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In today’s competitive business landscape, the need for efficient and reliable office equipment is essential for maintaining productivity and staying ahead of the curve. When it comes to acquiring copiers for their office needs, businesses face a critical decision: should they opt for copier leasing or purchase the equipment outright? Both leasing and buying have their advantages and disadvantages, making it essential for businesses to weigh their options carefully.

This article delves into the nuances of copier leasing and buying, examining the benefits and drawbacks of each option, and providing insights to help businesses make the right choice that aligns with their unique needs and objectives.

Copier Leasing: The Pros and Cons

Copier leasing entails entering into an agreement with a leasing company to use their copiers for a specified period, usually 24 to 60 months, in exchange for regular lease payments. This option offers several advantages:

  • Lower Initial Costs. One of the primary benefits of copier leasing is the minimal upfront cost. Businesses can avoid the substantial initial investment required to purchase copiers outright, freeing up capital for other essential business needs.
  • Access to Advanced Technology. Leasing allows businesses to access the latest and most advanced copier technology without the burden of ownership. As copier technology evolves rapidly, leasing ensures that businesses stay up-to-date and competitive in their industry.
  • Maintenance and Support Included. Copier leasing agreements often include maintenance and support services. This means that the leasing company is responsible for servicing and repairing the copier, reducing downtime and maintenance costs for the business.
  • Flexibility and Scalability. Leasing agreements can be tailored to suit the specific needs of the business. As the business grows or changes, the lease can be adjusted to accommodate increased printing and copying demands.

Despite these advantages, copier leasing also has its drawbacks:

  • Long-term Cost.  While the initial costs are lower, the overall cost of leasing a copier over an extended period may exceed the cost of purchasing one outright. Businesses need to consider the total expenses of leasing versus buying to make an informed decision.
  •  Contractual Obligations.  Leasing agreements typically involve contracts with specific terms and conditions. Exiting a lease before its completion may lead to early termination fees or other penalties, which can be restrictive for businesses with fluctuating needs.
  • No Ownership.  Leasing means the copier will never be owned by the business. For some, the lack of ownership may be a disadvantage, as there is no asset to depreciate or sell.

Buying Copiers: The Pros and Cons

Purchasing copiers involves a one-time payment to acquire the equipment, and the business owns the copier outright. Here are the advantages of buying copiers:

  •  Long-term Cost Savings. While the upfront cost of purchasing copiers may be higher, businesses benefit from long-term cost savings, as they are not making recurring lease payments.
  • Ownership and Asset Value. Buying a copier means the business owns the asset. This ownership can be beneficial for tax purposes, as the copier can be depreciated over time. Additionally, the business may have the option to sell the copier in the future.
  • Freedom and Flexibility. Ownership gives businesses the freedom to modify or upgrade the copier as needed without being bound by leasing agreements.

However, buying copiers also comes with its own set of challenges:

  •  High Initial Investment.  The significant upfront cost of purchasing copiers can strain a business’s budget, especially for small or new enterprises.
  • Maintenance and Repairs.  As the owner of the copier, the business is responsible for maintenance and repair costs, which can be unpredictable and add to the overall expense.
  • Technology Obsolescence.  Copier technology evolves rapidly, and owning the equipment means the business may be stuck with outdated technology unless it invests in regular upgrades.
  • Factors to Consider when Making the Decision.  To make an informed choice between copier leasing and buying, businesses need to consider several crucial factors:
  • Budget and Cash Flow.  Assessing the available budget and cash flow is vital in determining whether the business can afford to make a significant upfront investment in purchasing a copier.
  •  Long-term Usage and Needs.  Businesses should evaluate their long-term copier usage and needs. If they anticipate significant changes or growth in printing volume, leasing may offer the flexibility to adapt.
  • Technology Requirements.  Consider the specific copier technology requirements. If the business requires the latest features and continuous technological upgrades, leasing might be the better option.
  • Company Stability and Growth Plans.  Stability and growth projections play a crucial role in deciding between leasing and buying. If the business anticipates significant expansion or changes in the near future, leasing may provide more flexibility.
  • Total Cost of Ownership.  Calculate the total cost of ownership over the lease term if leasing and compare it to the cost of purchasing the copier outright. This analysis will provide insight into the most cost-effective option.
  • Maintenance and Support.  Evaluate the business’s ability to handle copier maintenance and repairs. If the company lacks in-house technical expertise, leasing may be more suitable.
  •  Length of Commitment.  Determine the ideal length of commitment for the copier. If the business is uncertain about its future copier needs, leasing may be a safer option.


The decision to lease or buy copiers is an essential one that can significantly impact a business’s financials, productivity, and flexibility. Copier leasing offers advantages such as lower initial costs, access to advanced technology, and included maintenance and support. However, it also comes with long-term costs, contractual obligations, and no ownership. On the other hand, buying copiers provides long-term cost savings, ownership, and flexibility, but it requires a higher upfront investment, maintenance responsibilities, and may lead to technology obsolescence.

To make the right choice, businesses must carefully consider their budget, long-term usage needs, technology requirements, company stability, and growth plans. By conducting a thorough analysis of copier leasing vs. buying, businesses can make an informed decision that aligns with their unique needs and paves the way for success in the ever-evolving business landscape.


Discover Your Perfect Copier Leasing Company in Concord, California!

At Office Machine Specialists, copiers are more than just machines – they’re the heartbeat of your office! For over 25 years, our family-run business has been dedicated to providing top-notch office equipment solutions and unparalleled after-sales service to our cherished clients.

We understand that finding the right copier leasing company can be overwhelming, but fear not! Our team of experts is here to guide you through the process, ensuring you make savvy decisions when it comes to leasing or purchasing new machines.

Our journey began long before the digital era, and we’ve evolved alongside technology, embracing color printing, scanning, account control, and fleet management. With two decades of industry experience, we’ve become well-versed in all the major brands, making OMS a truly invaluable resource for any organization.

Say goodbye to copier-related worries and connect with us today! Let Office Machine Specialists revolutionize your office workflow with our exceptional copier solutions.