Key Takeaways
- Look beyond the monthly payment when comparing printer lease options.
- Make sure the equipment matches your actual print volume, workflow, and feature requirements.
- Understand the lease term, end-of-lease options, potential fees, and maintenance arrangements before signing.
- Compare the total cost of leasing with purchasing rather than assuming one option is automatically less expensive.
- Choose a provider that can support the equipment throughout the lease term.
Leasing a printer or copier can give your business access to the equipment it needs without the full upfront cost of purchasing it outright. But securing the right printer lease involves more than finding the lowest monthly payment.
The equipment, lease terms, service options, print volume, potential fees, and long-term costs can all affect whether a lease is a good fit for your business.
Before signing an agreement, here are the most important factors to consider.
1. Start with Your Printing Needs
Before comparing lease options, determine what your business actually needs from its equipment.
Consider:
- Average monthly print and copy volume
- Black-and-white versus color usage
- Print and scan speeds
- Paper sizes
- Scanning requirements
- Finishing options
- Mobile printing
- Document security
- Number of employees using the equipment
- Expected business growth
A small office with relatively light printing requirements may need something very different from a busy organization producing thousands of pages each month.
Choosing equipment based on your actual workload can help you avoid paying for capabilities you don’t need—or selecting a machine that can’t comfortably handle your volume.
2. Understand the Printer Lease Agreement
One of the most important parts of leasing office equipment is understanding exactly what you’re agreeing to.
Printer and copier leases can differ in structure, so review the agreement carefully before signing.
Pay attention to:
- Length of the lease
- Monthly payment
- Payment schedule
- End-of-lease requirements
- Purchase options
- Early termination terms
- Equipment return requirements
- Potential fees
- Upgrade provisions
- Automatic renewal language
Don’t assume all printer leases work the same way.
For example, some agreements may provide a purchase option at the end of the term, while others may require the equipment to be returned unless another arrangement is made.
Understanding those details upfront can help prevent surprises later.
3. Look Beyond the Monthly Payment
A low monthly payment doesn’t necessarily mean you’ve found the best printer lease.
When comparing proposals, look at the total cost over the entire lease term.
Depending on the agreement, additional costs could include:
- Documentation or processing fees
- Insurance requirements
- Delivery or installation charges
- Equipment accessories
- Overage charges
- Maintenance and service
- Supplies
- Equipment return or shipping costs
Ask the provider to clearly explain what is—and isn’t—included.
That makes it easier to compare different proposals on equal terms instead of looking only at the monthly lease payment.
4. Keep the Lease and Maintenance Agreement Straight
This is an important distinction.
Leasing the equipment does not automatically mean maintenance, repairs, toner, or other supplies are included.
Those services may be covered through a separate maintenance or service agreement depending on the provider and solution selected.
Offix, for example, offers multiple maintenance options, including cost-per-copy and fixed-price packages, as well as customized plans.
When evaluating a printer lease, ask:
- Is maintenance included or separate?
- What parts and repairs are covered?
- Are toner and other supplies included?
- Are there minimum print volumes?
- How are overages calculated?
- What happens when the equipment needs service?
- Is preventative maintenance included?
- How are meter readings and supplies managed?
Looking at the lease and maintenance arrangements together gives you a much clearer picture of your actual operating costs.
5. Consider the Length of the Lease
Lease length can have a significant effect on your monthly payment and overall flexibility.
A longer lease may reduce the monthly payment, but it also means committing to the equipment for a longer period.
A shorter term may provide greater flexibility, although the monthly cost could be higher.
Think about how your business might change during the lease.
Are you expecting to hire more employees? Open another location? Increase print volume? Move toward more digital workflows?
The best lease term should make sense for both your current needs and your expected future requirements.
6. Understand Your Upgrade Options
Technology changes, but businesses shouldn’t assume every printer lease automatically provides access to the newest equipment whenever they want it.
Upgrade provisions depend on the provider and the agreement.
Offix’s current Service Smart® Guarantees include upgrade opportunities for qualifying leases, with options available during 12-, 24-, or 36-month lease periods. Terms and account-specific conditions apply.
If having the ability to change equipment during your lease is important, ask about upgrade provisions before signing the agreement.
7. Compare Leasing vs. Buying
Leasing isn’t automatically better than purchasing—and purchasing isn’t automatically better than leasing.
Each has advantages depending on your business.
Leasing may make sense if you:
- Want to avoid a large upfront equipment purchase
- Prefer predictable equipment payments
- Want greater flexibility in how you acquire equipment
- Expect your equipment requirements to change
- Prefer not to own the equipment outright
Buying may make sense if you:
- Want full ownership of the equipment
- Have the capital available for the purchase
- Plan to use the equipment for a long period
- Don’t want an ongoing lease payment
- Prefer fewer contractual obligations
The best way to compare the two is to consider the total cost and business impact over the expected life of the equipment.
That includes more than the purchase price or monthly lease payment. Maintenance, supplies, financing, expected usage, and equipment replacement should also be considered.
8. Consider Managed Print Services
If your business operates multiple printers or copiers, Managed Print Services (MPS) may also be worth considering.
MPS can provide greater visibility into how equipment is being used and help businesses manage their overall print environment.
Depending on the program, services can include:
- Equipment monitoring
- Meter collection
- Usage reporting
- Supply management
- Preventative maintenance
- Service coordination
- Fleet optimization
Offix’s remote monitoring solutions can provide information such as meter readings, toner levels, and certain equipment alerts, helping support service and supply management.
MPS and equipment leasing are separate decisions, but they can work together as part of a broader print strategy.
9. Evaluate the Provider, Not Just the Equipment
The printer itself is only one part of the decision.
Your provider may be supporting that equipment for several years, so consider the service experience that comes with the relationship.
Ask about:
- Installation
- Employee training
- Technical support
- Technician qualifications
- Response times
- Maintenance options
- Loaner equipment
- Equipment guarantees
- Upgrade options
Offix currently provides free delivery, installation, and training with leases and purchases. Its Service Smart® program also includes additional service and equipment guarantees, subject to applicable terms.
A slightly lower equipment payment may not provide much value if the service behind the equipment doesn’t meet your organization’s needs.
Questions to Ask Before Signing a Printer Lease
Before committing to a lease, make sure you can answer these questions:
- What is the complete monthly payment?
- How long is the lease?
- What happens at the end of the term?
- Can I purchase the equipment?
- Is there an automatic renewal?
- What happens if I need to end the lease early?
- Is maintenance included or separate?
- Which supplies are included?
- Are there print-volume limits or overage charges?
- What additional fees could apply?
- What happens if my business outgrows the equipment?
- Are upgrade options available?
- Who provides service and technical support?
Getting clear answers upfront makes it easier to compare your options and understand the full commitment.
Find the Right Printer Lease for Your Business
A good printer lease isn’t simply the one with the lowest monthly payment. It should provide equipment that fits your workload, terms you understand, costs you can plan for, and service that supports your business throughout the agreement.
Offix offers businesses the option to buy, lease, or rent copiers, printers, and multifunction devices, allowing organizations to choose an acquisition method that fits their needs and budget.
Before signing, take the time to compare the equipment, total costs, lease terms, maintenance options, and provider support.
Contact Offix today to discuss your printing needs and explore printer leasing options for your business.
Frequently Asked Questions
How does a printer lease work?
A printer lease allows a business to use equipment for an agreed period in exchange for scheduled payments. The exact structure, end-of-lease options, purchase provisions, and other terms depend on the lease agreement.
Is printer maintenance included in a lease?
Not necessarily. Maintenance and service may be provided through a separate agreement. Always confirm what is included in the equipment lease and what requires an additional service or maintenance plan.
What happens when a printer lease ends?
Your options depend on the agreement. You may be able to return the equipment, purchase it, upgrade or replace it, or enter another agreement. Review end-of-lease requirements before signing so you understand your obligations.
Is it better to lease or buy a printer?
It depends on your business’s budget, equipment needs, expected usage, and long-term plans. Leasing can reduce the initial equipment expense, while purchasing provides ownership. Comparing total costs can help determine which approach makes more sense.
Can you upgrade a printer during a lease?
It depends on the lease and provider. Some agreements offer upgrade opportunities, while others do not. Offix provides upgrade options for qualifying leases under its Service Smart® Guarantees.