Don't Get Duped: Key Tips for Leasing Your First Copier

Don't Get Duped: Key Tips for Leasing Your First Copier

Adding a new copier to your office is an exciting step forward for your business. While leasing often makes more sense than buying outright, it's important to avoid common pitfalls like hidden fees and unfavorable terms that can derail your budget. Follow this guide to lease your first copier confidently.

Look Out for Hidden Fees

The base monthly lease rate is just the start. Maintenance and service contracts, overage fees per copy, delivery/installation charges, and supplies like toner and paper can add 20-30% extra to the total cost, according to industry reports from Buyers Lab. For example, one company was surprised by a $0.012 overage fee per copy that added $100+ to their monthly bill. Review all potential fees upfront so you can budget accurately.


Understand the Fine Print

Typical copier lease terms range from 12 to 64 months. Shorter terms around 3 years offer the most flexibility in case you need to upgrade or modify terms. Beware of high early termination fees—these can equal over 50% of the remaining lease value.  For instance, Gartner Research highlights that early termination fees can be steep, and upgrading or downgrading mid-lease might incur additional costs. It's crucial to align the lease term with your business plan to avoid financial pitfalls.

Factor in Technology Upgrades

With frequent advances in scanning, printing and connectivity, leased copiers can become outdated tech before the lease period ends. A study by TechAisle revealed that 40% of SMBs find their leased equipment becomes obsolete before the end of the lease term. Make sure your lease agreement provides options for technology updates without exorbitant fees. Do your best to negotiate lease terms that allow technology refreshes.

Compare Buying vs. Leasing

An analysis by Consumer Reports suggests that leasing could cost up to 30% more over a five-year period than purchasing. Do the math to compare the total cost of ownership under different scenarios. For example, a 3-year $150 monthly lease totals $5400. Purchasing a $3,500 copier with a 5-year life costs only $4,600 including service plans. The only challenge with purchasing a copier outright would be the upfront capital it requires. Not to mention, if you are looking for brand-new copiers, you can spend well over $10k. Leasing a copier is usually the best route if you have some negotiation skills.

Shop Around

Don't settle for the first lease quote. Submit RFQs with several vendors and compare. Look at total cost of ownership, not just monthly rates. Websites like Printree.com provide a platform to compare custom copier quotes, ensuring you get the best deal in terms of price and service.


In conclusion, Leasing a copier for your business marks an exciting step forward in efficiency and productivity. While the upfront monthly rates might appear straightforward, taking a closer look at the fine print is essential to avoid surprise fees or unfavorable terms that can quickly add up. Do your due diligence - understand all potential costs, choose lease terms strategically, factor in technology advances, and compare both copier buying and copier leasing options across multiple vendors. With the right information and preparation, you can enter a copier lease with confidence, knowing you’ve secured the ideal solution tailored to your budget and business goals over the long haul.