access to the latest technology, it might come with higher long-term costs and potential contractual limitations. On the other hand, buying ensures ownership, potential tax benefits, and no binding monthly payments.

In the end, the right choice boils down to assessing individual business needs. It’s crucial to consider factors like cash flow, technological requirements, and the company’s growth trajectory. Whether it’s the allure of no monthly lease payments or the ownership pride of buying, businesses must weigh the pros and cons before making a choice. The ultimate goal is to ensure that the decision aligns with the company’s operational needs, financial health, and future aspirations.


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