MFD Printer Sales & Lease NE
Copiers & Printers: Purchasing, Leasing, and Rental Options
For businesses and organizations, copying and printing is an essential daily task. While individual desktop printers can handle small jobs, most companies need heavy-duty copiers and printers to manage high-volume projects, both black & white and color. There are several equipment options available based on your specific needs and budget.
Purchasing Copiers and Printers
One option is to purchase copiers, printers, and multifunction copy/print/scan devices outright. According to Wikipedia, prices for new copiers typically range from $200 for a very basic personal copier up to $40,000 or more for a high-speed digital color multifunction device for enterprise use.
The major benefits of purchasing equipment include:
- No ongoing costs after the initial purchase price
- Can customize the equipment features to your needs
- Owning the equipment allows greater flexibility
However, there are also downsides to consider:
- Large upfront capital investment
- Replacement costs when equipment reaches end of life
- Ongoing maintenance and repair costs
- Eventual technology obsolescence
New vs Used Copiers
Purchasing used or refurbished equipment tends to have lower upfront costs compared to brand new models. However, maintenance and repair costs may be higher if issues develop with older equipment. New copiers usually come with a 1 year manufacturer warranty for additional peace of mind.
Cost Per Page
When purchasing equipment, look closely at the cost per page for both black & white and color printing. Features like double-sided printing can help maximize savings. High volume copiers tend to have a lower cost per page compared to basic desktop printers.
Leasing Copiers and Printers
Many businesses opt to lease their copiers, printers and multifunction devices rather than buying them. With a lease, you pay a fixed monthly rate which covers both the equipment rental and maintenance costs.
Benefits of leasing can include:
- No large upfront capital investment
- Fixed monthly payments make costs predictable
- Maintenance and repairs included
- Latest equipment models, upgraded every few years
Potential downsides of copier leasing may include:
- Higher long term costs compared to purchasing
- Lengthy lease contracts, typically 3-5 years
- Obligation to make payments for the full lease term
- No ownership at end of lease
Lease Contracts
Copy machine lease agreements spell out the monthly payments, length of term, included services like repairs, and end of lease options. Make sure you understand all terms and costs before signing a lease contract.
Cost Per Copy Leases
For cost per copy leases, monthly payments are based on the volume of copies made, often with a minimum number of copies included. This allows costs to scale with usage. Going over the monthly limit results in overage fees.
Renting Copiers and Printers
Many companies offer short term copier and printer rentals for events, temporary offices, or to fill a gap during an equipment replacement. Typical rental periods range from 1 week to 1 year.
Benefits of short term rentals include:
- No long term commitment
- Flexibility to change equipment as needs change
- Avoid large upfront costs
Downsides can include:
- Potentially higher per page costs
- Temporary solution, not good for long term
- May still require maintenance plan purchase
Rental Costs
Rental fees are typically charged on a weekly or monthly basis, along with cost per copy fees based on usage. Make sure to account for delivery, pickup and minimum rental period costs as well.
Short Term Needs
For short term spikes in copying and printing needs, renting can provide an affordable solution without getting locked into long term contracts. This avoids having idle equipment after the temporary increase in demand.
Contract Considerations
For both leased and rented copiers, the contract contains very important terms like:
- Equipment model specifications
- Minimum and maximum monthly copies
- B&W and color copy costs
- Who provides repairs and maintenance
- Length of rental period or lease term
- Options at end of contract
- Cancellation and renewal clauses
Read all agreement terms closely before signing a copier or printer contract.
Comparing Copier Companies
When shopping for copying and printing equipment, get bids from several vendors to compare options. Key factors to consider include:
- Reputation and experience
- Equipment selection and availability
- Pricing and contract terms
- Included services and support
- Optional add-ons like finishers, fax, scanning
Discuss your specific printing needs with reps from various copier companies to determine the best solution.
Choosing the Right Copier Features
The types of projects you regularly print and copy should dictate the features and capabilities you need in new equipment. Consider aspects like:
- Black & white vs color
- Printing, copying, scanning needs
- Integrated faxing
- Single or double sided
- Paper capacity and finishing options
- Network connectivity and mobile printing
- User controls and accounting features
- Monthly volume capacity
Your equipment vendor can help determine the best copier model to match your requirements.
Maintenance Considerations
Unless you purchase a separate maintenance plan, repairs and service are your responsibility for purchased equipment. With leased machines, maintenance is usually included but understand exactly what is and isn't covered.
Ask about response time guarantees for repair calls. Copiers that are down can significantly impact productivity.
Exit Options At End of Lease
When your copier lease ends, you typically have options like:
- Returning the equipment
- Continuing to rent month-to-month
- Upgrading to a new leased machine
- Purchasing the current machine
Month-to-month rentals usually cost more. Make sure to provide sufficient notice if you plan to return equipment at lease end.
Buying Used Copiers
Purchasing a used copier can save substantially on upfront costs. However, maintenance fees may be higher. Check machine histories for issues if possible. Used copiers still offer an affordable option for smaller budgets.
Tax Benefits of Leasing
For businesses, leasing offers some potential tax advantages compared to purchasing equipment. Monthly lease payments may qualify as tax deductible operating expenses.
Purchases must be depreciated over several years for tax purposes. Consult your accountant on the best option for your specific situation.
Copier Industry Trends
Several major trends are impacting the copier and printer industry currently:
- Declining print volumes as content goes digital
- Increased demand for multifunction devices
- Emphasis on mobile printing solutions
- Enhanced security features on networks
- Remote diagnostics and management
- Subscription and managed print service models
Staying up to date on the latest technology allows you to maximize productivity and efficiency.
