TL;DR: The Bottom Line
Leasing a copier is the best choice for most businesses as it preserves cash flow, eliminates maintenance worries, and ensures you always have the latest technology. Buying a copier makes sense only for businesses with available capital who have very predictable, stable printing needs and prefer to own their assets for long-term depreciation benefits.
Leasing vs. Buying: Making the Smart Choice for Your Office
Choosing a new multifunction copier for your business is a significant decision. But just as important as what machine you get is how you pay for it. The debate between leasing and buying office equipment can be confusing, but the right answer depends entirely on your company’s financial situation, technology needs, and long-term goals.
For over 70 years, we’ve helped thousands of businesses in Nebraska, Iowa and Kansas navigate this exact question. In this guide, we’ll break down the pros and cons of each option to help you make a confident, informed decision.
The Case for Leasing: Flexibility and Peace of Mind
Leasing is the most popular option for a reason. It’s an operational expense (like your rent or utilities) that provides access to the best technology without a large upfront cost. In fact, over 90 percent of businesses choose to lease their equipment for the following reasons:
Top 4 Benefits of Leasing:
- Preserves Capital: There’s no large cash outlay. Instead of tying up thousands of dollars in a depreciating asset, you can invest that capital back into growing your business.
- All-Inclusive Maintenance: Most lease agreements are bundled with a
Managed Print Services contract. This means all service, parts, labor, and toner are covered under one predictable cost-per-page (typically 1-2 cents). This eliminates all surprise repair bills.
- You Get Brand-New, Up-to-Date Technology: Technology is constantly updating. With a lease, you get a brand-new machine with each new contract (typically every 3-5 years). This ensures you always have the latest, most efficient, and most secure technology on the market.
- Tax Advantages: Lease payments are typically 100% tax-deductible as a business expense. (Always consult your accountant for specifics).
When to Lease: You should lease if you want predictable per-page costs,
want to eliminate maintenance hassles and want to ensure you always have modern technology.
The Case for Buying: Ownership and Control
Buying a copier means you own it outright. It’s a capital expenditure, and once it’s paid for, it’s yours.
Top 3 Benefits of Buying:
- Depreciation Benefits: As a capital asset, you can depreciate the cost of the copier over time, which can provide tax benefits.
The Major Consideration When Buying: Unpredictable Supply & Maintenance Costs
When you buy a machine, you are solely responsible for all supplies and maintenance. While a maintenance agreement from us can simplify this to a 1-2 cent per-page cost, going without one means you must budget for highly variable expenses.
For example, costs for individual supplies can include:
- Black-and-White Toner: $75–$150 per cartridge
- Color Toner (each): $100–$200 per cartridge
- Staples: $150 per box
- Waste Toner Containers: $30 each
Based on usage, a high-volume business might replace toner every two weeks, while a low-volume office might only replace it once a year. This variability makes budgeting difficult and can lead to significant, unexpected costs.
When to Buy: You should buy if you have the available cash, your print needs are very stable, and you have a clear budget for the highly variable costs of supplies and service.
Key Takeaways: A Quick Comparison
Frequently Asked Questions (FAQ)
Q: Can I buy my copier at the end of the lease?
A: Yes, most lease agreements offer a buyout option, typically for Fair Market Value (FMV) or a pre-determined price like $1.
Q: What happens if my business grows and I need a bigger copier during my lease?
A: At Bishop Business, we offer flexible lease upgrades. We can often roll your existing agreement into a new one for a machine that better fits your growing needs.
Contact Bishop Business to talk to a Specialist.
Q: Is toner included when I buy a copier?
A: No. When you purchase a machine, you are responsible for buying all supplies as needed. This can include individual toner cartridges ($75-$200 each), staples ($150), and other items, which can add up quickly. With a lease and maintenance agreement, all toner and supplies are bundled into a simple 1-2 cent per-page cost and are often shipped automatically.
Ready to find the right equipment and financing option for your business?