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Printer and Copier Lease vs. Ownership: Costs & Best Option for Your Business

Kyocera Copier Leasing

In every office, the question of whether to lease or buy a copier arises sooner or later. Since the revolutionary Xerox 914 was introduced in 1959, copiers have become indispensable in modern workplaces. Despite advancements, the core debate remains: should you lease a copier or printer, or is buying one outright the better choice?

Copier / Printer Leasing vs. Buying: Cost Comparison

Commercial-grade copiers and printers, like the Kyocera TASKalfa 5054ci, are often more expensive than anticipated. This cost factor leads many businesses to consider leasing as a more economical option.

The final price of a printer or copier depends on several factors:

  1. Functionality: Multi-function printers (MFPs) and color copiers cost more than single-function or monochrome devices.
  2. Printing Capacity: High page per minute (PPM) rates increase costs.
  3. Purpose: Commercial-grade devices differ significantly in price from personal-use devices.

Costs of Buying a Printer / Copier

Buying prices vary widely. For instance, a basic monochrome printer like the Kyocera ECOSYS P2040dw starts around a modest price, ideal for small offices with occasional document needs.

A more advanced option, such as the Kyocera TASKalfa 2554ci, offers robust features suitable for small to medium businesses, including color printing, scanning, and mobile connectivity. For larger organizations with high output needs, the Kyocera TASKalfa 8353ci might be necessary.

High-end production printers, like the Kyocera TASKalfa Pro 15000c, reflect their advanced capabilities and intended usage in high-demand environments like print shops.

Costs of Leasing a Printer / Copier

Leasing rates for commercial printers and copiers start at about a modest monthly fee for basic models. Mid-range devices range from moderate monthly fees, while high-end multi-function machines can cost a higher monthly fee.

Leasing agreements vary based on lease duration and included services, such as:

  • Maintenance & tech support
  • User training
  • Ink and paper
  • Spare parts

Managed Print Services (MPS) can be a comprehensive solution, offering device leasing, regular updates, training, and supply management, ensuring all operational needs are met efficiently.

Pros and Cons of Office Printer / Copier Leasing

Pros of Leasing

  1. Lower Up-Front Costs: Leasing requires less initial investment compared to purchasing outright, making it accessible for more businesses.
  2. Flexible Commitment: Lease terms can be tailored to your budget, with longer leases typically reducing monthly payments.
  3. Tax Benefits: Lease payments are deductible as business expenses, potentially lowering your taxable income.

Cons of Leasing

  1. Additional Costs: Leases often include interest and optional service costs, potentially increasing the overall expense.
  2. Locked Lease Periods: Lease agreements are binding, requiring careful consideration of terms to avoid budgetary strain.
  3. No Immediate Ownership: Leased devices remain the property of the leasing company, with potential buyout options varying by agreement.

Pros and Cons of Buying an Office Copier / Printer

Pros of Buying

  1. Immediate Ownership: Purchasing provides full control over the device and its maintenance.
  2. Long-Term Savings: Owning a device may be cheaper over time, avoiding lease interest and additional fees.
  3. Equity Addition: The purchased device becomes a business asset, which can be sold if needed.

Cons of Buying

  1. Higher Upfront Cost: Purchasing a commercial-grade printer/copier requires a significant initial investment.
  2. Challenging Upgrades: Replacing or upgrading purchased equipment is costly, especially as technology evolves.
  3. Increased Responsibility: Owners must manage maintenance, repairs, and supply purchases, demanding more time and resources.

Making the Best Choice for Your Business

While both leasing and buying have distinct pros and cons, leasing often emerges as the more advantageous option for most businesses. Here’s why:

  • Leasing minimizes up-front costs, preserving cash flow.
  • Leases include essential services like maintenance and support, reducing operational burdens.
  • Upgrades and replacements are more manageable with leasing, ensuring your technology stays current.

Leasing offers convenience, flexibility, and peace of mind, making it a compelling choice for businesses looking to balance functionality and cost-effectiveness.

For comprehensive document management solutions, consider STAT Business Systems’ Managed Print Services. Explore our range of Kyocera copiers and printers to find the perfect match for your office needs.

Interested in Buying or Leasing a Copier?

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