When it comes to outfitting your office with the right tools to keep your business running smoothly, the decision to lease or buy can be a challenging one. Printers, copiers, and multifunction devices (MFPs) are essential for most businesses, but they come with significant upfront costs if purchased outright.

Leasing offers an appealing alternative, providing flexibility, affordability, and access to the latest technology. However, before committing to a lease, it’s important to learn about the ins and outs of leasing office equipment. This blog will walk you through everything you need to know to make an informed decision.

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What Does It Mean to Lease Office Equipment?

Leasing office equipment, particularly printers, copiers, and MFPs, involves acquiring the use of the devices for a set period of time, usually under a contract with specific terms. Instead of paying the full price upfront, you make predictable monthly payments over the lease term. Once the lease ends, you may have the option to upgrade to newer models, return the equipment, or purchase it outright.

For many businesses, leasing provides access to high-quality, reliable equipment without the strain of large capital expenditures. It’s an attractive option for businesses that need top-tier technology but want to avoid tying up funds in depreciating assets.

The Key Benefits of Leasing Printers, Copiers, and MFPs 

  1. Affordable Solution – Leasing eliminates the need for a large upfront investment, allowing businesses to conserve cash flow. The predictable monthly payments make budgeting easier and help businesses allocate resources to other areas.
  2. Access to the Latest Technology – Leasing ensures that your business can stay competitive by upgrading to newer, more efficient devices as they become available. Instead of being stuck with outdated technology, you can transition to more modern equipment at the end of your lease term.
  3. Flexibility – Leasing agreements can often be tailored to meet your particular needs. Whether you require a single multifunction printer or an entire fleet of copiers, providers can create a package that aligns with your business requirements.
  4. Maintenance and Support – Many leasing agreements include maintenance and support as part of the contract. This means that if your printer or copier breaks down, the provider will handle repairs and provide replacements if necessary. This can significantly reduce downtime and keep your office running smoothly.
  5. Tax Advantages – Leasing payments are often categorized as operating expenses, making them fully tax-deductible in many cases. This can provide a financial advantage over purchasing, where only the depreciation of the equipment may be deductible.

a woman operating a leased modern photocopier

Common Types of Leasing Agreements for Office Equipment 

Operating Lease

This is the most common type of lease for printers, copiers, and MFPs. An operating lease is ideal for businesses that want to use the equipment without owning it. At the end of the lease term, you can return the equipment or upgrade to newer models.

Capital Lease

A capital lease is more like a financing option. It’s designed for businesses that want the option to purchase the equipment at the end of the lease term. Payments tend to be higher, but you’ll have the opportunity to own the equipment if needed.

Managed Print Services (MPS) Agreements

Managed Print Services providers often combine leasing with maintenance, monitoring, and supply replenishment. With an MPS agreement, you’re not just leasing a printer or copier; you’re getting a comprehensive solution that streamlines your printing and document management processes.

Potential Drawbacks of Leasing

While leasing offers many benefits, it’s not without its drawbacks. Here are a few considerations to keep in mind:

  1. Long-Term Costs – Although leasing minimizes upfront costs, it can be more expensive in the long run compared to purchasing. Over the life of the lease, the total payments often exceed the cost of buying the equipment outright.
  2. Commitment – Leases typically lock you into a multi-year agreement. Breaking a lease early can result in significant penalties, so it’s essential to choose terms that align with your business’s needs and growth projections.
  3. Restrictions – Leasing agreements may include restrictions on equipment usage, such as page limits or specific conditions for returns. Exceeding these limits could result in additional fees.
  4. No Ownership – At the end of the lease, you don’t own the equipment unless you choose to purchase it. For businesses that prefer to own their assets, this can be a drawback.

woman with question mark sign on yellow background

Key Questions to Ask Before Signing a Lease

Before committing to a lease, it’s important to ask the right questions to make sure the agreement meets your needs:

What are the terms of the lease?

  • Length of the lease, monthly payments, and interest rates.

What happens at the end of the lease?

  • Can you upgrade, purchase, or return the equipment?

Does the lease include maintenance and support?

  • Are service calls, repairs, and parts included in the agreement?

Are there any usage restrictions?

  • Are there limits on pages printed or copied? What are the penalties for exceeding those limits?

How does this lease align with your business goals?

  • Does the equipment support your current and future needs?

How to Evaluate a Provider 

Choosing the right provider is just as important as choosing the right equipment.

Here’s what to look for:

  • Transparency: Ensure the provider is upfront about costs, terms, and conditions.
  • Reputation: Research customer reviews and testimonials to gauge reliability.
  • Flexibility: Look for providers that offer customizable lease agreements.
  • Support: Confirm that maintenance and technical support are included.
  • Upgrade Options: Check whether the provider allows for easy upgrades to newer models.

Common Mistakes to Avoid

Avoiding these common pitfalls can save your business time and money:

  • Focusing Solely on Monthly Payments: Low payments may seem attractive, but they often come with longer terms or fewer inclusions.
  • Over-Leasing Equipment: Leasing devices with capabilities far beyond your needs can lead to unnecessary costs.
  • Ignoring the Fine Print: Not fully understanding the terms and conditions can result in unexpected fees or penalties.
  • Neglecting Long-Term Needs: Ensure the leased equipment will support your business growth and evolving demands.

Trends to Watch in 2025

Leasing office equipment continues to evolve. Here are some trends to keep an eye on:

  • Short-Term Leases: More businesses are opting for flexible, short-term agreements to adapt to changing needs.
  • Eco-Friendly Equipment: Leasing energy-efficient printers and copiers is becoming a priority as sustainability takes center stage.
  • Integration with Managed IT Services: Managed Print Services (MPS) providers are increasingly integrating printers and copiers with broader Managed IT Services to deliver seamless workflows, enhanced security, and better support for businesses.
  • IoT and AI Features: Smart devices with AI-driven diagnostics and IoT capabilities are becoming standard in leased equipment.

Alternatives to Leasing 

If leasing doesn’t seem like the right fit for your business, consider these alternatives:

  • Purchasing Outright: Best for businesses with the capital to invest upfront.
  • Financing: Spread the cost of ownership over time with a loan.
  • Subscription Models: Pay-as-you-go plans for specific equipment or services.

The Bottom Line

Leasing printers, copiers, and MFPs can be a smart choice for businesses looking to save on upfront costs, access the latest technology, and streamline their workflows. However, it’s important to carefully evaluate the terms of the lease, the reputation of the provider, and your needs. By asking the right questions and avoiding common pitfalls, you can ensure that your leasing experience supports your business goals without unexpected surprises.

About Modern Office Methods (MOM)

Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.

For the latest industry trends and technology insights visit MOM’s main Blog page.