A copier lease commonly runs 36 to 60 months. Over that time, the fine print decides more of your cost than the monthly payment in the ad. Before you sign, settle four things: whether to lease at all, which buyout you want, what the service agreement covers, and how your quotes compare over the full term.
Should a small business lease or buy a copier?
| Lease | Buy | |
|---|---|---|
| Upfront cost | Little or nothing | Full price |
| Monthly cost | Fixed payment, plus service | Service only |
| At the end | Return, renew, upgrade or buy, depending on the buyout | You own an aging machine |
| Good fit | Steady volume, want newer equipment every few years, prefer a predictable cost | Low volume, plan to keep the machine a long time, cash on hand |
Leasing keeps cash in the business and gives you a clean point to upgrade. Buying costs less over a long life if your volume stays low. Either way, budget for a service plan.
Taxes can tip the decision. FMV lease payments are generally treated as an operating expense, while a $1 buyout lease is usually treated like a purchase, which can make the machine eligible for depreciation or Section 179. Ask your accountant.
Need a machine for only a few weeks or months? Ask about a rental: it costs more per month but ends when you need it to.
FMV or $1 buyout: which lease should you pick?
Fair market value (FMV) lease. Lower monthly payment. At the end you return the machine, renew, upgrade or buy it at its market value. This suits offices that will want a newer, faster machine in three to five years.
$1 buyout lease. Higher monthly payment. You own the machine at the end for $1. This suits offices with steady, modest volume that plan to keep running the machine after the term.
Whichever you choose, ask these questions before you sign:
- What exactly happens on the last day of the lease?
- How much notice do I need to give to return the machine, and to whom?
- Does the lease renew automatically if I miss that notice?
- Who pays to pack and ship the machine back?
Many leases keep billing, or renew, when written notice arrives late. Put the end date and notice deadline in your calendar the day you sign.
Service and toner terms to read line by line
The service agreement is where two similar quotes drift apart. Ask for each of these in writing:
- What is covered. Parts, labor, toner and drums should be named. Paper and staples are usually extra.
- Included pages. How many black-and-white and color pages are included each month, counted separately.
- Overage rates. The price per page above the included amount, for black-and-white and for color.
- Yearly increases. Whether the service rate can rise each year, and by how much.
- Meter readings. Whether the machine reports its page count automatically or you send it in, and how often you are billed.
- Toner delivery. Whether toner ships automatically when it runs low or you have to order it.
- Response terms. How quickly someone responds when the machine is down. Get it in the contract, not the brochure.
Also ask who you will deal with. The leasing company that finances the machine is often not the dealer that services it, so know both names.
Contract terms that cost money later
- Upgrading mid-lease. Many dealers can roll your remaining balance into a new lease. A copier trade-in review is free to ask about, with no obligation.
- Insurance. Some leases require you to insure the equipment, or add a monthly fee if you do not show proof of coverage.
- Taxes. Georgia taxes lease payments, and leasing companies often pass through the yearly business personal property tax. Ask how both appear on the bill.
- Personal guarantee. Small business leases often ask the owner to sign personally. Read that clause before you sign it.
For a full walk-through of lease language, see our copier lease agreement guide.
How to compare copier quotes in Atlanta
Make every dealer answer the same questions:
| Ask for | Why it matters |
|---|---|
| Exact model, speed and whether it is new or refurbished | Machines with similar names can differ a lot |
| Term length and buyout type | A 36-month FMV quote and a 60-month $1 quote are not comparable |
| Monthly lease payment | The number in the ad |
| Included pages and overage rates | Often the biggest difference between quotes |
| Yearly increase clause | Changes the cost in later years |
| Delivery, installation and network setup | One-time costs |
| End-of-lease return terms | Shipping and notice rules |
Then do the math. Here is an example with illustrative round numbers, for an office printing 3,500 black-and-white pages a month:
- Quote A: $145 a month, with service included for 3,000 pages and 1.2 cents for each page over that. Monthly cost: $145 + $6 = $151. Over 60 months: $9,060.
- Quote B: $130 a month, with service billed separately at 1.5 cents for every page. Monthly cost: $130 + $52.50 = $182.50. Over 60 months: $10,950.
The quote with the lower payment costs $1,890 more over five years. Our copier lease savings calculator can help you run your own numbers.
How to pick a copier company in Atlanta
Rankings will not tell you how a dealer handles your machine in year three. Judge any copier company on these:
- Who services the machine, and how service calls are handled
- Service terms written into the contract
- Reviews from businesses like yours
- More than one brand to choose from, so the machine fits your office and not a sales quota
- A clear, written end-of-lease process
- Willingness to quote on the same terms as other dealers
1-800 Office Solutions works with local partner dealers. In Georgia, our partner dealer is Automated Business Machines (ABM). Tell us what you print and how you work. We call back the same day during business hours, and ABM prepares your quote. We are rated 4.9 across about 1,400 reviews. Start with copier leasing in Atlanta, or see what a copier lease costs in Atlanta.
Frequently asked questions
Is it better to lease or buy a copier for a small business?
Leasing is usually better if you want a fixed monthly cost, little upfront spending and a newer machine every few years. Buying can cost less over time if you print lightly and plan to keep the machine for many years.
What is the difference between an FMV lease and a $1 buyout lease?
An FMV (fair market value) lease has a lower monthly payment, and at the end you return, renew, upgrade or buy the machine at its market value. A $1 buyout lease has a higher payment, and you own the machine at the end for $1.
What is the best copier lease for a small business in Atlanta?
The right lease matches your monthly page count, your need for color and your need for 11×17 paper, with service terms in writing. If you print under about 2,000 pages a month and never use 11×17, a desktop A4 machine from $79 a month on a 60-month lease is usually enough. Compare quotes on total cost over the full term, not the monthly payment alone. Request an Atlanta quote.
Can I get out of a copier lease early?
Usually not without paying the remaining balance. When you upgrade, though, many dealers can roll that balance into a new lease. Ask how early upgrades work before you sign.