This guide is for office managers, controllers and CFOs whose copier or multifunction printer lease is financed by LEAF and is getting close to its end date. If your invoices say LEAF, or your agreement names LEAF Capital Funding, LLC, the steps below will help you plan ahead and choose your end-of-term option on time.
We wrote it from LEAF’s public pages and a LEAF copier lease that a school board posted as a public record. Your form may differ, so we point you to the clauses to check.
Who LEAF is
LEAF Commercial Capital, Inc. describes itself as a subsidiary of M&T Bank and part of the M&T Equipment Finance Group, with headquarters in Philadelphia.
LEAF finances equipment and technology for businesses and runs financing programs for equipment dealers, covering everything from copiers to IT solutions. Many companies meet LEAF through their copier dealer: the dealer sells and services the machine, and LEAF holds the lease.
The legal name on your paperwork may be different from the brand. A LEAF-branded copier lease signed in 2024 names “LEAF Capital Funding, LLC” as the lessor. Existing customers manage their accounts through the MyLEAFNow customer portal at myleafnow.com.
How lease end usually works with LEAF
LEAF offers several options at the end of the term. You can buy the equipment, return it, or continue on a month-to-month basis while you decide. Contacting LEAF through its customer portal early is the easiest way to confirm your options.
The details below come from one LEAF lease form (form LEASE02H.1, dated 1-28-2022 on the page) that an Ohio board of education posted with a 2024 copier agreement. LEAF may use other forms for other customers and dealers. Treat these terms as a guide to what to look for, and confirm them against your own signed agreement.
Written notice
Section 5 of that form, titled “Lease Expiration and Renewal,” asks for written notice at least 90 days before the lease (or any renewal term) expires if you plan to return the equipment or use your purchase option. The purchase option on page one also refers to giving 90 days’ notice before expiration.
In your agreement, find the expiration or renewal section and write down three things: how many days of notice it asks for, whether notice must be in writing, and where notice should be sent.
If no option is chosen
Under the same Section 5, if LEAF has not received notice, the agreement continues on a month-to-month basis at the same monthly payment until you choose an option: buying the equipment, or giving notice and returning it. Some other LEAF forms may use a different renewal period, so read your own clause.
Returning the equipment
If you decide to return the equipment, the reviewed form says it goes to the location LEAF designates. Ask LEAF for written return instructions before you book de-installation and freight, and keep a record of the equipment’s condition when it leaves.
Section 8 of the form keeps the risk of loss with the customer until the equipment is returned or purchased. Keep your property insurance in place until LEAF confirms receipt.
Buying the equipment
The reviewed form lists three purchase options on page one: fair market value, 10% of original equipment cost, or $1.00. If none is selected, the option is fair market value. If you buy, LEAF transfers its interest in the equipment to you.
To request a buyout quote, contact LEAF through the MyLEAFNow portal or customer service well before your notice deadline. Ask what the figure includes.
Questions about your invoice
Depending on your agreement, invoices can include items like property tax or insurance. LEAF’s customer portal or customer service can explain each line.
Protect your data before any return
Whatever you decide, plan for the data on the device before it leaves your office. This step applies to any copier return, with any lessor. Many copiers and multifunction printers store data on a hard drive or other internal storage.
- Plan drive wiping or removal with your dealer or IT team before the machine is picked up.
- Ask for confirmation in writing that the work was done.
- Follow the FTC’s guidance on copier data security. It suggests checking your agreement for hard drive terms and having a qualified technician handle the drive instead of removing it yourself.
Your 120-90-60 day checklist
If your agreement uses a 90-day notice window like the form above, start at 120 days so you have time to compare options.
- 120 days out: find your paperwork. Pull the signed lease, the equipment schedule and a recent invoice. Confirm the lessor name, agreement number, start date, term and end date.
- 120 days out: read the key clauses. Find the expiration and renewal section, the purchase option, the return section and the notice address. Note the exact notice deadline on your calendar.
- 110 days out: count the equipment. Match every device and accessory on the schedule to what is in your office, including finishers and paper trays.
- 105 days out: get numbers. Ask LEAF in writing for a purchase quote and, if you plan to return, for return instructions. Ask your dealer what upgrade or replacement options exist.
- Before the notice deadline: send written notice. State your agreement number, the equipment, and whether you will return or buy. Use a method that gives you proof of delivery and keep a copy.
- 60 days out: plan data removal. Ask your dealer or IT team to wipe or remove the device’s hard drive, and ask for written confirmation.
- 45 days out: schedule the return. Get the return location from LEAF in writing, book de-installation and freight, and record meter readings and photos of the equipment’s condition.
- After return: close it out. Keep tracking numbers and confirm with LEAF that the return is complete and your account reflects it.
Upgrading instead of returning
Buying and returning are not the only paths. Some businesses replace the old device with a newer one at lease end. How any amount left on the current agreement is handled in an upgrade depends on your contract, your dealer and LEAF, so get it in writing before you sign anything new.
A partner dealer can review your options, including whether an upgrade, a new lease, or a return is the right fit for your volume and budget. Whatever you choose, keep the notice deadline in your current agreement in view. A new lease does not by itself end the old one.
Frequently asked questions
Is LEAF Capital Funding the same as LEAF Commercial Capital?
Both names appear on LEAF documents. LEAF Commercial Capital, Inc. is the company on LEAF’s website, and a LEAF-branded copier lease names LEAF Capital Funding, LLC as the lessor. Use the exact name and notice address printed in your own agreement when you send notice.
What happens if I do not choose an option by the notice date?
In the LEAF form we reviewed, the agreement continues on a month-to-month basis at the same payment until you choose an option, either buying the equipment or giving notice and returning it. Your form may differ, so check the expiration and renewal section of your agreement.
What buyout options does a LEAF copier lease offer?
The form we reviewed offers fair market value, 10% of original equipment cost, or $1.00, with fair market value applying if none is selected. Your choice is shown on page one of your agreement. Ask LEAF for a written quote when you are ready to compare.
How do I return a copier to LEAF?
Under the reviewed form, the equipment goes to a location LEAF designates. Ask LEAF for written return instructions through the MyLEAFNow portal or customer service before you book freight, and plan your data removal first.
How do I ask about a line on my LEAF invoice?
Depending on your agreement, invoices can include items like property tax or insurance. LEAF’s customer portal or customer service can explain each line.
Let us help you check your lease
Not sure where your agreement stands? Our free Lease End Check at https://1800officesolutions.com/lease-end-check/ helps you sort out your dates, notice window and options before a deadline passes. If you are thinking about replacing the equipment, you can also request a commercial copier lease quote at https://1800officesolutions.com/commercial-copier-lease-quote/ and a partner dealer will review your options with you.
For account questions, contact LEAF directly through its website (https://www.leafnow.com/) or the MyLEAFNow customer portal (https://myleafnow.com/).
1-800 Office Solutions is not affiliated with LEAF Commercial Capital. This guide is general information, not legal advice. Your lease agreement controls.