Buying vs. Leasing a Copier: What You Need to Know in 2025

As a business leader, the decisions you make shape your organization's productivity, efficiency and financial health. One of these critical decisions involves getting the right copiers for your company.

Buying or leasing a copier is not just about money. It also impacts adapting to new technology, managing costs, and meeting your team's needs. This comprehensive guide will explore every aspect of this decision to help you make the most informed choice in 2025.

The Financial Perspective

When deciding between buying or leasing a copier, the financial implications are often the primary consideration. Let's break this down in detail:

Buying

• Long-Term Savings: Buying a copier is a one-time investment that pays off over time. If your business plans to use the device for five or more years, the upfront cost may translate to savings compared to leasing.
• Tax Advantages: Ownership allows you to claim depreciation on your company's taxes, reducing the overall cost of your purchase.
• Budget Impact: Buying a copier can be a major expense, especially for small businesses or startups. You must weigh this cost against other operational needs.
• Cost Predictability: You avoid ongoing lease payments but must budget for maintenance and repairs. The copier's age and usage can change these costs.

Leasing

• Manageable Payments: Leasing involves smaller, fixed monthly payments which can be easier to incorporate into your operating budget.
• Preservation of Capital: Leasing allows you to use your money for other business areas, such as marketing, team development, or other needs.
• Higher Long-Term Costs: Lease contracts usually have interest, which leads to higher total costs over the device's lifetime than buying it outright.
• Built-In Flexibility: Leasing provides predictable expenses and often includes maintenance, reducing financial surprises.

Technology Updates and Obsolescence

Technology changes quickly, and your choice to buy or lease a copier will affect your ability to keep up.

Buying

• Control Over Upgrades: Owning a copier means you decide when to upgrade. However, this freedom comes with the risk of maintaining outdated equipment, which can hinder productivity.
• Resale Challenges: Selling or recycling old equipment can be time-consuming and may yield limited returns.
• Risk of Obsolescence: If your copier becomes obsolete before its useful life ends, you'll have an underperforming asset.

Leasing

• Automatic Access to New Technology: Many leasing agreements let you upgrade to the newest models when the lease ends. This ensures your team always has access to cutting-edge features.
• Future-Proofing: Leasing reduces your worry of obsolescence because you don't lock yourself into long-term ownership of outdated equipment.
• Convenience: Returning or upgrading leased copiers is often a straightforward process managed by your leasing partner.

Maintenance and Support

Copiers require regular maintenance to ensure optimal performance and longevity. Your choice to buy or lease influences how you handle maintenance.

Buying

• Direct Responsibility: As the owner of devices, your company is responsible for all maintenance and repairs. This includes managing service contracts, sourcing parts and ensuring timely repairs.
• Impact on IT Resources: Without a maintenance contract, your IT team may have to handle repairs. This can take their focus away from other essential tasks.

Leasing

• Comprehensive Support: Most lease agreements include maintenance and repair services as part of the monthly fee. This minimizes downtime and ensures reliable performance.
• Cost Predictability: Bundling maintenance costs into your lease makes budgeting easier and minimizes unexpected expenses.
• Reduced Burden: Leasing lets you offload maintenance responsibilities, letting your IT team focus on core business features.

Flexibility and Scalability

Businesses grow and evolve, and your copier solution should adapt to meet these changes. 

Buying

• Growth Limitations: Adding new copiers to grow your business requires a large upfront investment, which can strain your finances.
• Fixed Commitment: Once you purchase a copier, you lock yourself into using it for its lifespan, regardless of whether your needs change. 

Leasing

• Adaptable Terms: Leasing agreements often let you upgrade or downgrade your copier during the lease. This helps meet changes in your organization's size or needs.
• Ease of Expansion: If you need additional copiers, leasing enables you to acquire new equipment without significant initial expenses.
• Short-Term Flexibility: Leasing provides a lower-risk way to test different copier models and features before committing to a long-term solution.

Tips for Making the Right Decision

Consider the following actionable steps to navigate the buying vs. leasing decision effectively.

Conduct a Financial Analysis

• Evaluate your company's cash flow, budget constraints and overall financial health.
• Calculate the total cost of ownership (TCO) for both buying and leasing, including maintenance, supplies and interest charges.
• Assess the tax implications of both options, including depreciation and deductibility of lease payments.

Assess Your Printing Needs

• Determine your current and projected printing volume and the specific features you need (e.g., color printing, scanning, stapling, etc.)
• Consider whether advanced features or scalability will be necessary as your business grows.
• Evaluate how critical staying up-to-date with technology is for your operations.

Research Vendors and Leasing Companies

• Look at different copier dealers and leasing providers. Find the best partner for your business, and focus on their support and service.
• Read customer reviews, ask for references and request demos of equipment you're considering.
• Negotiate lease terms with favorable options such as maintenance coverage and upgrade flexibility.

Review Contract Details

• Scrutinize agreements for hidden fees, restrictive clauses or penalties for early termination.
• Ensure maintenance and service terms align with your needs and clarify who handles repairs and replacements.
• Verify the process for returning or upgrading leased equipment.

Consult Stakeholders

• Engage your IT team to weigh in on technical requirements and compatibility with existing systems.
• Involve financial advisors to provide insight into cost management and budgeting.
• Seek input from department managers to ensure copiers meet the needs of your employees.

The Best Copier Solution for Your Business

Deciding whether to buy or lease a copier is not a one-size-fits-all process. Each option offers distinct advantages and trade-offs, depending on our company's size, budget and goals. By carefully looking at your finances, printing needs, and future plans, you can make the best choice to meet your strategic goals.

Ready To Explore Your Options?

Download our "Print Like A Boss Checklist" for an easy-to-use guide to selecting your next copier or fleet of devices, including features, service and more. Then, contact Fraser for a free consultation or personalized assessment of your print needs.