The Hidden Copier or Printer Leasing Costs: What You Need to Know

2659 views 0 comments

Copier or Printer Leasing Costs

In today’s fast-paced business environment, the need for efficient and reliable office equipment has never been more paramount. At the heart of this is the printer, a staple in almost every office setting. However, when it comes to acquiring one, businesses are often faced with a crucial decision: to buy or lease? Understanding the costs associated with printer leasing is essential, as it can significantly impact a company’s operational budget.

Copier or Printer Leasing Costs

Printer leasing has become a popular choice for many businesses, primarily due to the flexibility it offers. Instead of bearing the cost of purchasing a printer, companies can opt for a lease agreement, allowing them to use the printer for a specified lease period. This arrangement often includes maintenance and upgrades, ensuring that the office has access to the latest technology without the hefty price tag. Some common costs associated with printer leasing include:

  • Maintenance and service fees
  • Lease term renewal charges
  • Insurance and property tax fees for the leased equipment
  • Additional fees for extra features or upgrades

However, it’s not just about the printer. The multifunction printer, which combines printing, scanning, copying, and sometimes faxing into one machine, is another popular choice for businesses. Similarly, the copier lease is a common route for businesses that require high-volume copying without the commitment of purchasing an office copier outright.

When considering whether to lease a copier or printer, it’s essential to weigh the benefits against the costs. Leasing can offer businesses the advantage of staying updated with the latest in office technology without the upfront investment. However, it’s crucial to understand the hidden costs that might come with a lease agreement.

Whether you decide to buy or lease, understanding the associated costs and terms of your lease agreement is crucial. It ensures that you get the best value for your investment in office.


Detailed Breakdown of Hidden Printer or Copier Lease Costs

Printer Maintenance Fees

Maintenance is a crucial aspect of ensuring the longevity and efficiency of printers and copiers. Regular maintenance can prevent unexpected breakdowns, ensuring that the office functions smoothly. However, the cost to lease a printer often doesn’t include maintenance fees, which can be a significant hidden cost.

Printer Maintenance Fees 

  • Importance of Maintenance: Just like any other machine, printers and copiers require regular check-ups. This ensures they function at their best, reducing the chances of sudden breakdowns which can disrupt office work. Regular maintenance can also extend the life of the machine, ensuring that you get the most out of your investment.
  • Costs with and without a Maintenance Contract: Many leasing companies offer maintenance contracts at an additional fee. These contracts cover regular check-ups and repairs. Without a contract, you might end up paying more for individual repairs and check-ups. It’s essential to compare the leasing rate with and without the maintenance contract to determine which is more cost-effective.
  • Yearly Increase in Maintenance Fees: Maintenance fees can increase annually, depending on the leasing company and the conditions of the lease. It’s crucial to be aware of these potential increases when budgeting for the length of the lease.

Printer Lease Document Fee

When you lease an office copier or printer, there’s often a one-time document fee. This fee covers the administrative costs associated with setting up the lease. It’s essential to be aware of this fee as it can be a significant upfront cost, especially for businesses that are looking to minimize initial expenses.

  • One-time Charge for Those Leasing: The document fee is typically a one-time charge that’s separate from the monthly lease payments. It’s essential to factor this into your budget when considering the overall leasing cost.

Printer Insurance Fee

Insurance is a crucial aspect of leasing equipment, ensuring that you’re covered in case of unforeseen circumstances.

  • Protection Against Natural Disasters: Natural disasters can strike unexpectedly, causing significant damage to office equipment. Insurance can cover the costs of repairs or replacements, ensuring that your business can continue to operate without significant disruptions.
  • Monthly Costs Based on Printer Type: The monthly insurance fee can vary depending on the type of printer or copier you’re leasing. High-end commercial copiers might have higher insurance fees compared to smaller office printers. It’s essential to inquire about these costs when negotiating the lease.

Printer Property Taxes

Property taxes are another hidden cost that many businesses aren’t aware of when leasing office equipment.

  • Applicable Even for Tax-Exempt Businesses: Even if your business is tax-exempt, you might still be liable for property taxes on leased equipment. This is because the equipment is considered a tangible personal property.
  • Variability by State: Property tax rates can vary by state, and it’s essential to be aware of the rates in your state when budgeting for a printer lease.

Shipping Fee for Printing Supplies and Parts

When you lease a printer, you’ll need regular supplies like ink or toner. While some leasing companies might offer free shipping, others might charge for it.

  • Costs Associated with Automatic Shipments: Some leasing companies offer automatic shipments of supplies. While this can be convenient, it’s essential to be aware of any associated shipping costs. These costs can add up over the lease period, especially if you require frequent shipments.

Printer Training Fee

Training is essential to ensure that your staff can use the leased equipment efficiently.

  • Costs for Initial and Follow-up Training: Initial training sessions are often offered when you first lease the equipment. However, follow-up training sessions might come at an additional cost. It’s essential to factor these costs into your budget.
  • Online Resources as an Alternative: Some leasing companies offer online training resources, which can be a cost-effective alternative to in-person training sessions.

Not Canceling Your Print Contract on Time

Lease agreements often have specific terms regarding contract cancellations.

  • Automatic Extensions and Associated Costs: If you don’t cancel your contract on time, it might automatically extend. This can result in additional costs, especially if the leasing rate increases after the initial lease period.

Early Termination Fee

Ending your lease before the agreed-upon term can result in early termination fees.

  • Costs for Ending the Lease Early: Early termination fees can be a significant expense, especially if you’re ending the lease well before the agreed-upon term. It’s essential to be aware of these fees when considering the overall leasing cost.

Printer Upgrades

Upgrading your printer can result in additional costs, especially if the upgrades aren’t included in the initial lease agreement.

  • Costs for Additional Accessories and Upgrades: If you require additional accessories or features, you might incur additional costs. It’s essential to inquire about these costs when negotiating the lease.

Returning Your Printer at the End of Lease

At the end of your lease, you’ll need to return the equipment to the leasing company.

  • Shipping Fees and Potential Return Fees: Returning the equipment might involve shipping fees, especially if the leasing company isn’t located nearby. Additionally, if the equipment is damaged or not in the agreed-upon condition, you might incur return fees.


What People Also Ask

Why are there hidden costs in printer leasing?

Hidden costs in printer leasing arise because of the various services and terms associated with the lease. These can include maintenance, insurance, property taxes, and other fees that might not be immediately apparent when signing the lease agreement.

How can I avoid unexpected printer leasing fees?

To avoid unexpected fees, it’s essential to read the lease agreement thoroughly and inquire about any potential hidden costs. Additionally, comparing offers from different leasing companies can help identify and avoid potential unexpected costs.

Is it better to buy or lease a printer?

The decision to buy or lease a printer depends on your business’s needs and budget. Leasing offers flexibility and access to the latest technology without the upfront cost. However, buying might be more cost-effective in the long run if you don’t require regular upgrades or if the total leasing costs over time exceed the purchase price.


Contact Us for Free Quote



Navigating the intricate world of leasing copiers and printers can be a daunting task. The lease cost and the cost to lease can vary significantly between different leasing companies. Whether you’re looking to lease an office copier or a multifunction printer, understanding the nuances of a printer lease is crucial. The leasing rate, length of the lease, and the monthly lease payment can all influence the overall leasing cost.

When considering a printer or copier, it’s essential to weigh the benefits of leasing vs. buying. While leasing offers flexibility and the chance to upgrade to a new copier without the hidden costs of owning, there are also potential unexpected costs to be wary of. For instance, the cost to lease an office printer might seem attractive initially, but the average cost over the end of the lease term might be higher than purchasing a copier outright.

Leasing companies often provide various leasing offers, each with its own set of terms and conditions. The type of lease, whether it’s for a color copier or a commercial one, can influence the leasing rate. Moreover, the decision to lease a printer or purchase a copier outright often depends on factors like the printing costs, the lease length, and the specific needs of the business.

Leasing may seem like a cost-effective solution, especially with shorter lease terms. However, it’s essential to consider how much it costs in the long run. Owning the copier might have its own set of costs, but it also offers the advantage of not being tied to the conditions of the lease agreement.

In conclusion, whether you decide to lease, opt for buying a printer or copier, or choose a lease program from copier dealers, it’s crucial to be well-informed. Understanding the pros and cons, the potential costs, and the flexibility that leasing provides will ensure that you make the best decision for your business needs.

Was this post useful?