Copiers are vital tools for any modern business. They create backup versions of important documents and make it easy to distribute written communications to numerous employees at one time. But copiers can be expensive to purchase, maintain, and service. That’s why one of the smartest decisions a company can make is to supply their office with a copier for lease too.

In the U.S., copier leasing (along with computer leasing) is part of a $4.2 billion industry. While printing needs can be outsourced to print houses, data centers, and design services, many companies see leasing as a way to closely control printing costs while also reducing the time between printing requests and delivery.

Why a Copier for Lease Should Be Your Next Move

Not every business needs a copier, but for those that do, leasing is a great option. A copier for lease arrangement is like a rental contract – you sign a lease for an agreed-upon time (generally several years at a time) and a copier is delivered to your business. The leasing company generally takes care of maintenance and service. In addition, there may be added benefits, such as the option to receive updated equipment when available. Other possible benefits include:

  • No big upfront costs – Leasing a copier allows you to avoid a large upfront cost and instead pay a monthly subscription. This is straightforward and avoids catastrophe or financial headaches.
  • Keep your cash flexible – By adopting this approach, you can keep your business agile – prepared to seize opportunities or manage unexpected expenses without stress. If you already have other major costs in mind, leasing is an effective way to prioritize and manage those initial expenses.
  • Potential tax breaks – Typically, lease payments can be deducted as business expenses. During tax season, a copier lease may be an additional boost to your bottom line.
  • Upgrade – Opportunities to upgrade to newer models may be available as part of the agreement.
  • Free maintenance – Most leases include maintenance, meaning assistance is just a call away. While not all issues can be prevented, understanding maintenance is essential for extending the lifespan of your equipment.

Extra Features You Can Pay For

In addition to contractual agreements, you might be able to negotiate other beneficial additions to your copier for lease agreement. These might include:

  • Supplies included – Many lease agreements supply toner and paper as part of the package, rather than as a separate charge, so you’ll always have the necessary equipment on hand.
  • Zero downtime guarantee – This means if the copier breaks down, you will be provided with a temporary replacement or expedited repair. Be sure to inquire about this benefit with potential copier lease agents.
  • Green technology – While it might not be a direct financial benefit, leasing can be a more environmentally friendly method of obtaining a copier. Many companies refurbish and reuse older models, which cuts down on the energy and material needed to produce a brand-new copier.

Thus, organizations that have a copier for lease can address several issues when challenges arise. For businesses just starting out, investing in a copier for lease can mean a lower upfront cost that can directly benefit their growth and operational efficiency.

Types of Copiers You Can Lease

There are several types of copiers for lease, and the one you choose will depend on your company’s size and its printing needs. Standalone copiers generally perform a single task: making copies of documents as needed. Within the category of standalone copiers, there are various models available, each tailored to meet specific requirements.

  • Monochrome copiers, sometimes called mono copiers, produce copies in black and white only
  • Color copiers
  • Desktop copiers which are often compact and ideal for small offices
  • Network copiers that connect to other devices
  • Wireless copiers

Multifunctional printers typically integrate several functions, including copying, scanning, printing, and faxing, all into a single device. They help save energy, money, and office space, although they often come with a higher upfront cost. These machines are complex and have unique features worth noting. Here are a few examples of their capabilities:

  • Security protocols for print releasing – When investing in a multifunction device, you may occasionally need to print sensitive documents. To address this, some copy and print machines feature a secure release system. In this system, print jobs are held in a queue until the authorized user enters a code at the printer. This added security is particularly beneficial for businesses that manage sensitive client information, such as healthcare organizations or financial institutions
  • Auto duplex functionality – Many printers and copiers now offer auto duplexing – the ability to print on both sides of the paper without physically flipping the paper in the machine. If you copy multiple documents daily, this is an incredible time saver. Plus, it cuts the amount of printer paper you must purchase in half.
  • Partial copying – Say you have an invoice for dozens of services you have performed. But you only need to copy the total amount billed and the client’s personal information. Copying the whole document can be a waste of toner and energy. Some business copiers include partial copying functionality. You can use software from the copier manufacturer to select the relevant part of the document and copy that portion only.
  • Enhanced scanning capabilities – If you choose a copier with scanning capabilities, you will have the ability to scan and save documents as PDFs. Some copiers use character recognition technology to transform images into words. This aids in document retrieval, as employees can search document storage systems for key phrases rather than just document names.

A Great Leasing Partner

When searching for a copier supplier, there are a few key features and offers to keep in mind. Inquire about:

  • Full-service contracts on all products and reconditioned machines
  • Copier service technicians who are trained, have obtained the necessary certification, and have several years of experience
  • Service technicians who arrive with all the necessary equipment, avoiding the need for them to return to the office for the proper tools, etc., and increasing downtime
  • A guaranteed emergency response time, which includes supply deliveries
  • Full network connection and IT support for digital systems

Copiers Etcetera provides prompt service to meet your copier for lease needs. Our reputation is built on total consumer satisfaction, letting you focus on your work while we handle the copier maintenance. We serve the Mill Creek area. Reach out to us for all your copier needs.