Key Takeaways
- Copier leasing can help churches and non-profits access office technology without making a large upfront equipment purchase.
- Before leasing, organizations should evaluate print volume, required features, current equipment, and anticipated future needs.
- The monthly lease payment is only one part of the overall cost. Service, supplies, maintenance, and contract terms should also be considered.
- Multifunction devices can combine printing, copying, scanning, and other capabilities into one system.
- Offix offers leasing, maintenance, training, and equipment solutions that can be tailored to an organization’s needs.
Churches and non-profit organizations often need to make careful decisions about where their budgets are spent. Office technology may not be the most visible expense, but reliable printing, copying, and scanning can play an important role in everyday operations.
For organizations that don’t want to make a large upfront equipment purchase, copier leasing for churches and non-profits can provide another way to access the technology they need.
The key is choosing equipment and lease terms that make sense for the organization’s actual usage, budget, and long-term plans.
Start by Assessing Your Organization’s Copier Needs
Before choosing a copier or signing a lease, take a closer look at your current print environment.
Consider questions such as:
- How many people regularly use the equipment?
- What is your average monthly print volume?
- Do you frequently print in color?
- Do you need scanning and copying capabilities?
- What paper sizes do you regularly use?
- Do you produce newsletters, bulletins, fundraising materials, or event programs?
- Are employees or volunteers spending too much time dealing with equipment problems?
- Do you expect your printing needs to change over the next few years?
Understanding these needs can help prevent your organization from leasing more equipment than necessary—or selecting a device that can’t keep up with demand.
Consider a Multifunction Printer
Many churches and non-profits don’t need separate machines for every document task.
A multifunction printer, or MFP, can combine printing, copying, scanning, and other capabilities into one device.
Depending on your organization’s needs, consolidating several functions into one appropriately sized device may help simplify:
- Equipment management
- Supply ordering
- Maintenance
- Employee and volunteer training
- Office space
- Document workflows
However, consolidation isn’t automatically the right answer for every organization. A larger church with multiple offices or a non-profit operating from several locations may need multiple devices.
The goal is to match the equipment to how your organization actually works.
Understand the Financial Side of Copier Leasing
One of the primary advantages of leasing is that it spreads equipment costs across recurring payments rather than requiring the full purchase price upfront.
For organizations operating within annual budgets, this can make equipment expenses easier to plan for.
However, it’s important to evaluate the complete agreement rather than looking only at the monthly payment.
Before signing a copier lease, consider:
- Lease length
- Monthly payment
- Equipment included
- End-of-lease terms
- Upgrade options
- Service and maintenance costs
- Supply costs
- Estimated print volume
- Potential overage charges or other applicable fees
Understanding these details upfront can help your organization compare different options more accurately.
Don’t Assume Maintenance Is Included in the Lease
This is an especially important distinction.
A copier lease generally covers the equipment financing, while maintenance, service, and supplies may be handled through a separate service agreement.
Offix offers multiple maintenance options, including cost-per-copy and fixed-price packages, and can customize service based on the customer’s needs.
When evaluating a proposal, ask exactly what is included.
For example:
- Is toner included?
- Are parts included?
- Is preventative maintenance included?
- How are service calls handled?
- Are there separate charges for certain supplies?
- What happens if the equipment experiences extended downtime?
Knowing the answers can help you understand the true ongoing cost rather than comparing lease payments alone.
Consider How Your Needs May Change
Churches and non-profits can change significantly over the course of several years.
A church may expand its congregation, add ministries, or begin producing more materials in-house. A non-profit may grow its staff, open another location, or change how it communicates with donors and the community.
Because copier leases are typically multi-year commitments, organizations should think beyond what they need today.
Consider whether the equipment can support anticipated changes in:
- Print volume
- Number of users
- Color printing
- Scanning
- Document workflows
- Locations
- Security requirements
Offix currently offers guaranteed upgrade options under its Service Smart® Guarantees, including opportunities to discuss equipment upgrades during 12-, 24-, or 36-month points of a lease. Terms apply.
Look Beyond the Monthly Payment
The lowest monthly lease payment isn’t necessarily the lowest-cost solution over time.
An organization should consider the complete cost of operating the equipment.
That can include:
- Lease payments
- Maintenance
- Toner and supplies
- Paper
- Color printing
- Service requirements
- Additional software
- Equipment downtime
A lower-cost device that requires frequent service or can’t handle the organization’s print volume may not be the right fit.
Similarly, paying for features or capacity that your organization rarely uses can unnecessarily increase costs.
Matching the equipment to actual usage is one of the most important parts of making a budget-conscious decision.
Use Simple Strategies to Control Printing Costs
Choosing the right copier is only part of managing print expenses.
Churches and non-profits can also adopt simple printing practices such as:
- Using black-and-white printing when color isn’t necessary
- Setting duplex printing as the default when appropriate
- Reviewing documents before printing to prevent unnecessary reprints
- Using digital documents when printing isn’t needed
- Monitoring print volume
- Limiting unnecessary duplicate copies
For organizations with multiple devices or higher print volumes, print management tools can provide additional visibility into equipment usage and expenses.
Consider Service and Support
When evaluating copier providers, look beyond the equipment itself.
Reliable support can be particularly important for smaller organizations that don’t have dedicated IT or facilities staff available to troubleshoot copier problems.
Questions to consider include:
- Who installs the equipment?
- Is training provided?
- Who handles service requests?
- What preventative maintenance is available?
- How are supplies managed?
- What happens during extended equipment downtime?
Offix currently provides free delivery, installation, and training with leases and purchases. It also offers ongoing training and loaner equipment under qualifying circumstances through its Service Smart® Guarantees.
Offix also offers remote equipment monitoring, which can provide information about meter readings, supplies, and certain equipment alerts.
How Offix Can Help Churches and Non-Profits
Every organization has different printing needs.
A small church that primarily prints weekly bulletins may need something very different from a larger non-profit producing donor communications, event materials, administrative documents, and outreach materials.
Offix can help organizations evaluate factors such as:
- Existing equipment
- Monthly print volume
- Required features
- Budget
- Service needs
- Equipment placement
- Future growth
From there, organizations can compare leasing, purchasing, or other equipment options based on their specific situation.
Offix currently offers copier and multifunction printer leasing and purchasing options, along with maintenance packages and ongoing service.
Make a Copier Decision That Supports Your Mission
Copier leasing for churches and non-profits can provide a practical alternative to purchasing equipment upfront, but the right decision depends on more than the monthly payment.
Consider the equipment, lease terms, service agreement, supplies, expected usage, and future needs together.
Taking the time to evaluate the full picture can help your organization select technology that supports everyday operations without paying for equipment or capabilities it doesn’t need.
Contact Offix today to discuss your organization’s printing needs and explore copier options that fit your operations and budget.
Frequently Asked Questions
What are the benefits of copier leasing for churches and non-profits?
Leasing allows an organization to spread the cost of equipment across recurring payments rather than making the full equipment purchase upfront. This may make budgeting easier for organizations that prefer predictable equipment payments.
Is maintenance included in a copier lease?
Not necessarily. Equipment leasing and maintenance can be separate arrangements. Offix offers several maintenance packages that can be tailored to customer needs, so organizations should review exactly what is included in both the lease and service agreement.
How long are copier leases?
Lease terms vary based on the agreement. Organizations should compare the length of the lease with their expected equipment needs and carefully review renewal, return, buyout, and upgrade provisions before signing.
Should a church or non-profit lease or buy a copier?
It depends on the organization’s budget, print volume, equipment needs, and long-term plans. Purchasing provides ownership, while leasing spreads equipment costs over time. Comparing the total costs and terms of both options can help determine which approach makes more sense.
What should a non-profit look for in a copier?
Consider monthly print volume, color requirements, scanning capabilities, paper handling, security features, ease of use, service requirements, and anticipated future needs. The best device is one that’s appropriately sized for the organization’s actual workload.