Keep end-of-life disposal/recycling programs in mind
Keep firmware and drivers updated
SLA uptime guarantee - Ensure an adequate response time
Research top models and vendors in your price range
Service and maintenance coverage
For businesses with established ongoing printing demands, buying equipment may offer advantages in terms of long-term costs and control. However, it requires having the capital available upfront.
Upgrade options - Available during term? Under what conditions?
Service and supplies included - Confirm what is covered under lease payments
Free delivery, installation and training can be negotiated
Copiers and MFPs today can provide reliable service in busy office environments for up to 3-5 years.
By defining clearly the terms, costs and conditions of the lease, a tight contract protects both parties. Negotiate as much as possible to get the best price.
Tips for Buying Copiers and MFPs
Maintenance/service costs over the term
Upfront Costs - Leasing has lower upfront costs; buying requires entire purchase price paid upfront
1-3 months
End-of-lease terms - Buy, trade-in, return? What are the costs?
Taxes, insurance and other costs
Aside from leasing, you can also purchase copiers, MFPs, and printers directly. The assets are owned and controlled for a long time when you buy.
Leasing Copiers and MFPs
Purchasing Copiers and Printers Outright
Acquiring Copiers & Multifunction Printers: Leasing, Rentals, or Buying
Replace consumables such as toner and drums on a regular basis
Follow recommended duty cycles and maintenance schedules
Negotiate free delivery, installation, and training
Receive training on operating the new equipment
Select provider and negotiate final agreement
Tax Treatment - Lease payments are a deductible operating expense; purchased assets can be depreciated
Search for leasing companies and vendors
Upgrade your technology more often
Purchases with lower upfront costs
Upgrade options available during the term? What conditions apply?
Compare lease terms and SLAs, as well as costs
Make initial payments and sign the lease contract
Included or additional costs for supplies
Maintenance and supplies often included in lease fee
When acquiring new photocopiers or multifunction printers, leasing, renting, and buying are all viable options depending on your specific situation. Factors like costs, equipment needs, usage levels, and ownership goals help determine the best choice. Doing thorough research and asking the right questions ensures you select the optimal route to obtain the technology you require.
Key considerations when buying a new copier or multifunction printer:
Typical copier/MFP rental terms:
Clean scanning glass and rollers periodically
Upgrade your model during the term
Compare the cost of leasing vs.
Check for additional discounts on supplies and accessories
End-of-lease options
Ensure the lease aligns with your business needs, choose the right leasing company, and maintain the copier properly to maximize its utility.
One cost-effective option is leasing copiers instead of purchasing them outright. Leasing spreads costs over time, includes maintenance, and allows for easy upgrades.
Opt for a fair market value lease, consider energy-efficient models, negotiate service agreements, and assess your true copier needs to save costs.