5 Unbelievable Benefits of Leasing Copy Machine – Number 3 Will Shock You!

1800 Office SOlutions Team member - Elie Vigile
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Introduction to Leasing Copy Machine

The concept of leasing copy machine has become increasingly popular in the modern business world. It’s a subject that has sparked a significant debate between buying vs. leasing. The decision to either purchase or lease a copier or printer is one that many businesses face. While buying a copier gives you ownership, leasing offers a range of benefits that can be more aligned with a company’s business needs. Leasing a multifunction copier, for instance, can provide flexibility, cost efficiency, and convenience that buying might not offer.

With the introduction of brands like Xerox, the options for leasing have expanded, providing businesses with more choices to suit their specific requirements. The decision to lease or buy depends on various factors, including budget constraints, technological needs, and long-term goals. Affordable leasing options are now available, making it an attractive option for many.

 Leasing Copy Machine for small business


1. No Upfront Costs

One of the most appealing benefits of opting to lease a copier is the elimination of upfront costs. Unlike traditional buying, where you pay the full price of the machine upfront, leasing allows you to spread the cost over the lease term. This can be particularly beneficial for small businesses or startups that may not have the capital to invest in a high-end multifunction copier.

  • Comparison with Traditional Buying: When you buy a copier, the entire cost must be paid upfront. This can range from a few hundred to several thousand dollars, depending on the specifications of the machine. In contrast, leasing allows you to pay a fixed monthly fee, making it easier to manage cash flow and budgeting. Over the lease term, this can translate into significant savings, especially when considering the opportunity cost of investing that capital elsewhere in the business.
  • Flexibility in Choosing Models: Leasing also offers the flexibility to choose from various models and brands, such as Xerox, without worrying about the hefty price tag. This means you can select a copier that fits your business needs without the financial burden of purchasing it outright. High-end copier leasing plans are designed to cater to different business sizes and needs.


2. 24/7 Access

Leasing a copier ensures 24/7 access to the machine, providing the convenience of having access to copiers anytime you need them. This is particularly beneficial for businesses that operate around the clock or have fluctuating printing needs.

  • Convenience of Access: With a leased copier, you have the assurance that the machine is always available for your use. Whether it’s late at night or during peak business hours, the copier is there to meet your printing and copying needs.
  • Comparison with Owning: Owning a copier might seem like it offers the same 24/7 access, but it comes with the responsibility of maintenance and repairs. With leasing, these responsibilities often fall on the leasing company, ensuring uninterrupted access to the machine.
  • Space-Saving Benefits: Leasing also provides space-saving benefits. Since the copier is not a permanent asset, you can easily upgrade or downgrade based on your needs, without worrying about storage or disposal of old machines.


3. Flexibility – The Shocking Benefit!

The flexibility offered by leasing a copier is perhaps the most shocking benefit. It’s a feature that goes beyond mere financial considerations and delves into the operational efficiency of a business.

  • Pay for What You Need: Leasing allows you to pay for only what you need. If your business requires a multifunction copier with specific features, you can lease that particular model without paying for unnecessary extras.
  • Regular Upgrades without Buying New Machines: Technology is constantly evolving, and leasing provides the opportunity to upgrade to newer models without the need to buy new machines. This ensures that you always have access to the latest technology, enhancing productivity and efficiency.
  • Scaling Back or Upgrading at Own Pace: Leasing offers the flexibility to scale back or upgrade the copier at your own pace. If your business grows, you can easily switch to a more advanced model. Conversely, if you need to cut costs, you can downgrade without the hassle of selling a purchased machine.


4. No Need to Buy Toner

Another significant advantage of leasing a copier is that there’s no need to buy toner and other supplies. This not only leads to cost-saving but also adds to the convenience factor.

  • Inclusion of Toner and Supplies in the Lease: Many leasing agreements include the provision of toner and other essential supplies. This means you don’t have to worry about running out of toner or managing inventory.
  • Cost-Saving: By including toner in the lease, you save on the recurring costs of purchasing these supplies. Over the lease term, this can add up to substantial savings.
  • Convenience: The leasing company often takes care of the delivery and replenishment of toner, ensuring that your copier is always ready to use. This takes away the hassle of ordering and managing supplies, allowing you to focus on your core business activities.


5. Avoid High Repair Costs

Lastly, leasing a copier helps you avoid high repair costs. Copiers, like any other machines, can break down, and repairs can be expensive.

  • Coverage of Repair Costs in the Lease: Most leasing agreements include maintenance and repair coverage. This means that if something goes wrong with the copier, the leasing company takes care of the repairs at no extra cost.
  • Peace of Mind: Knowing that repair costs are covered provides peace of mind. You don’t have to worry about unexpected expenses or the downtime that might occur if the copier breaks down.
  • Cost Efficiency: Over the lease term, the savings on repair costs can be significant. By avoiding unexpected repair bills, you can better manage your budget and allocate resources to other critical areas of your business.

Leasing a copy machine offers numerous benefits that align with various business needs. From eliminating upfront costs to providing 24/7 access, flexibility, and avoiding high repair costs, leasing presents an attractive option for many businesses. Whether it’s a Xerox or another brand, the options are vast, and the benefits are compelling. The decision to lease or buy will ultimately depend on your specific needs and goals, but leasing certainly offers a viable and often advantageous path.


Drawbacks of Leasing

While leasing a copier offers many benefits, there are also some drawbacks that must be considered. These can vary depending on the lease agreement, the type of copier, the leasing company, and the specific needs of your business.

  • Additional Costs: Leasing a copier may include additional costs that are not immediately apparent. These can include cost per copy, service contract fees, and other hidden charges. While the monthly lease payment might seem attractive, it’s essential to understand the full cost of the lease over the lease period.
  • Locked Lease Periods: When you lease a copier, you are typically locked into a lease period that can range from 12 to 60 months. This means that if you want to end the lease early or if you no longer need the equipment, you might face penalties or be required to continue making payments. The length of the lease can be both a benefit and a drawback, depending on your business’s stability and growth projections.
  • No Immediate Ownership: Unlike purchasing a copier outright, leasing does not provide immediate ownership. At the end of the lease, you may have the option to buy the copier at its fair market value, or you may need to return it. This lack of ownership means that you don’t build equity in the machine, and you must adhere to the lease terms and conditions set by the copier leasing company.
  • Considerations for Small and Medium-Sized Businesses: For small and medium-sized businesses, the decision to buy or lease can be complex. Leasing offers flexibility and lower upfront cost, but it also means a long-term commitment that might not suit a rapidly changing business environment. Choosing the right office equipment, such as a Canon imageRUNNER or other multifunction printer, requires careful consideration of both leasing and buying options.
  • Potential Complexity of Leasing Agreements: Leasing agreements can be complex, with various terms and conditions that must be understood. From the cost of ownership to the average cost of maintenance, understanding the agreement is crucial to get the best deal. Many companies offer different machines and leasing rates, so comparing options is essential.


What People Also Ask

What are the costs of leasing vs. buying a copier?

Leasing a copier involves a monthly payment over the lease period, often with additional costs such as service contracts and per-copy charges. Buying a copier requires an upfront payment for the cost of the equipment. Over time, leasing may be a better option for businesses that want to keep up with the latest printer technology, while buying may be more suitable for those who want to own the machine outright.

How does leasing provide tax benefits?

Leasing a copier may provide tax benefits as the monthly lease payments can often be deducted as a business expense. This can reduce the taxable income for the business, potentially leading to tax savings. It’s essential to consult with a tax professional to understand the specific benefits for your situation, as tax laws and regulations can vary.

What are the responsibilities when leasing a copier?

When leasing a copier, responsibilities include adhering to the lease terms and conditions, maintaining the machine according to the leasing company’s requirements, and understanding the end of your lease options. Some leasing companies require specific maintenance or usage conditions, and failure to comply can result in additional charges or penalties.

How does leasing offer flexibility in commitment?

Leasing offers flexibility in commitment by allowing businesses to choose the right equipment for their current needs without a large upfront investment. Leasing agreements often include options to upgrade or downgrade the equipment, providing flexibility to adapt to changing business needs. However, it’s essential to consider the length of the lease and any early termination fees.


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Leasing a copier presents an attractive option for many businesses, from small and medium-sized companies to large corporations. The benefits of leasing, such as no upfront costs, 24/7 access, flexibility, and avoidance of high repair costs, are compelling. However, the decision to lease an office copier must also consider the potential drawbacks, including additional costs, locked lease periods, and lack of immediate ownership.

The decision to buy or lease copiers and printers should be based on a thorough understanding of the cost to lease a copier, the leasing program, and the specific needs of the business. Whether it’s a decision to lease rather than buy one machine or multiple printers and copiers, the choice must align with the business’s goals, budget, and long-term strategy.

In the ever-evolving world of office technology, leasing keeps options open, allowing businesses to stay current with the latest innovations. However, it also requires careful consideration and understanding of the lease agreement, potential additional costs, and the responsibilities that come with leasing.

Ultimately, the decision to lease or buy printers and copiers is a complex one that requires careful consideration of many factors. From understanding the monthly cost and benefits of leasing to choosing the right multifunction printer or copier, the decision must be tailored to the unique needs and goals of the business. Whether it’s a decision to lease equipment or buy it, the right choice can enhance efficiency, productivity, and overall success in today’s competitive business environment.

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