How Does a Copier Lease Work? For many businesses, copiers and multifunction printers (MFPs) are the backbone of everyday operations. Your team relies on them for printing proposals, scanning contracts, or making copies on the fly. But when it comes to getting one for your office, you may wonder: Should I buy it or lease it?
Buying outright often requires a large upfront investment. Leasing, on the other hand, spreads the cost out into manageable monthly payments while bundling in support and service. If you’re not familiar with the process, copier leasing can feel confusing. Let’s break it down step by step so you know exactly how it works, what’s included, and how to decide if it’s right for your business.
What Exactly Is a Copier Lease?
Think of a copier lease like leasing a car. Instead of purchasing the machine outright, you sign a contract with a leasing company or copier dealer. That contract gives you access to the equipment for a set period of time—typically three to five years—in exchange for regular monthly payments.
The leasing company still technically owns the copier, but you get full use of it. Depending on the type of lease you choose, you’ll either return the machine at the end of the term or have the option to buy it for a small price.
This arrangement allows your business to conserve cash, avoid unexpected repair bills, and stay current with the latest technology.
What’s Usually Included in a Copier Lease?
Most copier leases go beyond just “renting” the equipment. Providers know you want peace of mind, so they often package service and supplies into the agreement. Here are some common inclusions:
• Maintenance & Repairs – If the copier breaks down or a part wears out, the provider sends a technician to fix it. Labor, travel time, and replacement parts are usually covered.
• Supplies – Toner, developer, and sometimes staples may be included, so you don’t have to scramble when you run out.
• Remote Monitoring – Many providers track usage and toner levels automatically, sending supplies before you even realize you need them.
• Training – Some companies provide onboarding sessions so your team knows how to scan, copy, or integrate with cloud storage.
• Upgrade Options – At the end of your lease term, you’ll often have the chance to upgrade to the newest model without a large expense.
This “all-in-one” approach makes copier leasing predictable and simple compared to owning, where you’d shoulder all costs yourself.
Types of Copier Leases
Not all leases are the same. Understanding the main types can help you choose the right one for your business needs.
1. Fair Market Value (FMV) Lease
• Lowest monthly payment option.
• At the end, you can buy the copier for its “fair market value” or return it.
• Best for businesses that prefer to upgrade equipment every few years.
2. $1 Buyout Lease
• Higher monthly payments, but at the end, you own the copier for just $1.
• Great for companies who want to keep their copier long-term.
3. Operating Lease
• Functions more like a rental.
• Often off the balance sheet for accounting purposes.
• Flexible for short-term projects or if you know your needs will change soon.
4. Capital Lease
• Treated more like a loan.
• Ownership transfers to you after the lease ends.
• Better if you want equipment ownership for tax or accounting reasons.
Benefits of Leasing a Copier
Leasing has grown popular with small to mid-sized businesses for good reason. Here’s why it works so well:
• Protects Your Cash Flow – Instead of spending thousands upfront, you spread payments over time. That frees up cash for growth, payroll, or marketing.
• Predictable Budgeting – Flat monthly payments (often including service and toner) make it easier to plan expenses.
• Access to the Latest Technology – When your lease ends, you can upgrade to a newer, faster, more efficient copier. No outdated machines collecting dust.
• Built-In Support – You don’t have to worry about costly repairs. A technician shows up when needed, and supplies arrive on schedule.
• Tax Benefits – Lease payments are often fully deductible as an operating expense, lowering your taxable income.
For many businesses, these benefits outweigh the idea of “owning” the copier.
What to Watch Out For
Like any contract, copier leases come with fine print. To avoid surprises, keep these tips in mind:
• Monthly Volume Limits – Most leases include a set number of copies or prints. Go over, and you’ll be charged per page. Know your office’s volume so you don’t under-estimate.
• End-of-Lease Terms – Will you return the copier, buy it, or renew? Get clarity before signing.
• Hidden Fees – Some contracts include delivery, installation, or removal charges. Ask upfront.
• Automatic Renewals – Some leases roll into another term if you don’t cancel in time. Mark your calendar well before the end date.
• Early Termination Penalties – If you need to get out early, you may owe the remaining balance. Make sure you’re comfortable with the commitment length.
Being aware of these details will help you negotiate confidently and avoid headaches later.
How Does a Copier Lease Work for your Business?
The decision comes down to your goals and financial situation. Leasing is often ideal if:
• You want to conserve capital for other priorities.
• You prefer predictable monthly expenses.
• You need to upgrade technology regularly.
• You value the convenience of bundled service and supplies.
Buying may be a better fit if:
• You have the cash to purchase outright.
• You want to avoid long-term contracts.
• Your printing needs are stable and unlikely to change.
A copier lease isn’t just about getting a piece of equipment—it’s about simplifying office operations. By spreading costs, including maintenance, and keeping your team equipped with modern technology, leasing can be a smart, budget-friendly choice for many businesses.
Before you sign, take time to understand the type of lease, the monthly print volume, and the end-of-term options. With the right contract in place, your team will have reliable access to the tools they need, without draining your budget.
Leasing a copier lets you focus on growing your business while leaving the headaches of ownership behind.