Considering that the average white-collar worker goes through 10,000 sheets of paper annually, copiers are likely still an irreplaceable part of your daily office tasks. A reliable copier improves office workflow, increases productivity, and saves time. However, copiers, especially multifunctional ones, can make quite a dent in your pocket. As a startup owner, you might not have the funds to buy expensive office equipment just yet. And buying the cheapest one might cause more trouble and cost more money in the long run. Still, there’s no reason why your office should miss out on a good, high-performance copier. Copiers for lease are one way to access all advantages of a good copier with minimal expenses. This article will explain everything you need to know about leasing copiers for your office.

Leasing vs. Buying Copiers

When equipping their office with the necessary equipment, most offices decide whether buying, leasing, or even renting is the best choice for their needs. Some business owners believe that buying a copier is the only option and spend large amounts of money at once.

Furthermore, they believe that the initial cost is their only major expense. But that’s where they’re wrong. Having a copier of your own entails regular maintenance that can be just as expensive as the monthly fees that come with copiers for lease. In addition, negligence could lead to costly repairs and part replacements whose coverage also comes from your pocket.

Another reason why owners opt for buying is because they don’t want to deal with contracts and paperwork involved with copiers for lease. There aren’t any terms to comply with or hidden costs that result from uncareful reading of the agreement.

Nevertheless, buying a copier is a smart option for businesses expected to transfer to an industry requiring less paperwork. Unlike with leasing, you can sell the copier and recover some of the expenses that have accumulated over the years.

On the other hand, copiers for lease have their own benefits. And most of them solve the problems that come with buying copiers.

Low Upfront Costs

Offices in the U.S. spend over $120 billion on printing documents — the majority of which are forms and contracts that are updated roughly every three months. Combining this number with the high upfront costs of copiers and other printing machines can be a real setback for offices just starting to operate.

Leasing doesn’t require a deposit. You’ll pay the machine off through monthly installments. These payments are fixed, so you won’t have to worry about additional surprises. Even if the loan rates increase while you’re under the leasing contract, you’ll only have to pay the amount stated in it.

Some leasing companies allow lessees to buy the equipment (usually at a significant discount) after the contract expires. If the machine has served you well and you’ve kept it in good shape, there’s no reason why you wouldn’t want to. Moreover, this enables you to sell the equipment like with regular purchasing.

State-of-the-Art Equipment

If you don’t wish to keep the equipment after the contract expiration, you can return the copier and upgrade to a new one. Technology is constantly advancing, and copiers with various new features regularly enter the market. With leasing, you can access this cutting-edge technology with every new contract and meet your business needs.

Tax Deductible

Although you get the sales taxes back when you purchase office equipment for the company, copiers for lease don’t fall behind regarding this aspect. Monthly installments are tax deductible, and they are much easier to plan around than significant bulk purchases.

Covered Maintenance and Repairs

With purchased office equipment, the responsibility of maintenance and repairs falls on the owner, i.e., you. That doesn’t only require you to remember when the last maintenance appointment was but also increases the budget you need to allocate to regular check-ups.

The leasing agreement usually states that maintenance fees and repair costs are included in the monthly payments. Moreover, you won’t have to spend time searching for your warranty, finding a reliable repair service, etc. That significantly reduces downtime and keeps the office workflow going.

How to Choose Copiers for Lease

Choosing copiers for lease requires significant dedication. You must find a copier with features corresponding to your current business needs and a reliable leasing company.

Copier Requirements

Of course, choosing copier features isn’t as critical as when purchasing a copier. Leasing contracts typically last between two and five years, so you won’t be stuck with the machine forever, even if you realize it isn’t everything you need. However, five years is still a long time during which you and your office could struggle to function.

The most important features when looking for a copier are speed, color options, and size. Your requirement for speed mainly depends on your business’s volume of printing and the number of employees. If multiple people need to use the copier to print dozens of papers throughout the day, look for copiers with a higher PPM (pages per minute). Regarding speed, laser copiers are also better performing than inkjet ones.

Copier color options also depend on your business needs. Businesses that print documents with charts, graphs, etc., require a color copier. Otherwise, a monochrome copier is more than enough.

As for the copier size, the requirements are obvious. You must consider your new copier placement and whether you have enough space for a big multifunctional copier or can only fit a small desktop one.

Copier Leasing Company Requirements

When it comes to leasing, finding a reputable leasing company is much more crucial. A bad leasing company might not only hook you up with a malfunctioning copier, but their contract could also have hidden fees and unclear terms.

Figuring out whether a company has a good reputation often comes naturally during your research. Read up on online reviews and visit the website to check for any certifications and awards. If you’ve heard about the company through recommendations, you’ll also have examples of how they serve their current customers.

In addition to reputation, you must assess whether their offers meet your business needs. Evaluate them before you even start the search process. Then, go through leasing companies’ brand and model options until you find the copier with features that meet your requirements.

During contract creation, read every letter written on the papers. Ensure there are no hidden expenses and uncertainties. Additionally, see whether they offer maintenance and repairs.

Find Copiers for Lease in Mill Creek

Most businesses aren’t even aware of the copier leasing option. Unable to afford a new copier, they try to make do without it, buying cheaper copiers that slow them down. Don’t choose this path. Copiers for lease are there to accommodate small businesses nationwide. In Mill Creek, leasing needs are taken care of by Copiers Etcetera. Give us a call today to lease your first copier.