Key Takeaways
- Leasing can reduce the upfront cost of acquiring office equipment and spread payments over a defined term.
- Buying requires a larger initial investment but gives the organization ownership of the equipment.
- Service and maintenance should be evaluated separately because they aren’t automatically included simply because equipment is leased.
- Non-profits should consider budget, expected equipment life, print volume, service needs, and future growth before deciding.
- There isn’t one option that’s best for every organization. The right choice depends on how the equipment will be used and the organization’s financial priorities.
Churches, charities, and other non-profit organizations often need to make every dollar count. When it’s time to replace a copier, printer, or other office equipment, one important question is whether to lease or buy.
The answer isn’t the same for every organization.
When comparing leasing vs. buying office equipment for non-profits, it’s important to look beyond the initial price. Cash flow, equipment ownership, service costs, technology needs, and long-term plans can all affect which option makes more sense.
Here’s what to consider before making the decision.
Leasing Office Equipment: Lower Upfront Costs
Leasing allows an organization to use office equipment while making scheduled payments over an agreed-upon term.
One of the biggest advantages is avoiding the larger upfront expense associated with purchasing equipment outright.
Potential Advantages of Leasing
Lower upfront expense: Rather than paying the full equipment price at once, costs are spread across recurring payments.
Predictable equipment payments: Scheduled lease payments can make equipment expenses easier to incorporate into an organization’s budget.
Access to newer equipment: At the end of a lease, organizations may have opportunities to transition to newer technology depending on the agreement.
Preserves available cash: Organizations can avoid committing a large amount of available funds to an equipment purchase.
Leasing can make sense for non-profits that prioritize cash flow or expect their technology needs to change over time.
What to Consider Before Leasing
Leasing also comes with important considerations.
The organization typically doesn’t own the equipment during a standard operating lease, and the agreement may involve a multi-year commitment.
Before signing, review:
- Lease length
- Monthly payment
- End-of-lease options
- Equipment return requirements
- Upgrade provisions
- Early termination terms
- Additional fees
- Service and maintenance agreements
Organizations should understand the full agreement rather than making a decision based solely on the monthly payment.
Buying Office Equipment: Ownership and Long-Term Use
Purchasing a copier or printer requires a larger upfront investment, but the organization owns the equipment.
For some non-profits, especially those with stable printing requirements and available funds, ownership may be appealing.
Potential Advantages of Buying
Full ownership: Once purchased, the equipment belongs to the organization.
No ongoing lease payment: After the initial purchase, there is no recurring equipment lease payment.
Long-term use: Organizations can continue using the equipment for as long as it meets their needs.
More control over replacement timing: The organization decides when to replace or upgrade the equipment rather than making that decision around a lease expiration.
Buying can be worth considering when an organization has the available budget and expects its equipment needs to remain relatively consistent.
What to Consider Before Buying
Purchasing also has tradeoffs.
The initial expense is higher, and the organization assumes the financial responsibility associated with owning the equipment.
Before purchasing, consider:
- Upfront equipment cost
- Expected useful life
- Maintenance expenses
- Supply costs
- Future technology requirements
- Potential repair costs as the equipment ages
- Plans for replacing or disposing of the equipment
Ownership doesn’t necessarily mean your organization has to handle maintenance itself. Offix offers maintenance packages for equipment whether it was purchased or leased through Offix or acquired elsewhere.
Don’t Confuse the Lease With the Service Agreement
This is one of the most important things to understand when comparing leasing and buying.
Leasing determines how the equipment is financed. Maintenance determines how the equipment is serviced.
The two may be offered together as part of a proposal, but they aren’t necessarily the same agreement.
Offix offers different maintenance options, including cost-per-copy and fixed-price packages, and can customize service based on the customer’s equipment and needs.
Whether you’re leasing or purchasing, ask:
- What maintenance is included?
- Are parts included?
- Is toner included?
- How are service calls handled?
- What supplies are excluded?
- Is preventative maintenance included?
- What happens if the equipment experiences extended downtime?
These costs should be considered when comparing the total cost of each option.
Leasing vs. Buying Office Equipment for Non-Profits
Here’s a simple way to compare the two:
| Consideration | Leasing | Buying |
|---|---|---|
| Upfront cost | Generally lower | Generally higher |
| Ownership | Depends on lease structure | Organization owns equipment |
| Recurring equipment payment | Yes, during lease term | No lease payment |
| Long-term commitment | Typically involves a defined term | No lease term |
| Upgrade timing | May include upgrade options | Organization decides when to replace |
| Maintenance | Depends on service agreement | Depends on service agreement |
| Best suited for | Organizations prioritizing cash flow and flexibility | Organizations prioritizing ownership and long-term use |
Neither option is automatically less expensive.
The better comparison is the total cost and value over the period you expect to use the equipment.
Questions to Ask Before Making a Decision
Before choosing between leasing and buying, consider your organization’s current situation.
How much can you comfortably spend upfront?
If a large equipment purchase would significantly reduce available cash, leasing may be worth considering.
If funds are already available for equipment purchases, ownership may be more attractive.
How long do you expect to use the equipment?
An organization that plans to use the same copier for many years may evaluate ownership differently from one that expects its technology requirements to change regularly.
Are your printing needs changing?
Consider whether your organization is growing, adding locations, increasing print volume, or changing how employees and volunteers work.
What does the complete agreement cost?
Don’t compare a purchase price with a monthly lease payment.
Instead, compare the costs over an equivalent period, including equipment payments, maintenance, supplies, and other applicable expenses.
What happens at the end of the lease?
If you’re considering leasing, understand the end-of-term process before signing.
Depending on the lease structure and agreement, options may include returning the equipment, purchasing it, renewing the agreement, or transitioning to different equipment.
Other Options Worth Considering
Leasing and purchasing new equipment aren’t the only possibilities.
Certified Pre-Owned Equipment
Certified pre-owned equipment may provide another option for organizations trying to balance cost and performance.
Offix currently offers Certified Pre-Owned copiers and printers that can be purchased, leased, or rented.
This can be worth considering if a new device isn’t necessary for the organization’s workload.
Equipment Rentals
For temporary offices, events, projects, or short-term needs, renting may make more sense than entering a longer lease or purchasing equipment.
Offix offers copier and multifunction printer rentals ranging from short-term arrangements to longer rental periods.
Managed Print Services
Organizations with multiple printers and copiers may also consider Managed Print Services.
Rather than focusing only on how an individual machine is financed, MPS evaluates the broader print environment, including equipment utilization, maintenance, supplies, and printing expenses. Offix’s MPS process includes assessing existing print infrastructure and developing a plan based on the organization’s needs.
How Offix Can Help Non-Profits Compare Their Options
The right office equipment decision should start with how your organization actually works.
Offix can help evaluate factors such as:
- Current equipment
- Monthly print volume
- Required capabilities
- Available budget
- Service requirements
- Number of users
- Expected growth
- Equipment lifecycle
From there, your organization can compare leasing, purchasing, certified pre-owned equipment, rentals, or other available solutions.
Offix currently offers the ability to buy, lease, or rent copiers, multifunction printers, and other office printing equipment.
Lease or Buy? Focus on What Fits Your Organization
There isn’t a universal answer to leasing vs. buying office equipment for non-profits.
Leasing may appeal to organizations that want to reduce upfront equipment expenses and spread payments over time. Purchasing may appeal to organizations that have available funds and value long-term ownership.
What’s most important is understanding the entire cost, the equipment your organization actually needs, and the terms associated with each option.
Contact Offix today to discuss your organization’s office equipment needs and compare leasing and purchasing options.
Frequently Asked Questions
Is it better for a non-profit to lease or buy a copier?
It depends on the organization’s budget, equipment needs, expected usage, and long-term plans. Leasing spreads equipment payments over time, while purchasing requires a larger upfront expense but provides ownership.
Does a copier lease include maintenance?
Not necessarily. The lease and maintenance agreement can be separate. Offix offers customizable maintenance packages for leased and purchased equipment, so organizations should confirm exactly what their proposed agreement includes.
Is buying a copier cheaper than leasing?
Not always. The answer depends on the purchase price, lease terms, length of use, maintenance costs, supplies, financing structure, and other expenses. Organizations should compare total costs over the same period rather than comparing only the purchase price with the monthly lease payment.
Can non-profits buy used or pre-owned copiers?
Yes. Certified pre-owned equipment can provide another option for organizations that don’t require brand-new equipment. Offix currently offers Certified Pre-Owned printers and copiers with purchasing, leasing, and rental options.
What should a non-profit ask before signing a copier lease?
Ask about the lease term, monthly payment, end-of-lease requirements, upgrade options, early termination provisions, service agreement, supplies, and any additional charges. Make sure the organization understands both the equipment agreement and the ongoing operating costs.