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How Much Does It Cost to Lease a Copier for Your Business?

How Much Does It Cost to Lease a Copier for Your Business?
When businesses are in the market for a new office copier or multifunction printer, leasing is often viewed as the more cost-effective option compared to an outright purchase. The perceived lower upfront costs and flexibility of a copier lease make it an attractive choice for many companies looking to conserve capital and modernize their document workflows. However, the true cost of a copier lease can often be obscured by convoluted pricing tactics that hide abundant fees and future expenses. Businesses may initially be drawn to the baseline monthly lease rate, without fully understanding the complex web of additional charges that can quickly add up over the life of the lease agreement. 

To make a fully informed decision when evaluating the cost to lease a copier, you need to dig past that tempting monthly payment and uncover all the potential "nickel-and-diming" that can occur. In this blog, we'll provide a comprehensive breakdown of the various elements that contribute to the overall cost of a copier lease, from base rent to maintenance fees, supplies, and more. By the end, you'll have a clear understanding of what to expect financially when you decide to lease a copier for your business.

Factors to Consider for Finding Office Copier Lease Rates

Upfront Costs in Copy Printer Leasing
Before even getting to your monthly copier lease cost, you may face some upfront out-of-pocket expenses. Many leasing companies require payment of a deposit, documentation fees, delivery/installation charges, or even the first few months of payments due in advance. Failing to account for these upfront expenses can throw off your financial projections and cash flow planning when bringing a new leased copier into your organization. Make sure to factor these upfront costs into your initial cost calculations to get an accurate picture of the true financial impact of a copier lease.

Monthly Average Cost & Hidden Charges: Lease a Copier
This baseline monthly payment rate is the number that leasing agents and sales representatives will often try to hone in on when presenting a copier lease proposal. On the surface, this single monthly figure can appear quite low and affordable, making a lease seem like the obvious cost-effective choice. However, savvy business owners need to understand that this monthly lease rate is merely the tip of the iceberg when it comes to the true ongoing costs. The true ongoing cost of a copier lease has many more factors.

Hidden Fees to Watch For:

  • Cost of supplies like toner, staples, etc. (often excluded from lease)
  • Service costs for repairs and maintenance 
  • Overage charges when exceeding allotted copy volumes per month
  • Annual rate increases/escalations written into contract fine print

Over a 3-5 year copier lease term, these extra fees could double or even triple your effective monthly cost compared to that initial advertised rate. Understanding contract terms is a must when looking at the option to leasing a copier.

Cost-Saving Tips on Lease a Copier
Leasing a copier can be an attractive option for many businesses, offering the benefits of access to the latest technology without the high upfront costs of an outright purchase. However, the true cost of a copier lease goes far beyond just the monthly payment amount. To get a comprehensive picture of the full copier lease cost for your specific situation, it's crucial to take a proactive approach from the very beginning. 

Here are some proactive steps you can take to ensure you're getting the best possible deal and minimizing the overall cost of your next copier lease:

  • Ask the leasing company for all-inclusive pricing that leaves no room for hidden fees (whether it's for service, maintenance, supplies, etc…)
  • Negotiate hard to have any potential overage charges, equipment return fees, or final buyout costs firmly capped and defined upfront. 
  • Avoid contracts that include vague annual escalation clauses, which can lead to unpredictable cost increases over time. 

Additionally, consider opting for a shorter lease term, such as 36 or 48 months, rather than the standard 60-month agreements. This will give you more frequent opportunities to renegotiate the terms and potentially secure better rates when it's time to renew.

Get a Quote From Printree Today for the Best Deals on Copier Lease!

By fully understanding and controlling the various cost factors that make up your copier lease upfront, you can make the right long-term decision for your business office equipment. With the right preparation and negotiation tactics, that lease can indeed prove to be a cost-effective tool for managing your document workflows. Consider shopping on marketplaces like Printree, where you can easily get quotes and compare leasing options across all the top copier brands, helping you find the most transparent and affordable solution for your needs. By taking a proactive approach, you can ensure your copier lease provides genuine value rather than hidden fees and unexpected costs down the line.
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Yafet Daniel

Yafet Daniel is the visionary founder and CEO of Printree, a leading online marketplace for copiers and printers. With over a decade of industry expertise, Yafet brings a wealth of knowledge and insight to the company, driving its mission to provide unparalleled product solutions and exceptional customer experience. Under his leadership, Printree has established itself as the go-to destination for instant quotes and flexible purchasing options, serving customers across the United States and globally.

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