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There are very few businesses these days that don’t have multifunction printers or copiers at the heart of their business operations. And yet, many are working with outdated machines that are no longer performing as well as they used to after years of hard work, and require ever more maintenance and repairs than before. In some cases, it’s a question of inertia holding these businesses back from undertaking the much-needed upgrades. Some business owners are simply overwhelmed by the thought of looking for, buying, installing, and integrating new machines. However, in most cases, it’s the size of the outlay required that stops businesses from upgrading. There is a solution – the copier lease. For many businesses, it’s the ideal way to get the latest technology without breaking the bank, and it offers several compelling additional benefits for businesses.

Purchase or Lease?

A copier lease isn’t ideal for every business. Provided that your business has the budget, purchasing a new copier outright means you own it completely, whereas with a copier lease, the lessor owns the machine throughout the lease period. Furthermore, when you own, you can also claim depreciation of the machine as a tax deduction, and upgrade, modify, or resell the copier entirely at your own discretion, which you can’t do with a copier lease.

However, a copier lease can be a very effective way to gain access to the latest copier technology that would otherwise be beyond reach.

When a Copier Lease Makes Sense

Paying a monthly lease fee that’s much lower than the full purchase price is obviously attractive to smaller businesses with limited cash flow and access to financing for capital equipment purchases. But even larger businesses that need diverse, high-output printing might find that a copier lease makes more sense than buying and maintaining machines themselves.

A copier lease package typically includes consumable supplies, maintenance, and repairs, and often also offers the ability to upgrade during or after the lease period. When you purchase, you have to cover the consumables, maintenance, and repair costs yourself, and buy brand new machines if you want to upgrade. So, although it might ultimately cost significantly more to lease a copier as opposed to buying outright, all things considered, the copier lease might still end up being the cheaper, more efficient option.

Copier Lease Benefits

Let’s take a look at some of the main ways a copier lease can benefit your business.

Reduced Upfront Purchase Cost

The most glaring benefit of a copier lease is that there’s no large upfront purchase cost. Higher-end or specialist machines can cost thousands of dollars or more, and there are undoubtedly other areas of the business where that kind of outlay can be more productively employed.

Leasing a copier also doesn’t affect your business’s debt-to-equity ratio. So, even though you’ve added new capital equipment, it won’t prejudice your ability to secure financing elsewhere.

Predictable Monthly Payments

Copier costs don’t end with the purchase of the machine. All copiers need regular maintenance and replacement of worn-out parts to keep them running properly over their anticipated lifespan and beyond. And in the course of regular operations, all businesses burn through paper, ink, and/or toner, and some much faster than others.

As a result, when you purchase a machine and maintain it by yourself, you can never quite be sure what your monthly printing costs will be. With a copier lease, there’s typically one set monthly fee that includes all maintenance, repairs, parts, and labor – the kind of steady, predictable line item that finance departments and bookkeepers appreciate.

Tax-Deductible

Another benefit of a copier lease that your finance department will appreciate is its tax-deductibility. A copier lease is almost always tax-deductible as a valid business expense. By leasing, you’re lowering the business’s taxable income, ultimately lowering your tax bill.

Latest Technology

As mentioned above, a copier lease is a great way to access the latest copiers, which otherwise might be beyond your budget. The lifespan of a copier depends on the model, upkeep, and usage, but is generally between five and seven years. If your printers are five years old or older, not only are your printers likely to be under-performing, but you’re also likely to be missing out on the latest technology.

Today’s copiers offer advanced networking, security, and interface features and improved performance compared to older machines. And tomorrow’s machines will be even better. Many copier lease agreements include the ability to upgrade the leased machine during or at the end of the lease, ensuring the office stays up to date and your printer never becomes obsolete.

Flexibility

In business, things change rapidly. It can be a difficult decision to commit to a serious outlay on copiers when your needs might well change unexpectedly – new locations, expanded or reduced number of employees, new opportunities requiring a shift in focus, etc.

A copier lease can be an effective way to get the equipment you need now, while minimizing the risk by spreading the costs over an extended lease period. Leases also typically offer flexibility at the end of the lease, with options to purchase the machine you’ve been leasing, return it, or upgrade to a new machine and extend the lease agreement.

How Much Does a Copier Lease Cost?

If you add up all the monthly payments during the lease term (typically 36 to 60 months), you’ll almost certainly have paid substantially more than if you’d bought the machine outright. However, as noted above, if you factor in the cost savings of the associated maintenance contract and the ability to upgrade, the difference can be negligible, and in some cases, the lease can actually work out to be cheaper.

Copier lease costs vary from lease to lease, depending on the model, provider, term, and services and supplies that come with the machine. That said, leasing a standard black and white copier can cost as little as $50 per month, while high-end production machines with more inclusive maintenance agreements can cost up to $1,000, or even more.

So, while there are options to suit most needs and budgets, the cost really depends on your specific requirements and budget.

Leasing a Copier in Houston

It’s always a good idea to shop around and check your copier lease agreement thoroughly to make sure it delivers the machine and services you expect with no surprise expenditures. If you’re in the Houston area, Stargel Office Solutions is your trusted office equipment and IT solutions provider, with a tried and tested copier lease solution perfect for you. Contact us today to book a free consultation.