Key Takeaways
- Schools should evaluate print volume, users, required features, and existing equipment before selecting a printer lease.
- The monthly lease payment is only one part of the overall cost. Maintenance, supplies, service, and usage should also be considered.
- Managed Print Services can help schools monitor equipment, supplies, maintenance needs, and print activity.
- Lease terms should be reviewed carefully, including length, upgrade options, and end-of-lease requirements.
- Schools should select equipment based on actual needs rather than simply choosing the newest or fastest device.
Leasing printers can give schools access to modern office technology without requiring the full equipment cost upfront. However, choosing the right lease involves more than comparing monthly payments.
Print volume, equipment features, service requirements, contract terms, and future needs should all be considered.
Before signing an agreement, here are some of the most important factors to consider when leasing school printers.
1. Understand Your School’s Printing Needs
Start by evaluating how your school currently uses its printers and multifunction devices.
Consider questions such as:
- How many pages are printed each month?
- How many employees or departments use the equipment?
- Is color printing necessary?
- Do employees need scanning and copying capabilities?
- Are finishing features such as stapling required?
- What paper sizes does the school regularly use?
- Are secure printing or user authentication features important?
- Will the equipment be used primarily by administrators, teachers, students, or a combination?
Different areas of a school may also have very different requirements.
A front office may need scanning and copying capabilities throughout the day, while another department may primarily need occasional black-and-white printing.
Understanding those differences helps ensure the equipment matches the workload.
2. Look at the Total Cost, Not Just the Lease Payment
A low monthly lease payment can be attractive, but it doesn’t necessarily represent the full cost of operating the equipment.
Schools should also consider:
- Maintenance
- Toner and supplies
- Estimated print volume
- Color printing costs
- Potential overage charges
- Software requirements
- Service needs
- Additional equipment or accessories
The equipment lease and maintenance agreement may also be separate.
Offix offers multiple maintenance options, including cost-per-copy and fixed-price packages, which can be customized based on the customer’s needs.
Understanding the entire cost structure makes it easier to compare proposals accurately.
3. Evaluate Managed Print Services
Schools with multiple printers and copiers may benefit from taking a broader look at the entire print environment.
Managed Print Services, or MPS, can provide greater visibility into how equipment is being used and help administrators manage devices across departments or locations.
Depending on the solution, Managed Print Services can help with:
- Equipment monitoring
- Usage reporting
- Supply management
- Preventative maintenance
- Fleet optimization
- Print management
- Identifying underused or inefficient devices
Offix also offers remote equipment monitoring that can provide meter information and alerts related to supplies or certain equipment conditions. Auto-replenishment is available when included in the applicable maintenance plan.
For schools with a larger print fleet, this can reduce some of the administrative work involved in managing individual devices.
4. Choose Technology That Fits the Environment
The newest or fastest printer isn’t automatically the best choice for a school.
Instead, equipment should be selected based on how and where it will be used.
Features worth considering may include:
- Print and copy speed
- Color capabilities
- Scanning
- Duplex printing
- Paper capacity
- Finishing options
- Mobile or cloud capabilities
- User authentication
- Secure print release
- Energy-saving features
- Print management software compatibility
A high-volume administrative department may require a more capable multifunction device, while a smaller office may be better served by a simpler machine.
Matching the equipment to actual usage can help schools avoid paying for capabilities they don’t need.
5. Review the Lease Term Carefully
Printer leases are typically multi-year commitments, so schools should understand the agreement before signing.
Review:
- Length of the lease
- Monthly payment
- Equipment included
- Upgrade provisions
- End-of-lease requirements
- Equipment return procedures
- Early termination terms
- Purchase options, if applicable
- Additional fees
It’s especially important to understand what happens at the end of the agreement.
Schools should also think about whether their technology needs could change during the lease.
Offix’s current Service Smart® program includes upgrade opportunities during qualifying leases, with options to discuss equipment upgrades during 12-, 24-, or 36-month points. Terms apply.
6. Consider Service and Support
Reliable service matters in a school environment.
A printer problem in an administrative office, counseling department, or other high-use area can quickly disrupt everyday work.
Before selecting a provider, ask:
- Who installs the equipment?
- Is employee training provided?
- Who handles maintenance?
- How are service requests submitted?
- What response commitments are available?
- Are supplies included in the service agreement?
- What happens if the equipment experiences extended downtime?
Offix currently provides free delivery, installation, and training with equipment leases and purchases. Additional training is also available through its Service Smart® Guarantees.
The service behind the equipment should be part of the leasing decision—not something considered only after a problem occurs.
7. Consider Future Growth and Changes
A school’s printing needs may change during a multi-year lease.
Enrollment may increase. Departments may move. Administrative workflows may become more digital. A school may also add buildings, programs, or employees.
Before choosing equipment, consider whether the proposed solution can accommodate reasonable changes in:
- Print volume
- Number of users
- Scanning requirements
- Color printing
- Security needs
- Document workflows
- Equipment locations
Planning ahead can help schools select equipment that fits both current and anticipated needs.
8. Explore Available Education Purchasing Options
Schools may also have access to purchasing programs or cooperative contracts that should be considered before selecting an equipment solution.
For example, Offix is currently an authorized reseller for the Canon product line through the PEPPM National Cooperative Contract for qualifying educational agencies in Virginia, Maryland, and Washington, D.C.
Eligible organizations should evaluate the purchasing options available to them and follow their applicable procurement policies and requirements.
This may provide another way to acquire office technology depending on the institution and purchasing situation.
Why Choose Offix for School Printer Leasing?
Every school has different printing requirements.
Offix works with educational organizations to evaluate equipment needs, print volumes, workflows, software, security features, and service requirements before recommending a solution.
Depending on the school’s needs, Offix can provide:
- Copiers and multifunction printers
- Desktop printers
- Equipment leasing and purchasing
- Managed Print Services
- Print management software
- Maintenance and service
- Equipment monitoring
- Installation and training
Offix also offers education-focused printing solutions for schools, colleges, and universities.
Find the Right Printer Lease for Your School
Leasing school printers can provide an alternative to purchasing equipment upfront, but the right lease should reflect more than your school’s immediate budget.
Consider print volume, equipment capabilities, service, supplies, contract terms, and future needs together.
Taking the time to evaluate the complete solution can help your school select equipment that supports administrators, educators, and staff throughout the lease term.
Contact Offix today to discuss your school’s printing needs and explore available equipment and leasing options.
Frequently Asked Questions
Is leasing a printer a good option for schools?
It can be. Leasing spreads equipment payments over a defined term rather than requiring the full purchase price upfront. Whether leasing or purchasing makes more sense depends on the school’s budget, equipment needs, expected usage, and long-term plans.
Is maintenance included when a school leases a printer?
Not automatically. Equipment leasing and maintenance can be separate agreements. Offix offers customizable maintenance packages, so schools should confirm which service, supplies, and maintenance are included in their proposal.
What should schools look for in a printer lease?
Schools should review the monthly payment, lease length, equipment included, end-of-lease requirements, upgrade options, maintenance arrangements, supply costs, and any additional fees.
What type of printer is best for a school?
It depends on where and how the device will be used. Print volume, number of users, color requirements, scanning, paper handling, security features, and workflow requirements should all be considered before selecting equipment.
Can schools use cooperative purchasing contracts for printers?
Some qualifying educational organizations can use cooperative purchasing contracts. Offix currently participates as an authorized Canon reseller through the PEPPM National Cooperative Contract for eligible educational agencies in Virginia, Maryland, and Washington, D.C. Eligibility and applicable purchasing requirements should be confirmed before ordering.